Purchases
Record supplier bills, bring stock in, handle purchase returns, and pay your suppliers from one screen.
Why and when you use it
Every purchase bill you record increases your stock, records the input GST you can claim, and adds to what you owe the supplier. If bills are missed or entered with wrong amounts, your stock, profit and GST credit are all wrong. The accountant or owner usually enters bills; the store keeper checks the quantities.
Before you start
- Add the supplier in Suppliers with GSTIN and state
- Add the products in Inventory with unit, GST rate and HSN
- Keep the supplier's bill in front of you (or use Photo Invoice to read it)
Step by step
- Open a new billOpen Purchases. The screen has two tabs: Purchase Bills and Purchase Returns. On Purchase Bills, press + New Purchase Bill.
- Pick the supplier and dateChoose the Supplier and the Date you received the goods. Check Supply: a supplier in your own state means CGST + SGST; a supplier in another state means IGST.
- Copy the supplier's bill detailsEnter the Supplier Bill Number, Supplier Bill Date and Supplier Bill Amount (₹) exactly as printed on their bill. These are what your GST credit is matched against.
- Choose how rates are enteredRates entered tells Stockivio whether the rates you type already include GST or not. Choose the option that matches the supplier's bill so the tax is not added twice.
- Add the productsIn Add Products, add each item with quantity and rate. Check the unit, for example cartons versus pieces.
- Apply discount and round offEnter Extra Discount (₹) if the supplier gave a lump-sum discount. Tick Discount is applied after tax if the supplier took it off the final amount. Enter Round off (₹) so your total matches the Supplier Bill Amount to the paisa.
- Record payment made nowUnder Payment, if you paid at the time of purchase, enter Amount Paid (₹) and choose the Bank account. Leave it at 0 for a credit purchase.
- Save the billPress Save Purchase Bill. If Stockivio asks you to confirm, press Continue or Yes, save, or Go back to fix it. The bill shows in the list with Bill No, Supplier Bill No / Date, Supplier Bill Amt, Amount, Paid, Balance and Status.
- Return goods to the supplierFor damaged or excess goods, use the Purchase Returns tab. The return is recorded against the Original Bill as a Partial Return or Full Return, with Return No and Return Date.
- Check the ledger and payOpen the Supplier Ledger to see every bill and payment for a supplier. Use Record Supplier Payment, enter the amount and Bank account, and press Save Payment.
Worked example
Sharma Traders, Jaipur, buys 100 cartons of instant noodles from Hindustan Foods Pvt Ltd, Delhi, at ₹800 per carton before GST (18% in this example). The supplier's bill is HFP/4471 dated 10 Nov 2026 and gives ₹400 off the final amount. Sharma Traders pays ₹50,000 by bank transfer now.
- Purchases, + New Purchase Bill. Supplier: Hindustan Foods Pvt Ltd. Date: 11 Nov 2026. Supply shows IGST, because Delhi is a different state.
- Supplier Bill Number: HFP/4471. Supplier Bill Date: 10 Nov 2026. Supplier Bill Amount (₹): 94,000.
- Rates entered: without tax. Add Products: Instant Noodles (carton), quantity 100, rate 800. Taxable ₹80,000, IGST ₹14,400, total ₹94,400.
- Extra Discount (₹): 400, tick Discount is applied after tax. Total ₹94,000. Round off (₹): 0.
- Amount Paid (₹): 50,000, Bank account: current account. Press Save Purchase Bill.
- Next day 5 cartons are found crushed: Purchase Returns tab, Original Bill HFP/4471, Partial Return of 5 cartons.
- On 25 Nov 2026 open the Supplier Ledger and use Record Supplier Payment for the remaining balance; Save Payment.
Result: Stock of noodles goes up by 100 cartons (95 after the return), IGST input credit of ₹14,400 (less the return's share) is available for GSTR-3B and should show in GSTR-2B, and the payable to Hindustan Foods drops to ₹0 after the final payment.
💡 Tips
- Always fill Supplier Bill Number and Date exactly as printed; mismatches show up when you reconcile with GSTR-2B.
- If the Amount column does not match Supplier Bill Amt, check Rates entered and the discount tick before using Round off.
- Use Photo Invoice to read a bill photo into a draft, then check it here.
- Record purchase returns promptly so the supplier ledger shows the right balance before you pay.
⚠️ Common mistakes
- Choosing the wrong Rates entered option, so GST is added on top of a rate that already included it. Compare the total with the Supplier Bill Amount before saving.
- Using round off to hide a real difference of hundreds of rupees. Round off is only for paise; find the actual error.
- Entering the same supplier bill twice. Search by Supplier Bill No first; if it happened, reverse one bill with a reason.
- Recording supplier payments as expenses. Use Record Supplier Payment or Payments so the bill is cleared.
Questions
What if I made a mistake on a saved bill?
Use Reverse purchase bill with a reason and enter it again. The Purchase Bill History keeps a record of what was done.
Does a purchase bill update stock by itself?
Yes. You do not need a separate stock entry; Stock Adjustment is only for corrections.
Can I claim GST credit on every bill?
Generally only when the supplier has filed it and it appears in your GSTR-2B, and the goods are for business use. Check with your CA for blocked items.
🎬 Video walkthrough (script — recording coming soon)
- Scene 1: The Purchase Bills and Purchase Returns tabs; press + New Purchase Bill.
- Scene 2: Pick Hindustan Foods, show IGST for an out-of-state supplier, enter supplier bill number, date and amount.
- Scene 3: Explain Rates entered, then add 100 cartons at ₹800.
- Scene 4: Extra Discount ₹400 with Discount is applied after tax; total matches ₹94,000.
- Scene 5: Enter Amount Paid and Bank account, Save Purchase Bill.
- Scene 6: Record a Partial Return in Purchase Returns.
- Scene 7: Open the Supplier Ledger and Record Supplier Payment.