Purchase - Getting started

1What the Purchase module does #

Purchase records what you buy: the supplier's bill, the goods it brings into stock, the tax you can claim back, what you send back and what you pay. Every purchase document is a voucher type entered on one shared voucher screen, so the module is mostly set-up plus that screen. How each voucher type behaves - numbering, prices, batches, the cost sheet - is decided once in Voucher Manager.

A purchase usually travels the same road:

Only the bill is essential. A bill can be typed on its own; an order, when you use one, is loaded into the bill so nothing is typed twice and what is still to come stays visible.

2Where to find help #

Help comes in three places, and they use the same words.

• On every screen: the Help panel on its right. It explains what the screen is for, how to work in it step by step, every field, the keys, the rules it enforces and - at the end - If something does not work: every message the screen can show, why it happens and what to do.
• The manual: at the foot of this page, every Purchase screen in detail - the voucher list, the voucher screen, Voucher Manager, the Ledger Account Master, the Transaction Class master and the rest - the same words each screen shows under Help, gathered in one place so you can read ahead or train somebody.
• Search help...: the box at the top of every page searches the help of every screen at once. Type a field name or a few words of a message.

3Where things are - the Purchase menu #

Click Purchase in the sidebar. The page lists the purchase voucher types first, under Voucher Entry, this guide under Start here, and the purchase reports (Purchase registers, Purchase orders, Purchase analysis, Supplier outstanding, Purchase GST). A voucher type belongs to Purchase when its base type (Purchase, Dr.Note) is a Purchase base type, or when Voucher Manager's Module field names Purchase.

4The Purchase Dashboard - where things stand #

Purchase > Purchase Dashboard (under *Start here*) shows the module at a glance: what was bought today, this month and this year; returns; what is owed to suppliers and what is overdue; purchase orders still to come in; and the suppliers to pay first.

• Every tile has a button that opens the report behind the figure, and every list has one at its head - the dashboard is where you start, the report is where you act.
• A figure that wants attention reads red; one that is as it should be reads green; a plain figure is just a fact.
• The figures are for the report option you signed in with (All, Branch or Group), shown at the top as *For*, up to today. *This year* is the financial year; *this month* the calendar month.
• Cancelled vouchers are never counted, and money figures count posted vouchers only. What is entered but not posted has a tile of its own.
• The page is read when it opens and on Refresh (F3); it does not refresh by itself. Nothing is changed there.
• The right. The dashboard has a user preference of its own: *User Can View Purchase Dashboard* in User Manager > Preferences. It starts unticked for everyone, because the dashboard shows money figures; an administrator ticks it for whoever should see it. Administrators always hold it.

5First-day setup (administrator) #

Do these once per company, roughly in this order. The later steps only matter if you use the feature.

1. Licence. The company's licence must include Purchase. Without it the Purchase menu is hidden and the voucher screen refuses purchase voucher types. Purchase orders need Order Management; loading orders into bills and closing their balances need Linked Transactions.
2. Valuation. In Settings > Inventory Settings, check Closing Stock Valuation Method and Valuation of Opening Stock Method - they decide the value your stock reports and books put on what you buy.
3. Supplier groups. Make sure your supplier groups (Sundry Creditors and any others) have the primary category Suppliers in the Ledger Group master. The Ledger Account Master uses that category to set a new supplier up correctly (see Suppliers).
4. Transaction classes. In Masters > Transaction Class, create the inward classes you need - typically a local purchase class (CGST + SGST), an interstate one (IGST), one for unregistered suppliers under reverse charge and one for imports - each with its Nature Of Transaction, ITC Eligibility and posting accounts (see Transaction classes for purchases).
5. Charges. In Masters > Bill of Sundries, create the charges that appear on bills: freight, loading, packing, rounding.
6. Voucher types. In Masters > Voucher Manager, open each purchase voucher type and set it up (see Setting up a purchase voucher type). Attach its transaction classes with the Transaction Class button and restrict its party list with Selection Group.
7. Purchase orders. If you order first, set up the Purchase Order voucher type, and on the bill voucher type switch Enable Linked Transaction ? on and name the order as its link source (ERP edition; see the Linked Transactions guide).
8. Rights. In Admin > User Manager, on the Vouchers tab, give each purchase user the rights they need on each purchase voucher type - Create (F3), Alter (F4), Find (F2), Print and the rest - and on the Menu Definition tab tick the menu rows they should see. Administrators hold every right.

