Adding Items to Purchase

Adding Items to Purchase

Adding items to purchase bills is a fundamental part of recording purchases in EquiBillBook. This guide covers different methods to add items, search for products, and manage item details on purchase bills.

Methods to Add Items

There are several ways to add items to a purchase bill:

• Search and Select: Type to search and select from dropdown
• Browse Items: Click to browse available items
• Quick Add: Use item code or barcode to quickly add
• Copy from Purchase Order: Copy items from a related purchase order
• Import Items: Import items from a file (if available)

Adding Items Using Search

The most common method is using the item search field:

1. Click in the Item or Product field
2. Start typing the item name, code, or SKU
3. A dropdown will appear showing matching items
4. Select the item from the list
5. The item will be added to the purchase bill with default quantity (usually 1)

Item Details Automatically Populated

When you select an item, the following information is automatically filled:

• Item Name: Product name
• Description: Item description (if available)
• Unit Price: Purchase price (based on supplier or default price)
• Unit: Unit of measurement (e.g., pcs, kg, box)
• Tax Rate: Applicable tax/GST rate
• HSN/SAC Code: Tax classification code

Modifying Item Details

After adding an item, you can modify:

• Quantity: Enter or adjust the quantity
• Unit Price: Modify the purchase price (if permitted by permissions)
• Discount: Apply item-level discount (percentage or fixed amount)
• Description: Edit or add item description
• Tax Rate: Change tax rate if needed (may be restricted)

Adding Multiple Items

To add multiple items to a purchase bill:

1. Add the first item using search or browse
2. Enter quantity and review details
3. Click "Add Item" or press Enter/Tab to add another row
4. Repeat for each additional item
5. All items will be listed in the purchase bill items section

Adding Items by Barcode

If you have barcode scanning enabled:

1. Click in the item search field
2. Scan the barcode using a barcode scanner
3. The item will be automatically added
4. This is especially useful for quick purchase bill creation

Adding Items by Item Code

You can directly enter item codes:

1. Type the item code in the search field
2. If the code matches, the item will be selected
3. Useful if you know item codes by heart

Copying Items from Purchase Order

If you're creating a bill from a purchase order:

1. Select the related purchase order
2. Click "Copy from PO" or similar option
3. All items from the PO will be copied
4. You can modify quantities or prices if needed
5. This ensures accuracy and saves time

Item Selection Features

The item selection dropdown shows:

• Item name
• Item code/SKU
• Current stock (if stock tracking is enabled)
• Purchase price
• Item image (if available)

Stock Availability Check

When adding items (if stock tracking is enabled):

• Current stock level is displayed
• Stock will be added when bill is saved
• You can see expected stock after purchase
• Helpful for inventory planning

Removing Items

To remove an item from the purchase bill:

• Click the Delete or Remove button/icon for that item row
• Or select the row and press Delete key
• Confirm removal if prompted
• Totals will be automatically recalculated

Reordering Items

Some interfaces allow you to:

• Drag items to reorder them
• Use up/down arrows to change position
• Order affects how items appear on printed bills

Bulk Item Operations

For purchase bills with many items, you can:

• Add items in bulk using import (if available)
• Copy items from previous purchase bills
• Use templates with pre-configured items

Supplier-Specific Pricing

Item prices may vary based on:

• Supplier price agreements
• Quantity-based pricing
• Special pricing rules
• Contract pricing

The system may automatically apply supplier-specific prices when available.

Item-Level Discounts

You can apply discounts at the item level:

• Enter discount percentage (e.g., 10%)
• Or enter fixed discount amount
• Discount is calculated and shown for that item
• Net amount (after discount) is used in totals

Special Items

You can add:

• Services: Non-inventory items (no stock tracking)
• Raw Materials: Items for manufacturing
• Custom items: One-time items not in your item master
• Expense items: Items that are expenses rather than inventory

Adding Items Not in Master

Some systems allow adding items not in the item master:

• Enter item name and details manually
• Set price and quantity
• Item may be added to master automatically
• Or saved as a one-time item

Tips for Adding Items

• Use descriptive item names for clarity
• Verify quantities match supplier invoice
• Check prices against supplier invoice
• Review stock levels for inventory items
• Add item descriptions when needed for clarity
• Double-check item codes to avoid mistakes
• Match items exactly to supplier invoice

Troubleshooting

If you have issues adding items:

• Item not found: Verify the item exists and is active
• Price not showing: Check supplier price settings
• Tax not calculating: Verify item tax settings
• Permissions: Ensure you have rights to add items and modify prices
• Stock not updating: Check stock tracking settings

Best Practices

• Keep your item master updated for easy searching
• Use consistent item codes and naming
• Add items in logical order (group similar items together)
• Review the purchase bill before finalizing
• Verify all items match the supplier invoice
• Use purchase orders when possible for accuracy

Adding items to purchase bills efficiently is key to recording purchases quickly and accurately. Familiarize yourself with search features and item selection to streamline your purchase recording process.