Purchase Bill Settings

Purchase Bill Settings

Purchase Bill settings in EquiBillBook allow you to configure how purchase bills (invoices) are created, processed, and managed. These settings control bill numbering, default values, tax calculations, and workflow options for purchase transactions.

Accessing Purchase Bill Settings

To configure purchase bill settings:

1. Navigate to Settings → Purchase Settings
2. Go to Purchase Bill Settings section
3. Configure various options for purchase bills
4. Click "Update" to save changes

Purchase Bill Numbering

Configure numbering for purchase bills:

• Numbering Format: Set prefix and format for purchase bill numbers
• Prefix: Common prefixes include PB, PUR, PURCHASE, PINV
• Number of Digits: Set sequence number length (e.g., 4 digits = 0001)
• Starting Number: Set initial counter value
• Year/Month Reset: Configure if numbering resets annually or monthly
• Branch-Specific Numbering: Separate numbering per branch if applicable

Default Values

Configure default values for new purchase bills:

• Default Payment Terms: Set default payment terms for suppliers
• Default Location: Set default branch/location for purchases
• Default Tax Rate: Set default tax rate (if applicable)
• Default Currency: Set default currency for purchase bills

Tax Configuration

Configure tax-related settings for purchase bills:

• Tax Calculation: Enable/disable tax calculations
• Tax Included in Price: Set if prices include tax or are exclusive
• Tax Account: Select default tax account for purchase transactions
• Reverse Charge: Enable reverse charge mechanism if applicable

Discount Settings

Configure discount options:

• Enable Discounts: Allow discounts on purchase bills
• Discount Account: Select account for recording discounts
• Special Discount: Enable special discount functionality
• Discount Calculation: Set how discounts are calculated (percentage or amount)

Price Management

Configure price-related settings:

• Enable Price Editing: Allow editing prices during bill creation
• Default Purchase Price: Use item's default purchase price
• Supplier Price Override: Allow supplier-specific pricing

Quantity Management

Configure quantity-related features:

• Enable Free Quantity: Allow recording free quantities from suppliers
• Quantity Validation: Validate quantities against purchase orders
• Unit Conversion: Enable unit conversion during bill entry

Round-Off Settings

Configure rounding options:

• Enable Round Off: Automatically round bill totals
• Round Off Account: Select account for round-off differences
• Round Off Method: Set rounding method (nearest, up, down)

Workflow Settings

Configure purchase bill workflow:

• Auto Approve: Automatically approve bills upon creation
• Require Approval: Enable approval workflow for bills
• Status Tracking: Enable purchase status tracking

Stock Management

Configure stock-related settings:

• Auto Update Stock: Automatically update stock when bill is saved
• Stock Location: Default location for stock updates
• Stock Valuation: Method for stock valuation (FIFO, LIFO, Average)

Print Settings

Configure printing options:

• Auto Print: Automatically print bill after creation
• Default Template: Select default print template
• Print on Save: Print bill when saved

Email Settings

Configure email options:

• Auto Send Email: Automatically email bills to suppliers
• Email Template: Select default email template
• Email Notifications: Enable email notifications

Best Practices

• Set appropriate numbering format for your business needs
• Configure default values to speed up bill entry
• Enable approval workflow for better control
• Set up proper tax accounts for accurate accounting
• Test settings before using in production

Purchase Bill settings help streamline your procurement process and ensure consistent handling of purchase transactions in EquiBillBook.