6Keys that work on the purchase screens #

The purchase screens use the same keys as every voucher screen.

Inside the bill-by-bill window: New Ref. (F3), Adjustment (F4), Advance (F7), On Account (F8), OK (F5). Inside the Cost Sheet: Save (F5), Print Labels (Ctrl+P). In Generate PO: Run (F3), OK (F5).

On the voucher-type list (Purchase > Voucher Entry) the arrow keys move between cards, Enter opens one, F5 refreshes the list and Esc closes the tab.

7Suppliers #

A supplier is a ledger account on the Ledger Account Master (Masters > Accounting Masters). Pick a group whose primary category is Suppliers and, while adding, the master sets the opening side to Credit, switches Maintain Bill by Bill Balance ? on and switches Block Payment/Sale against (-) balance ? on for you.

1. Press Add (F3), type the Name and pick the Group Name (for example Sundry Creditors).
2. Pick the Statutory Classification - for example Registered Dealer/Mfr., Unregistered Dealer/Mfr., Composition Dealer or Import Suppliers. Default Transaction Class is offered for the dealer and party classifications.
3. Set a Default Transaction Class if this supplier always bills the same way - the voucher picks it up when the supplier is chosen.
4. Enter any Opening Balance with D/C = C.
5. Save with F5. The buttons below then work on the saved ledger.
6. Address Book / Contacts...: contact person, phone, e-mail and address. Pick the State first, then the GST No - 15 characters starting with the state's code, or URP for an unregistered supplier. The same GSTIN is what matches their bills against GSTR-2B.
7. Credit Limit...: the Credit Period (Days) - it sets the due date of every bill from this supplier (transaction date plus the credit period).
8. Bill-by-Bill Opening...: the supplier's bills still unpaid on the day you started, one by one (Ref No, Bill Date, Amount, Dr./Cr., Due Date), so payments can be set off against them.

The Contacts window checks the GSTIN as you save it: GST No must be 15 character in length ! and State Code mismatch in GST No ! mean the number is short or does not start with the state's code. URP is exempt.

8Transaction classes for purchases #

The Transaction Class on a bill decides its tax: which GST heads are calculated, whether the input credit can be claimed, whether reverse charge or TDS applies, which accounts the values post to, and which charges are added automatically. A bill with no class calculates no tax. Classes are kept on Masters > Other Masters > Transaction Class; a voucher type offers only the classes attached to it in Voucher Manager.

The fields that matter for purchases

What the voucher checks at save

GST checks run first when you save a bill (they are skipped only on stock transfers):

• A GSTIN on the voucher's Contact/Delivery Info tab (shown when the voucher type has Enable Contact Info ? on) must be a valid 15-character number, and its first two digits must be the code of the state beside it - otherwise State code mismatch: the GSTIN starts with '...' or '...' is not a valid GSTIN.
• A class marked Compulsory To Verify GST No. refuses a bill until the state is filled in (Transaction class '...' requires a GST number, so the state must be filled in first) and then until there is a GSTIN or URP (Transaction class '...' requires a GST number. Enter the party's GSTIN, or 'URP' if the party is unregistered.).
• If the supplier has a GSTIN but the class is an unregistered one (for example the unregistered-purchase-with-reverse-charge nature), the screen asks you to confirm - Registered party on an unregistered transaction type - because the bill would land in the wrong return table.

9Setting up a purchase voucher type #

Open Masters > Voucher Manager, find the purchase voucher type with F2, press Modify (F4), change the settings and Save (F5). Every bill of that type follows them from then on. The switches below are the ones that change purchases; the Voucher Manager's own Help explains every setting.

10Purchase orders and Generate PO #

A purchase order is a voucher of the Purchase Order voucher type, filed under Order Management > Order Management Vouchers. It records what you asked for; it does not move stock or touch the books. Enter one exactly like a bill: supplier, items, quantities, rates, Save (F5).

