InvoiceKaroInvoiceKaro
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Stock & Shop

Purchases & Purchase Orders

Record supplier bills that bring stock in and set your cost, raise purchase orders for goods on the way, and keep a purchase register.

A purchase bill is how stock comes in. Recording one adds to your count and updates what each item costs you — the figure every later sale uses to work out profit.

Suppliers are just parties

You don't keep a separate supplier list. A supplier is a customer record with its party type set to *Supplier* (or *Both*), so it reuses the same name, GSTIN, state and address you already know how to fill in. Buying from an existing customer automatically marks them as *Both*.

Record a bill

  1. 1Open Profile → Stock, Purchases & Expenses → Purchases.
  2. 2Stay on Bills and tap Record a bill.
  3. 3Choose the supplier (optional), and enter their bill number and date — it's their document, not yours, so nothing is generated.
  4. 4Add lines. Start typing to search your catalogue; picking an item links the line so it moves stock.
  5. 5Enter the quantity, the cost per unit and the GST rate. Check the running total, then Save bill.
Tip
Each line tells you whether it's tracked (linked to a catalogue item, so it moves stock) or just billed but not tracked (free text, like freight). That distinction is the whole difference between a bill that updates inventory and one that doesn't.

How cost is worked out

InvoiceKaro uses a weighted average. Buy 10 at ₹100 and later 10 more at ₹140, and the average becomes ₹120 — not a jump to the newest price. That average is what each sale records as its cost, so your margin doesn't lurch every time a supplier changes their price.

Note
If the count was negative when the bill arrived, the shortfall is ignored for averaging. A short count means an unrecorded purchase, and letting it weigh in would drag the cost of everything on the shelf toward the newest bill.

Purchase orders — goods on the way

A purchase order records what you've asked a supplier for. It moves nothing: ordering stock is not having stock.

  1. 1In the Purchases tab, switch to Orders and tap Raise an order.
  2. 2Choose the supplier, set an expected by date, and add the lines you're ordering.
  3. 3Save. The order shows as *outstanding*, and turns overdue on its own once the expected date passes.
  4. 4When the goods arrive, tap the tick to mark it received.
Important
Marking an order received is what actually brings the stock in — it records the bill for you, updates the average cost, and writes the ledger movement, exactly as if you'd entered the bill by hand.

The purchase register

The Bills view is your purchase register: what you bought, from whom, and what it cost, with totals for the period and the input GST you paid. Cancelling a bill hands the stock back — the bill stays listed so the history still reads correctly, but it stops counting toward your totals.

Can I cancel a received purchase order?+
No — the goods are already here, and cancelling the order would leave that stock unexplained. Cancel the purchase bill instead.
Does recording a bill count as an expense?+
No. Buying stock moves money into inventory; it becomes a cost when the stock sells. See Expenses & profit.