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Raise purchase orders and enter vendor bills

Under Purchases, send the vendor a purchase order, record the goods when they arrive, and enter the vendor's bill with its number and date. The bill posts to your books, claims the input tax credit and brings stock in.

In EaseDesk: Purchases → Orders → New purchase order. Log in or start a free trial.

Steps

  1. 1 Open Purchases, choose the Orders tab and click New purchase order.
  2. 2 Pick the vendor and add each item with its quantity and rate, then click Save and issue. Click Email to send it to the vendor.
  3. 3 When goods arrive, open the order and choose Convert → Make goods receipt. Enter the quantities received, batches if the item has them, and click Save and issue.
  4. 4 When the vendor's invoice comes, choose Convert → Make purchase bill from the order or goods receipt, or click New purchase bill on the Bills tab.
  5. 5 Enter the Vendor's bill number and Vendor's bill date as printed, and check the input tax credit on each line.
  6. 6 Click Save and issue. The bill shows as Unpaid until you record a payment.

From order to bill

A purchase order tells the vendor what you want at what price. A goods receipt (GRN) records what actually arrived and brings it into stock. The purchase bill is the vendor’s invoice: it posts the purchase, the GST and what you owe the vendor. Each step carries forward what is left, so the order shows how much is still due and you cannot bill more than was ordered.

Reports under Reports → Purchases show Pending purchase orders and Goods received, not billed, so nothing is missed.

Input tax credit on each line

Every bill line has an ITC setting:

  • Eligible: the GST goes to your input tax credit.
  • Not eligible (blocked): for blocked credits such as food or personal use; the GST is added to the cost.
  • Capital goods: for machinery and other assets, which you can then add to the fixed asset register.

The vendor’s bill number and date are what your GSTR-2B reconciliation matches against, so enter them exactly as printed. For imports, choose Import of goods (bill of entry) under Supply and enter the bill of entry details.

Who can do it

Creating and issuing purchase documents needs the purchases permission, which the Owner and Admins have. Accountants and Staff can view them. Changing an issued bill needs a reason; the number stays and the old version is kept.

Questions

Do I have to make a purchase order and goods receipt for every bill?

No. Both are optional. You can enter a purchase bill directly; it brings the goods into stock itself. A goods receipt is useful when goods arrive before the bill, or when you receive an order in parts.

What if I enter the same vendor bill twice?

EaseDesk refuses it. The same bill number from the same vendor can be entered only once in a financial year, and the message tells you which of your bills already has it.

How do I return goods to a vendor?

Open the bill and choose Debit note → Purchase return, enter the quantities going back and click Save and issue. The goods leave stock and the input tax credit is reversed at the bill's rates. Use Rate difference or Discount received for a price correction.

What happens with a purchase from an unregistered vendor under reverse charge?

Switch on Reverse charge on the bill. You pay the GST yourself, EaseDesk records it as payable under reverse charge, and numbers a self invoice you can print from the PDF button.

Still stuck? WhatsApp or call +91 91525 20552 or write to support@easedesk.com. Updated 28-09-2026.