Generate PO - let the system propose the order

On a Purchase Order voucher type the toolbar carries Generate PO while you are adding or modifying. It opens the PO Generation Tool, a shortage analysis:

1. Open a new Purchase Order and pick the supplier.
2. Press Generate PO. Set Purchase data from / to (the purchase history read for the last supply rate) and Sales data from / to (the sales history).
3. Choose Required qty based on: Re-Order Level (each item's re-order level less its stock) or Sales Qty. (the average or total sales of the period less stock). Summary type (AVG / SUM) and Summary of (Month / Day) say how sales are averaged. On the ERP edition, Branch chooses all branches or this branch.
4. Press Run (F3). Each row shows the item, group, stock, re-order level, average or total sales, the Required Qty (editable), the Last Sup. Rate and the last supply.
5. Adjust the quantities, Remove Zero / Negative Qty if you like, tick the rows and press OK (F5).
6. The ticked rows land in the order, priced at the last supply rate - or the item's standard purchase price when it has never been supplied. Check them and Save (F5).

Messages: No shortage rows for the chosen options., Tick at least one row., Brought N shortage line(s) into the order.

From order to bill

When the bill voucher type is set to load purchase orders, pick the order on the bill (see Loading an order into the bill) - its pending lines come across, and what the bill takes is subtracted from what is still due. Pending Linked Transactions lists every order line not yet received; Order Register and Item-Wise Order Details show each order's progress; Party-Wise Rate Comparison compares what suppliers charged for the same item.

11Recording a purchase bill #

Enter the bill exactly as the supplier wrote it. Click Purchase in the sidebar and open the voucher type under Voucher Entry; the screen opens ready in Add mode.

1. Voucher No - the supplier's invoice number (with manual numbering). Ref. No - their document number too, or your own reference; some voucher types make it compulsory.
2. Transaction Date - the date on their bill. It must fall inside the open financial year; a date outside it is refused as you leave the field. Dating a new voucher other than today needs the Change Transaction Date right.
3. Stock Updation Date - the day the goods actually arrived, from which the stock counts. Check it whenever you date a bill other than today: it cannot be before the start of the financial year, and on a new voucher a stock date other than today needs the Change Transaction Date right, like the transaction date.
4. Party - pick the supplier. Their default class, if they have one, fills Transaction Class; otherwise pick the local or interstate class yourself.
5. Linked Transaction - for an order already placed, pick it here so its pending lines come across (see the next section).
6. Add the items: pick the item, type the quantity and rate, Enter through the line and press F7 (or Add Item) to commit it. Batch, serial, warehouse and parameter windows open by themselves for items that need them. To add many items at once, tick them in the item picker and press Add Selected (F5).
7. Add charges - freight, loading, rounding - in the sundry grid below the items. A percentage charge follows the item total; type an amount instead and it stops following.
8. Narration - anything worth keeping. Enter moves on; Ctrl+Enter starts a new line.
9. Save (F5). Confirm Save asks Save this new transaction? - Save (F5) again, or Back. The windows that belong after the save then open one after another (see What happens when you save).

What the lines calculate

Each line works out Gross (quantity x rate), less discount, to the Taxable value; the class adds the GST heads to reach Net Amt. Up to three discount tiers (Discount, Extra, Additional) can be switched on per voucher type. Free Qty brings stock in with no value. With the company setting Require reverse calculation for Amount column on, you can type the final line amount and the rate is worked back from it.

A line you are still typing

If the entry panel holds a picked item when you press Save, that line is committed first - every line check still applies - and then the voucher saves. After a new bill saves cleanly the screen clears for the next one; if the save came back with warnings, the bill stays on screen with the lines marked (yellow = saved with a warning, red = what blocked the save; hover a line to read why).

Finding and changing a bill

• Find (F2) lists saved vouchers of this type; type to filter, Enter to open. It opens read-only.
• Modify (F4) puts it back into edit - refused when the voucher came from another module, when the voucher type's lock settings protect it, or when pricing has been completed on its cost sheet (Pricing already completed to this voucher. Alter request denied !).
• Delete removes the whole voucher after a confirmation, under the same checks.
• Duplicate opens a copy dated today with a fresh number; Copy To copies the lines into another voucher type.
• On a saved rate, the server refuses a change of rate, discount or gross unless you hold the Allow Rate Edit right.

