Record a purchase bill
Enter a supplier invoice and let it bring the stock in for you.
You will see this in your account when you record supplier bills. TracEasy turns modules on to match your trade, so a screen described here may not appear for every business.
When a supplier’s bill arrives with the goods, enter it here. One entry does three jobs: it records what you owe, it brings the stock in at the cost you actually paid, and it gives your accountant the input tax credit line at the end of the month.
Who can do this
adminstaffcreate_stockEnter the bill
- 1
Go to Purchases and start a new purchase bill.
- 2
Choose the Supplier, or select New Supplier and type the name there and then.
The inline form takes a name, and optionally GSTIN, mobile number and drug licence. It saves the supplier for next time.
- 3
Enter the supplier’s Bill No and the Bill Date.
Use the number printed on their bill, not one of your own. It is how you will find this entry again when the supplier queries it.
Add the lines
Work down the supplier’s bill one line at a time. For each one:
- 1
Enter the catalogue number. If it matches a product you already stock, the rest of the line fills itself in.
A code you have never used creates a new product; an existing one is topped up with the quantity on this bill.
- 2
Check or type the product name.
- 3
Enter the Lot / Batch No exactly as printed on the stock, and the Expiry Date.
This is the moment those get recorded. Typing them now is what makes the batch traceable later.
- 4
Enter the quantity, the cost per unit, and the MRP if the goods carry one.
- 5
For a product the app has not seen before, set Counted in and Billed as.
Counted in is the unit you hold stock in; billed as is the unit you sell in.
Taxes, charges and the total
- 1
Enter CGST %, SGST % or IGST % to match the supplier’s bill.
Within your state it is CGST plus SGST; from another state it is IGST. These are the figures that make up the purchase register.
- 2
Put freight, packing or any other line the supplier has added into Other Charges.
- 3
Add a Note if there is anything about this bill worth remembering.
- 4
Check that the Grand Total matches the supplier’s bill to the rupee, then save.
If it does not match, something is keyed wrong. Find it now, while the paper is in your hand.
Enter the bill before the goods go out
The stock lands as soon as the bill is saved. Entering it the same day means your staff can bill from that batch immediately, with the right cost and the right expiry attached.
What the bill changes
| Where | What happens |
|---|---|
| Stocks | Each line creates a batch, or adds to one that already has that catalogue number and lot. |
| Stock value | Rises by the cost on this bill, not by a guess. |
| Purchase Register report | Gets a row with the taxable value and the CGST, SGST or IGST you entered. |
| Product-wise Purchase & Cost report | Updates the average rate and the latest rate for each product on the bill. |
Finding a bill again
The Purchases screen lists every bill with its number, supplier, date, line count and amount. Open Details on any row to see the items exactly as they were entered.
I keyed a bill wrong. Can I fix it?
Yes — edit the purchase. Adjusting a quantity adjusts the stock it brought in by the same amount, so the two never drift apart.
Does this track what I owe the supplier?
The bill and its total are recorded, and both purchase reports are built from them. Supplier payment tracking is not part of the app today — party payments are.
Do I have to enter purchases at all?
No. You can put opening stock in through Add Stock. But then nothing records what the goods cost you, and the purchase registers stay empty.
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Last checked against the app on 20 September 2026. Screens change as the product does — if something here does not match what you see, tell us and we will fix the page.