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Purchase

Purchase management software for small businesses

Order from suppliers, enter their bills once, and let stock, input GST and what you owe update in the same step.

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In short

SimpleERP is purchase management software for Indian small businesses. Purchase orders become supplier bills, posting a bill receives stock at cost and records input GST and the payable, and a duplicate guard stops the same bill being entered twice.

Illustration of stock on hand by warehouse at average cost, with a low-stock row highlighted and a movement ledger.

The daily job: buy right, pay on time

Every purchase answers three questions: what came in, what it cost, and what you owe. SimpleERP answers all three from the bill you enter once.

  • Enter a supplier bill in a minute and watch stock and payables update
  • Order before you run out, straight from the low-stock list
  • Know what you owe, to whom and when, without a spreadsheet

Bills

One supplier bill updates stock, input GST and payables

Type the bill the way it reads: supplier, bill number and date, then the lines. Posting receives each stocked item into its warehouse at the bill's cost, records input CGST and SGST or IGST, and adds the total to the supplier's payable. Non-stock lines such as freight or repairs go to an expense account.

  • Stock enters at line cost and the weighted average updates
  • Input tax goes to the right GST account per component
  • Our booking date and the supplier's bill date are kept separately
  • Free-text lines such as freight or packing post to an expense account
  • Posted bills are frozen; cancelling writes a reversal and takes the stock back out

Duplicate guard

The same bill cannot be entered twice

Before posting, SimpleERP checks the supplier's bill number against every bill from that supplier. A match is blocked with a plain message, and the database keeps a unique index as the backstop.

  • Attach the scanned or photographed bill in the Files tab
  • A warning before receiving stock at ₹0, which would pull the average cost down
  • A supplier's GSTIN fills the state and decides intra or inter-state tax

Purchase orders

Purchase orders turn into bills without retyping

Raise a purchase order with an expected delivery date and the warehouse it should arrive at. When the supplier's bill comes in, Convert to bill copies whatever is still open. Part deliveries are normal: each order line shows ordered, billed and remaining.

  • Create orders from the low-stock list, grouped by last supplier
  • Print or save the order as a PDF to send to the supplier
  • Draft, sent, confirmed, partially billed and billed statuses
  • An order can be cancelled only while nothing has been billed

Illustration of the SimpleERP dashboard for Lakshmi Steel Furnitures: sales ₹18,42,600, net profit ₹4,12,800, ₹2,14,800 to collect, a sales versus purchases chart and top products.

Purchases of ₹9,75,300 this year sit beside sales on the dashboard.

Returns

Short supply and damage go on a debit note

The supplier sent 8 instead of 10, or 2 arrived broken. Create a debit note against the bill, copy its lines and reduce the quantities. Posting takes the stock back out at the price you paid and reduces what you owe.

  • Quantities are capped at what the bill had
  • Turn stock return off for a pure price correction
  • Apply the note to the supplier's open bills or receive a refund
  • Cancel a debit note while nothing has been applied or refunded

Payables

See what you owe, to whom and when it is due

The bills list opens on open bills with three totals on top: total payable, overdue and due this week. Payables ageing groups the same amounts by supplier and age, and each supplier has a statement you can print. Record payment from a bill prefills the supplier and the amount due.

  • Overdue bills show their due date in red
  • Pay several bills in one payment, oldest first
  • Supplier statement with running balance and ageing, ready to print

India-ready

Input GST is recorded the way your return needs it

DetailHow SimpleERP handles it
Place of supplySupplier's state against your branch picks CGST and SGST or IGST
Supplier GSTINValidated; the state code fills the address
Bill numberRequired on every bill and unique per supplier
Purchase registerOne row per bill with tax split per component, for your GSTR-2B checks
NumberingPO-2026-27-0014, BILL-2026-27-0010 and DN-2026-27-0003 by fiscal year

One system

What it connects to

A posted bill feeds stock, the ledger, payments and, for machines and furniture, the asset register.

Honest limits

Not included yet

  • Goods receipt notes as a separate document: the bill receives the stock
  • Landed cost allocation of freight across items
  • Multi-level purchase approvals
  • Reading bills from a photo: attach it and type the lines
  • E-way bills

FAQ

Questions, answered

Do I need a purchase order before entering a bill?

No. Orders are optional. Most small businesses enter the supplier's bill directly; use orders when you want to track what was promised and what has arrived.

How does a bill change my stock value?

Each stocked line enters at its taxable cost, and the product's weighted average cost is recalculated. See inventory for a worked example.

What if I entered a bill with the wrong amount?

If nothing has been paid or applied against it, cancel the bill. SimpleERP reverses the journal and the stock, and you enter it again. Paid bills need the payment removed first.

Can I record a bill for a machine or a laptop?

Yes. Post the line to your fixed assets account, then create the asset from the bill line in fixed assets so it depreciates every month.

Who can enter and post bills?

The Purchase & Inventory and Accountant roles can by default. Viewing, drafting and posting are separate permissions, so you can let someone draft bills that an accountant posts.

Related

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