12Loading an order into the bill #

On a bill voucher type that links to purchase orders, the header carries a Linked Purchase Order No(s) box (it names the source voucher type) before or after the Party, with two buttons: Select Linked Transaction(s) and View Linked Source Voucher.

1. Pick the supplier first when the box sits after the Party - otherwise the screen says Select a Party before choosing linked transactions.
2. Press Select Linked Transaction(s). The list shows only orders with something still pending - party, voucher type, number, date, amount, status, user and balance. Tick one (or several, when the voucher type allows it) and confirm. The __Not Applicable__ row means no order.
3. If the voucher type lets you choose items before loading, Select Items to Load opens: tick the lines to bring.
4. The pending lines arrive with the order's rates. Change quantities and rates as far as the link settings allow - a message names the limit when you go past it (for example Total Qty for this item can only be REDUCED from the linked-source value).
5. Or press Link Src. ID on the item toolbar and type or scan the order numbers, separated by commas.
6. Save. The order's balance drops by what the bill took. On the saved bill, Set-Off Details on the right-hand rail shows the order's lines: ordered, used by this and other vouchers, and the balance.

If the voucher type makes linking compulsory, a bill with no order is refused: Link Source selection is compulsory. Please select a valid link source id. A line that is not on the linked order is refused at save: Save denied: Some items not found in linked source voucher.

Order, receipt, bill. In Purchase Order > GRN > Inward Supply only ONE voucher may move the stock - the GRN; the bill made from it must be a voucher type with Affect Stock Register off (books only), or the receipt is counted twice. With Warehouse Management the GRN is what is put away, and the bill's voucher type can wait for the warehouse (Linked Transaction properties > Warehouse Condition): it then bills only what is put away (a GRN with 6 of 10 put away offers 6), or the GRN only once put away in full - the database refuses a save beyond that, the desktop's too.

13Batches, expiry dates and serial numbers #

When the voucher type and the item both ask for it, each line of a bill records exactly which units came in.

• Serial numbers: when the voucher type's Serial No Track Option is Enable and the item tracks serials, Serial-No Tracking opens as the line is committed. On an inward voucher (Create Serial No ? on) Create Serial No (F3) adds one number at a time (Serial No 1, an optional Serial No 2), and Bulk Create (F4) makes a run of them from a Start No, Quantity, Number Length and optional Prefix and Suffix - Generate (F5). The allocated count must equal the line quantity; a number already in stock is refused. Closing the window without them stops the line: Save cancelled - serial-no allocation required.
• Warehouse / storage space: where the voucher type allocates storage per line, the allocated quantity must equal the line quantity.
• Item parameters and variants: colour, size and other attributes, where the item and voucher type use them.

Where an allocation is compulsory its window opens by itself as the line is committed, so you find out at the line rather than at Save. In view mode the same buttons in a line's Actions column open the windows read-only.

14Prices on a purchase #

Update Price Levels

With Update Price Levels ? on, the Update Price Levels window opens each time an item line is committed. It lists the price levels set for this voucher type with the item's current figures. Type the new figures and press Update (F5), or Skip (Esc) to leave them. Only the figures you changed are written. When the voucher tracks stock groups and the picked group keeps its own prices, the group's price list is updated instead of the item's.

Seeing past prices

• History (Ctrl+H) beside Net Rate: the item's rates on this voucher type, newest first, for this supplier when one is picked. Pick a row to use its rate. It needs the Allow Rate Edit right and the Show Price History permission.
• Prices beside Net Rate: the item's defined prices; choosing one writes that rate into the line.
• Price List on the right-hand rail: the whole catalogue at the price type this voucher uses, for reference.
• With Show Price History ? on, picking an item shows its MRP and last prices in the info strip; users with Show cost price in price-history panel also see the last basic and net cost.

