Creating Purchase Bills

Creating Purchase Bills

Purchase bills are essential documents for recording purchases from suppliers and managing vendor transactions in EquiBillBook. This guide will walk you through the process of creating a purchase bill step by step.

Accessing the Purchase Bill Module

To create a new purchase bill:

1. Navigate to the Purchase module from the main menu
2. Click on Purchase Bill or Purchase Invoice
3. Click the "Create New" or "Add Purchase Bill" button

Basic Purchase Bill Information

Fill in the essential details:

• Supplier: Select the supplier from the dropdown list. You can search by supplier name or code
• Purchase Date: Select the date for the purchase bill (defaults to today's date)
• Due Date: Set the payment due date based on payment terms
• Bill Number: The system will auto-generate this based on your numbering settings, or you can enter manually
• Reference Number: Enter supplier invoice number or reference if applicable
• Branch: Select the branch/location (if using multi-branch setup)

Adding Items to the Purchase Bill

Add products or services to your purchase bill:

1. Click "Add Item" or search for items in the item field
2. Select the item from the dropdown or search results
3. Enter the quantity of items
4. The unit price will be populated automatically based on item settings
5. Adjust the price if needed (based on your permissions)
6. Repeat for all items you want to include

Applying Discounts and Charges

You can apply:

• Item-level discounts: Apply discounts to individual items
• Bill-level discounts: Apply discounts to the entire bill (percentage or fixed amount)
• Additional charges: Add shipping charges, handling fees, or other charges

Tax Configuration

Tax will be calculated automatically based on:

• Item tax settings
• Supplier tax settings
• Tax configuration in your settings

You can review and adjust tax amounts if needed before finalizing the bill.

Payment Information

Set up payment details:

• Payment Terms: Select payment terms (e.g., Net 30, Due on Receipt)
• Payment Method: Choose the payment method if making payment immediately
• Amount Paid: Enter the amount if making partial or full payment

Additional Details

You can add:

• Shipping Address: Enter delivery/shipping address if different from supplier address
• Shipping Details: Add shipping method and tracking information
• Notes: Add internal notes or supplier-facing notes
• Terms and Conditions: Add payment terms or other conditions
• Attachments: Upload supplier invoice or related documents

Saving the Purchase Bill

Once all information is entered:

1. Review the bill summary and totals
2. Click "Save" to save as draft, or
3. Click "Save and Approve" to save and finalize the bill (if approval is required)

Purchase Bill Status

After creating a purchase bill, it will have a status:

• Draft: Bill is saved but not finalized
• Received: Bill has been received and recorded
• Paid: Full payment has been made
• Partially Paid: Partial payment has been made
• Due: Payment is pending
• Overdue: Payment is past due date
• Cancelled: Bill has been cancelled

Tips for Creating Purchase Bills

• Always verify supplier details before creating the bill
• Double-check item quantities and prices
• Ensure tax calculations are correct for your region
• Add clear notes if there are special terms or conditions
• Review the bill preview before finalizing
• Save as draft first if you need to review before finalizing
• Attach supplier invoices or documents for reference

What Happens After Creating a Purchase Bill?

After creating a purchase bill:

• Stock is automatically added (if stock tracking is enabled)
• Supplier account balance is updated
• Purchase records are updated for reporting
• You can print, email, or download the bill as PDF
• Payment can be recorded against the bill
• Accounts payable is updated

Converting from Purchase Order

If you have a purchase order:

• You can convert a purchase order directly to a purchase bill
• All items and details from the PO will be copied
• This saves time and ensures accuracy
• The PO status will be updated accordingly

Need Help?

If you encounter issues while creating purchase bills:

• Ensure you have proper permissions to create purchase bills
• Verify that suppliers and items are properly set up
• Check that your bill numbering settings are configured
• Contact support if you need assistance with specific features

Creating purchase bills in EquiBillBook is straightforward once you're familiar with the process. Start with simple bills and gradually explore advanced features like discounts, multiple tax rates, and approval workflows.