Create vendor bills, track GST, and manage payments - all from one place.
The Purchases module handles everything related to money you owe vendors - creating bills, recording GST, tracking payments, and monitoring what's still outstanding. From the moment a bill is created to the moment it's fully paid, everything lives here.
Purchases list
A centralized view of every vendor bill in the system.
Search & filter
Search - find a bill by vendor name or bill number
Status - filter by the bill's current status
From Date / To Date - view bills within a specific date range
Sort - arrange bills, e.g., by date
Each bill in the list shows:
Bill No. - the system-generated bill number and the vendor's own invoice number
Vendor - vendor name and GSTIN (their GST registration number)
Date - the purchase bill date
Due Date - when payment is due
Grand Total - the full bill amount, including GST
Paid - how much has already been paid
Balance - how much is still owed
Status - the bill's current stage
Click the Actions (⋯) menu on any bill to view, edit, approve, or record a payment.
How to create a purchase bill
Click + New Purchase Bill.
Upload the vendor's invoice (optional but recommended) - supports PDF, JPG, PNG, or WebP, up to 10 MB.
Enter vendor details:
Select an existing vendor, or add a new one
Enter Our State Code (your organization's GST state code)
The Vendor State Code fills in automatically from their GSTIN
(These state codes decide how GST is calculated - see below)
Enter bill details:
Vendor Bill No. - the vendor's own invoice/reference number
Vendor Bill Date - the date on the vendor's invoice
Purchase Date - the date you're entering this purchase
Due Date - when payment is due
Add the items or services on the bill (see below).
Save the bill - it starts as Draft until approved.
Purchase items
Add each product or service on the bill. For every item, enter:
Item / Service - its name
HSN / SAC - the HSN code (for goods) or SAC code (for services) - a standard classification code used for GST
Rate - price per unit
Quantity - how many units
GST % - the applicable GST rate for that item
Discount % - any discount on that item
Amount - calculated automatically for that line
Use + Add Line to add more items to the same bill.
How GST is calculated
GST is worked out automatically based on Our State Code and the Vendor State Code:
Same state (Intra-State Purchase) - GST splits into CGST + SGST (central and state tax, split roughly in half)
Different states (Inter-State Purchase) - a single IGST (integrated tax) applies instead
Whichever applies, it's added automatically into the bill's total - you don't need to calculate it yourself.
Bill status
A purchase bill moves through these stages:
Draft - created, but not yet approved
Approved - reviewed and cleared for payment
Paid - fully paid
Cancelled - no longer payable
Payment tracking
The module automatically tracks what's paid and what's still owed on every bill:
Grand Total - the full bill amount, including GST
Paid - total amount paid so far
Balance what's left to pay (Balance = Grand Total − Paid)
How to record a payment
Open the bill from the Purchases list.
Click the Actions (⋯) menu and select Record Payment.
Enter the payment amount and date.
Save - the bill's Paid and Balance figures update automatically.
GST records
Every GST detail entered while creating a bill is saved as part of that purchase record, giving you a clear, ongoing view of GST paid to each vendor, useful for input tax tracking and filing.