When the rate is greyed out

Rate, Gross, Amount and Discount are locked when you do not hold Allow Rate Edit on the voucher type (User Manager, Vouchers tab). Rates that come from the item, a price list or a linked order still fill in; only typing over them is prevented. The right is read when the voucher type opens, so a change applies the next time you open it.

15The cost sheet - landed cost and selling prices #

With Show Costing Window ? on, the Cost Sheet opens by itself after a bill is saved, and on a saved bill the Cost Sheet button on the right-hand rail opens it read-only. It works out what each item really cost you and sets its selling prices from that.

The items

One row per line: Qty, Rate, Amount, Basic Cost, Cost (+) and Cost (-) (the item's share of the bill's charges, worked out for you), Adnl. Cost (typed per item), Net Cost, then % Retail with its Retail Basis and Retail Price, % WS with WS Basis and WS Price, MRP, Label Qty, Mfr Date and Expiry Date.

• Net Cost = Basic Cost + Cost (+) + Adnl. Cost - Cost (-).
• Retail Basis and WS Basis: NetCost Plus adds the percentage to the net cost (a mark-up on cost); MRP Down and On MRP work down from the MRP. A price is never above the MRP.
• Bulk Rate Update sets Retail Profit % and WholeSale Profit % for every row at once (type -999 to leave a column alone).

The charges

Additional Charges lists the bill's sundries (marked Auto) and any you add. Add Charge takes a Charge Name from the Bill of Sundries, a Rate (%) of the assessable value or an Amount. After every change the charges are spread over the items by value (by quantity when the lines have no value) into Cost (+) and Cost (-). Auto charges come from the bill and cannot be edited here - add a charge to adjust the cost.

Saving

Save (F5) writes the cost sheet only - the net costs, the retail and wholesale prices, MRP and label quantities - and needs Create or Alter on the voucher type. It does not change the item master. Voucher types whose Price Source is Price From Cost-Sheet then sell at these prices (Costsheet Retail Price, Costsheet Wholesale Price, Costsheet MRP and the others), and Print Labels (Ctrl+P) prints barcode labels from the sheet.

16What happens when you save #

The whole save is one database transaction: header, lines, charges and every allocation are written together or not at all. The checks run twice - on the screen before sending, and in the database during the save.

When everything is done after a new bill saved cleanly, the screen says Saved. Ready for the next voucher. and clears for the next bill. A save that came back with warnings keeps the bill on screen.

The bill-by-bill window will not close with money left unallocated: Balance amount ... exists. Allocate in full before saving. Allocate it all, or delete every row before cancelling.

Saving a bill again after Modify (F4) keeps its references: the window opens with the rows it had, already allocated in full, so OK (F5) or Cancel (Esc) leaves them as they were. When the bill's total changed, its own single New Ref. row follows the new total. Any other set of rows that no longer adds up to the new total opens in the window with the difference shown in Balance: change the amounts and press OK (F5). Cancelling at that point leaves the bill with no references.

On a saved bill the right-hand rail reopens most of these read-only: Bill-By-Bill Allocation, Cost-Center Allocation, Cost Sheet, Custom Fields, Set-Off Details, Notes, Properties (the audit trail), Documents and Messages.

17Returns and price corrections - debit notes #

Goods going back to the supplier, or a price they reduced after billing, go on a Debit Note voucher type (base type Dr.Note).

1. Open the Debit Note voucher type and pick the supplier and a debit-note class - local or interstate, as on the original bill.
2. Add the items going back, at the price they were bought at, and Save (F5).
3. In Bill-By-Bill Allocation, use Adjustment (F4) and pick the original bill from List Of References Pending, so its balance drops.

18Paying suppliers #

Pay on a Bank Payment voucher (or Payment, for cash) under Financial Accounting, and set it off against the bills, so Payable Bills shows only what is really due.

1. Open Payable Bills (Reports > Outstanding Analysis) with Bills to show = Open bills or Matured bills - it is the sheet a payment run is picked from.
2. Open the payment voucher type. Add Debit (F9) for the supplier with the amount, Add Credit (F10) for the bank or cash account - or Add Multiple (F6) to key several accounts at once. Debit must equal credit.
3. Save (F5). In Bill-By-Bill Allocation press Adjustment (F4) and pick the bills this payment clears. Anything left over goes to Advance (F7) or On Account (F8). OK (F5).
4. For a bank account that tracks cheques, Cheque Tracking opens: method (cheque, DD, transfer, UPI...), number, date, amount and pay-to; one line can carry several cheques.

