Purchase Bill

A purchase bill is a document received upon the successful purchase of a product/service. It contains details about the purchase such as the product, quantity, prices, taxes, credit terms, payment conditions, etc.

In the Purchase Bill, you can create a new purchase bill; view, edit and approve the draft purchase bill and initiate payment to the Supplier.

Essential Requirement

To create and use the purchase order, it is essential and advisable to create the following

• Supplier
• Credit Term
• Product/Service

1. In the Purchase module, select Purchase Bill.
2. Click on “+Add New” to create a new purchase bill. (You can also convert the existing approved purchase order into a purchase bill by selecting the approved purchase order and clicking on “Convert to Bill”.)
3. Unique Purchase bill number will be generated automatically if set to auto in configuration or fill manually if set to manual.
4. Upon clicking the “Supplier Name” field, a drop-down list will appear for the existing suppliers. Select the desired supplier name from the list or type in the name manually. If the desired supplier name is not previously created, click on the “Add New” option and fill in the details to create the supplier.
5. In the “Reference” field, type in the code or information manually as you desire or search and select the previously created purchase order by clicking on the search icon. (In case of the Conversion of the purchase order to purchase bill, the reference code will be tracked automatically).
6. Select the “Invoice Date” from the pre-designed calendar by clicking on the calendar icon.
7. Select the “Due Date” by clicking on the calendar icon or by selecting the predefined Credit Terms displayed next to the calendar.
8. Provide the “Suppliers Invoice Reference” as per the invoice received from the Supplier.
9. Select the product/service from the list. Enter quantity, rate, select the tax rate and discount amount. Click on the arrow key next to the amount to provide an additional description for the individual item or click on the delete icon to remove the product from the list. (In case of the conversion of Purchase Order, this information such as rate, tax, discount amount, etc. will be displayed automatically as per the purchase order. However, you can still alter the details to match the invoice from the supplier).
10. Choose “TDS” if applicable. Select TDS account to record TDS payable, Select TDS type as required and TDS amount.
11. You can provide notes for future reference.
12. Click on the “Save” icon. Click on the desired action from the pop-up box or click elsewhere to save the purchase order as a draft. If saved as a draft, you can approve the purchase order from the draft tab. OR
13. Click on the “Reset” icon to clear all the fields and start again.

When a selected purchase bill is opened, options can be used to edit, make duplicates, void, print the selected purchase order.

Quick Action Button: For the draft purchase bill, the quick action to “Approve” will be suggested which shall approve the draft purchase bill. If the approved purchase bill is selected then the quick action to “ Record Payment” will be suggested which upon clicking shall direct you to record the supplier payment.

Edit Purchase bill– in this option, you can edit the previously created purchase bill.

Make Duplicate – if you select this option, a replica of the currently displayed purchase bill will be created as a new purchase bill. You can however still edit the details/information and save it as a new purchase order.

Void this Purchase Bill – This option nullifies/invalidates the currently selected purchase bill. Once a transaction is voided such transaction cannot be reverted later.

Print /PDF: For any document opened, may it be draft or approved, you can preview, print or save as pdf. Tigg offers a pre-designed template for the user, however, you can design/change the templates from “Configuration” in “Printing Templates”.