Create a Purchase Invoice
A Purchase Invoice records goods or services you bought from a supplier. When you save a purchase invoice, Stock Register automatically increases your inventory for the purchased items, tracks the payment status (paid or credit), and records the cost price for profit calculations. If GST is enabled, the tax input credit is also tracked. You can apply item-level and bill-level discounts, add shipping or additional charges, use multiple payment modes, and select the specific store/godown where stock should be added. This is the primary way to add stock to your inventory through regular business transactions.
Steps
- Navigate to Purchase > Purchase Invoice from the sidebar.
- Click "+ Create Purchase" to open the purchase form.
- Select or add a Supplier — you can create a new supplier on the fly if they don't exist yet.
- Set the Invoice Date and Invoice Number (auto-generated, editable).
- Select the Store/Godown where the purchased items should be added to inventory.
- Add items by clicking "+ Add Item" — search by item name or scan a barcode. Add multiple items to a single purchase invoice.
- For each item, enter Quantity, Purchase Price, and Unit. The purchase price is recorded as the cost price for profit calculations.
- Apply Item-level Discount for individual items — supports both percentage (%) and flat amount (Rs.) discounts.
- GST/Tax is auto-calculated based on each item's tax rate settings. GST input credit is tracked automatically for tax compliance.
- Add Extra Discount (bill-level discount) to apply an overall discount on the total.
- Add Shipping Charges or any other additional charges from the supplier.
- Choose Payment Mode: Cash, Credit (pay later), Bank Transfer, UPI, or Cheque.
- Enter Payment Amount — record partial or full payment. If partial, the remaining amount is tracked as payable to the supplier.
- Add optional Remarks or notes for internal reference.
- Click "Save" to record the purchase. Stock is automatically increased and supplier balance is updated.
Tip: Purchase entries automatically update your stock levels and record the cost price — no need to adjust inventory manually. You can also convert a Purchase Order into a Purchase Invoice to avoid re-entering item details.
Common Questions
Yes, every purchase invoice automatically increases the stock quantity for the purchased items in the selected store/godown. You do not need to make a separate stock adjustment. The purchase price is also recorded as the cost price for accurate profit calculations.
The purchase price recorded in your purchase invoices becomes the cost price for those items. When you sell those items, Stock Register calculates profit as: Sales Price minus Purchase Price. Accurate purchase entries are essential for reliable profit reports. Stock Register uses the FIFO (First In, First Out) method for stock valuation.
Stock Register supports Cash, Credit (pay later), Bank Transfer, UPI, and Cheque as payment modes. You can set a default payment mode in Entry Settings. If you make a partial payment, the remaining amount is tracked as payable to the supplier and visible in their party profile.
There are two levels of discounts: Item-level discount is applied per item and can be set as a percentage (%) or flat amount (Rs.). Bill-level discount (Extra Discount) is applied on the overall purchase total after all items and taxes. Both can be used together on the same invoice to accurately record what you actually paid the supplier.
Yes. When goods arrive from a supplier, open the Purchase Order and click 'Convert to Purchase Invoice'. All item details, quantities, and prices carry over automatically. This saves time and ensures consistency between what was ordered and what was received.
When you create a purchase invoice with GST-enabled items, Stock Register automatically calculates and tracks the GST input credit (CGST, SGST, or IGST). This data is reflected in your GSTR-2 report, which you can download from Reports for tax filing purposes.
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