For a cheque dated ahead, tick Post-dated under the date: the financial-period limit is lifted, a new entry must be dated after today, and ticking it needs the voucher type's Post-Dated right. Post-dated vouchers appear on the Post-Dated Cheques Register in maturity order.

19Telling suppliers what you paid - payment advice #

Communications > Bulk Messages sends a Supplier payment advice: one message per payment, to the supplier it paid, listing the bills it settled. It needs the Communication Hub licence plus Purchase or Financial Accounting.

1. Open Bulk Messages, stay on New run and pick the kind Supplier payment advice.
2. Set From and To - the days the payments were made. Narrow by Category (Suppliers), Ledger groups, Only these parties, Payment voucher types or Amount at least if you like.
3. Pick the Channel - E-mail (with a table of the bills and, if you tick it, a PDF), SMS or WhatsApp (a short form) - and start from a saved template or the kind's own wording.
4. Press Preview (F3): everybody the filters find, the exact message each will get, and why anybody is left out (no address, opted out, already sent for that payment).
5. Untick whoever should not get it and Send (F5). The run goes out in the background, a few every minute; follow it under Runs.

Each message lists the bills with Bill, Bill date and Amount paid, and placeholders such as {PaymentType}, {PaymentNo}, {PaymentDate}, {PaymentAmount} and {BillCount} fill in the payment's details.

• Only payments set off against bills by Adjustment are advised. An On Account or Advance amount has no bills to list.
• The same payment is never advised twice to the same supplier.
• A run finds only the parties your report option lets you see (all, your branch, your group).

20GST input credit and GSTR-2B #

Input tax credit comes from the purchase bills, and the class on each bill decides it: its ITC Eligibility, whether reverse charge applies, and its Nature Of Transaction, which decides the return table the bill lands in. Enter the supplier's invoice number and GSTIN exactly - they are what the portal matches on.

Reconciling with GSTR-2B

Each month, Financial Accounting > GST Returns matches your purchase bills with GSTR-2B, the portal's statement of what your suppliers filed.

1. On the GST portal open Returns Dashboard, the month, GSTR-2B, Download, Generate JSON, and save the file.
2. In GST Returns pick Return = GSTR-2B - Reconciliation, the registration and the Month (F2).
3. Press Upload 2B file... and choose the JSON (not the Excel; up to 60 MB). The file's own GSTIN and month are checked against what you picked. The reconciliation runs at once; Run (F5) runs it again.
4. Read the sections: Fully matched, Partially matched (the Why column says what differs), In books only (missing in 2B) - the supplier has not reported it yet, so no credit this month - and In 2B only (missing in books) - a purchase not entered, or entered with another number. Supplier summary compares totals per supplier; ITC summary (from 2B) is the portal's own figure for GSTR-3B table 4.
5. Pick a row to set a Decision: Keep the result, Fully Matched (accept), Partially Matched, Postponed (decide next month), Not Found, Discard (never claim) or Expired (time limit passed).
6. Press Save to books.... The dialog counts what will be written; Write the result to every row, not only my decisions writes every voucher of the run (untick it to write only your decisions). Save (F5).

How bills are matched

• The books side is every purchase still to be reconciled from the start of the financial year to the month's end, so a late filing meets the bill booked earlier. Only bills whose class has an inward nature (registered purchases, their notes, imports, ISD) take part.
• Documents match on the supplier's GSTIN and the invoice number, ignoring spaces, / and - and leading zeros. A bill whose supplier has no GSTIN in the books is tried by number and nearest date and flagged.
• Fully matched means the taxable value and each tax head agree within the GSTR-2B match tolerance (Rs) in GST Filing Settings; a larger difference, or a different document type, place of supply or reverse-charge flag, makes it Partially matched.
• Vouchers saved as Fully Matched, Discard or Expired leave the pending list; the rest come up again next month.

