Purchase Bill

When a supplier sends a tax invoice for goods/material, the user needs to create a Purchase Bill in the system. This Purchase Bill is based on the Goods Receipt Note, which confirms that the goods have been received.

Why is a Purchase Bill Required?

Creating a Purchase Bill is essential because it officially records the transaction in the system. This ensures that the company acknowledges the receipt of goods and the obligation to pay the supplier.

When is a Purchase Bill Required?

The Purchase Bill should be generated as soon as the supplier’s invoice is received. After creating the Purchase Bill, the payment is processed through the ‘Receipt/Payment’ interface in the Finance module.

Main Info

Business Unit: Select the Business Unit against which Purchase Bill needs to be produced

As soon as the business unit is selected, Financial Year and Document Type get populated

Document Date: Enter the purchase bill document date

Document No: It will be generated after saving the entry

Supplier: Select the goods supplier’s name

Bill Inward: Click the link to select bill inward

Bill No: Enter the concerned bill number

Date: Enter the bill date

Due Date: Mention the due date

Narration: Enter narration if any

Document Print

User can preview, print and send document through mail.

Sending Email

To send document through mail user is required to setup Email Template through Administration > Communicator > Email Template.

Sample Email Template

Entry type is to be selected as 'PURCHASE BILL'

User can send Purchase Bill document through mail from Document Print option in Purchase Bill interface.

Item Info

Based on requirement user can search & select any GRN document with its vendor number.

Main Info

Code: Search item code. If code is searched, description will be auto populated and vice versa

Description: If code is searched, description will be auto populated and vice versa

Unit: Unit will also come automatically

Brand/Make: Select brand/make if any

Specification: Provide specification of the brand or make. This is to be filled up if brand/make is selected

Make No/Model No: Provide make number or model number if brand/make is selected

Detail Description: Enter detail description of the item if required

Warehouse: Select the warehouse

Quantity: Enter item quantity

Rate: Specify the rate of the item

Amount: Quantity and rate will be multiplied and the total value will be displayed

Due Date: Due date can be entered

Billing Term Info

This tab shows different billing terms

Posting Info

This tab Shows account posting details

Other Info

The other info tab will enable user to note information regarding vendor number, vendor date and remarks.

Notes:

1. Bill inward option can be made mandatory in Purchase bill

2. Net-Hold amount in Bill Wise Billing Term Footer

3. Purchase Bill Quantity can be Enabled or Disabled from Metadata

4. Company CIN No and Item Wise Billing Term field added in Purchase Bill print dictionary

1. Bill inward option can be made mandatory in Purchase bill

Steps to activate the bill inward mandatory validation in Purchase bill:

a) Please run sync process

b) Please follow the below navigation: Administration > Database > Metadata

Please click on Material & search the Entity Purchasebill

Now click on edit & click Properties

Please click on Bill inward option

Please tick the ‘Is Required’ option and save.

Bill inward option in Purchase bill is now mandatory.

2. Net-Hold amount in Bill Wise Billing Term Footer

In case of hold amount has been entered in Purchase bill other info, new option released to check the net bill balance after deduction of the hold amount.

Sample Purchase bill billing term:

Other info with Hold amount:

3. Purchase Bill Quantity can be Enabled or Disabled from Metadata

In purchase bill Item quantity can be enabled or disabled through Metadata at Administration module.

Metadata: Quantity Enabling

Purchase Bill: Quantity Enabled

After enabled from Metadata the same will be effective in Purchase Bill screen

Metadata: Quantity Disabling

Purchase Bill: After disabled from Metadata the same will be effective in Purchase Bill screen

4. Company CIN No and Item Wise Billing Term field added in Purchase Bill print dictionary