On supply of Items, the supplier submits an Invoice for the Items supplied, which constitutes the Purchase Invoice. The entry of Purchase Invoice is made from the Purchase Invoice received from the supplier. Purchase Invoice affects both Inventory and Accounts. The stock of Items received get increased.

The suppliers account is credited by net amount of the Purchase Invoice.

Purchase Account is debited by value of Items purchased (net of Discount). Respective ledgers of other accounts (like Taxes) are debited accordingly.

Purchase Invoice : Main Menu> Purchase> Purchase Voucher.

                                         FIG 1. MAIN MENU

Header Details

Item Details

Retrieving Purchase Order and Purchase Challan

Payment Mode- Select the mode of payment as Cash,Credit or Cheque.

Cash- If the payment mode is set to Cash and the user does not specify the customer name then the Cash Customer button is activated. The Setup Cash Bill Customers form will open up in which the user can specify customer name, city, address 1/2/3, second address 1/2/3, Cst No, Cst Date,Lst No, Lst Date, Dl. No.1 and Dl.No.2. The user can also specify the maximum number of rows in the grid. Clicking on OK button will save the record and the customer name specified will be displayed in the text box. The user can skip entering other details but customer name will have to be specified.

Cheque- If the Payment Mode is set to Cheque then the Cheque details button will be activated. Clicking on the Cheque Details button will open up the Cheque Details form. Specify the Cheque No, Cheque Date, Bank Name, Branch, Account No, Customer Name and Address. Clicking on OK button will save the details. The user can skip entering other details but Cheque No. will have to be specified.

Account / Supplier Name- Press the space bar and select the account or party name from whom goods have been received. The Accounts that have been created using the Account\Ledger Creation form.

Tax Region- Select the tax region for the party from the list. Tax selected here will be applied on the entire voucher.

Agent Name- Enter the agent name if you want to assign any salesman to the party. The Agent/Salesman that have been created using the Setup Salesman form.

Bill Number- Enter the bill number.

GRN (Goods Received Number)- Enter the pre-fix as GRN or GR. Enter the GRN Number first time further it is auto generated.

Enter all the required item details.

In Lot Number create a new lot for the item and give all the required details of lot.

User can enter the C.D.(Cash Discount), T.D(Trade Discount), Taxes etc if any.

Click on View Totals, If user wants to see all the details of tax, discount etc on total amount.

To save the data entered by the user, user have to press enter button and the cursor should be on next line in the grid.

To view all the account wise total summary, click on View Total Button.

User can view the discount, tax and other charges in View Total.

                                    FIG 5. VIEW TOTALS

Press F1 to view the function of all hot keys in the purchase bill.

                                          FIG 6. HOT KEY HELP

The purchase order & challan can be as a whole, in part or in multiple be retrieved in the invoice. If user want to retrieve purchase order then click on Retrieve Order button, a pop up will come, select the P.Order / Delv Note option from the list and then Purchase Order search window appears where user can select the particular order which is to be retrieved.

If user want to retrieve purchase challan then click on Challan/Repl button, a Purchase Challan search window will appear showing all the challan made by the user in Purchase Challan form. Select the required challan which is to be retrieved in the bill.

Retrieved items from the selected Purchase Order in purchase voucher will appear in orange color as shown in below fig.

Retrieved items from the selected Purchase Challan in purchase voucher will appear in purple color as shown in below fig.