The page follows your report option: All = the whole company and its GSTIN, Branch = your login branch and its GSTIN, Group company = the group's branches and its GSTIN. It needs Execute on Filing Return (User Manager, Tools). GSTR-2B is never filed from here, so it does not appear in the GST Filing Register.

Other GST reports

Rate-Wise GST Summary shows taxable value and tax per rate slab, inward and outward; GSTR-3B Self-Check sets outward liability against inward credit per tax head before you file. GSTR-2 - Inward supplies (reference) in GST Returns lays the purchase register out in the old return's tables, for GSTR-3B table 4 and GSTR-9.

21Who sees what #

Four gates decide what a user can do in Purchase, checked in this order.

• Branches (ERP edition): a voucher belongs to the branch it was entered in and never moves; lists and reports follow your report option (all branches, your branch, or your group company).
• Statuses and approvals: the Status card on a saved bill changes its status (from the statuses Voucher Manager allows you, with remarks); Mark Posted locks it against editing. On the ERP edition with the Workflow Management licence, a voucher type with Enable Work-Flow ? carries a Workflow panel to submit a bill and approve, reject or escalate it.
• Credit checks run only on outward vouchers, so a purchase bill is never refused for the supplier's credit limit.
• Locks: the voucher type's lock settings can forbid changing a bill after save, after a number of days or after verification; Close Transaction Period locks a whole period.
• Administrators hold every right through the permission function.

22Settings that change purchases #

Every setting is explained in full on its own screen's Help.

23Purchase reports #

Purchase reports open in the report viewer from the Reports menu, banded by tile group, and from Purchase itself: the purchase reports are listed there too, in five groups - Purchase registers, Purchase orders (Order Register, Item-Wise Order Details, Pending Linked Transactions, and with Warehouse Management Expected Receipts and Receipt vs Order Variance), Purchase analysis, Supplier outstanding and Purchase GST - and a sixth, Purchase insight: Supplier Purchases by Month (a column per month, with last year), Purchase Price History (the rates paid per item and supplier, with the change), Pending Purchase Orders by Age (lines not received, banded by days late), Supplier Performance (on time, late, short, open and returns per supplier), Goods Received Not Billed (GRN lines with no bill yet) and Purchases Against Last Year. They are the same reports in both places, with the same rights (the one grant a report already has shows it in both places) and the same figures. Under Purchase they need only the Purchase licence (and the report's own module, such as Order Management for the order reports), so they open even where Standard Reports is not licensed. Each has its own options and Help; most can be summarised, grouped, printed and exported.

Click a row in most registers to open the voucher behind it. Matching bills with GSTR-2B is done in GST Returns, not in the report viewer.

24Moving from the desktop #

The web works on the same company database as the desktop: suppliers, voucher types, classes and every saved bill are the same records, and a bill saved on one is seen on the other. What differs:

• Print is Ctrl+P, not F12 (browsers keep F12 for their own tools). Copies counts, named-printer silent printing and the print-parameter prompt are desktop-only.
• Generate PO has no Ctrl+F5 (that is the browser's refresh) - use the button. The desktop's Material-Request mode, brand mode, supplier filter and one-click multi-supplier PO writer are not on the web.
• Update Price Levels: the list of price levels a voucher type updates is kept with the voucher type, and the web Voucher Manager has no screen for it yet - set it on the desktop.
• Column rules set in Voucher Manager's Column Properties (no blanks, no zeros, no duplicates in a column) are enforced on the web as each line is committed; the desktop reads them and ignores them.
• Duplicate supplier invoice numbers are checked at save on the web, not only when you leave the field.
• Rates on a saved line cannot be changed on the web without the Allow Rate Edit right; the server checks it too.
• The desktop's other per-line windows - measurements, job-card allocation, tracking list, unique barcodes and vehicle trips - and the fixed-asset value, stock-item value and inter-branch auto-post allocation windows are not on the web yet.
• WhatsApp document upload is not on the web; such templates send text only.

25If something does not work #

Most refused purchase saves come from the bill number, the supplier's GST details, dates, stock or batches. The voucher screen's Help lists every message it can show.