Purchase Entry
Record the bills you receive from suppliers here. Each purchase captures the supplier, their bill number, the items bought and the VAT charged - which becomes your input VAT and flows into the purchase book (Anusuchi 10). Purchases are internal records: you can edit or delete them, and they are not sent to the IRD.
Recording purchases gives you two things: the input VAT you can offset against the VAT you collect on sales, and a complete purchase register for your VAT return. It also drives Payables - what you still owe each supplier.
Recording a purchase
- Open Purchases → NewThe purchase form opens.
- Choose the supplierPick one (name and PAN fill in) or type a supplier name.
- Enter the supplier's bill number and dateSo the record matches their paper invoice.
- Add the items with their tax codesUse the rate from the supplier's bill; the VAT is worked out per line.
- SaveThe purchase is stored and numbered. You can edit it later if you mistyped something.
The form, field by field
Purchase header
| Field | Required | What to enter |
|---|---|---|
| Supplier picker | Optional | Pick the supplier from your parties list. Choosing one fills the name and PAN. (Customers and suppliers share one master.) |
| Supplier Name text | Yes | The supplier's name. Auto-fills when you pick one; type it for an unlisted supplier. |
| Supplier PAN text | Optional | The supplier's 9-digit PAN. Record it so the purchase appears correctly in the VAT purchase book. |
| Supplier Bill # text | Optional | The number printed on the supplier's invoice, so your record ties back to their document. |
| Bill Date (BS) BS date | Yes | The date on the supplier's bill, in Bikram Sambat. |
| Remarks text area | Optional | A free note about this purchase. |
Items
One row per item bought. Picking an item fills its description, unit and tax code; you type the rate from the supplier's bill.
| Field | Required | What to enter |
|---|---|---|
| Item picker | Optional | Pick a saved item to auto-fill the row. |
| Description text | Yes | What was bought. Auto-fills from the item; editable. |
| Unit text | Optional | Unit of measure. |
| Qty number | Yes | Quantity bought. Greater than zero. |
| Rate amount | Yes | The supplier's price per unit, before VAT. |
| Line Total calculated | Auto | Quantity × rate, read-only. |
| Tax Code picker | Optional | The VAT treatment of the line - VAT 13%, a custom rate, zero-rated or exempt. It sets the rate and taxable flag, so a purchase can mix rates. |
Totals and VAT
The purchase totals into Taxable, Tax Exempt, VAT and Grand Total, the same way an invoice does. The VAT here is your input VAT - the tax you paid, which offsets the VAT you owe on sales when you file. Match these figures to the supplier's printed bill before saving.
After you save
- The purchase is numbered and stored.
- You can edit or delete it - purchases are not locked.
- You can print a copy for your file.
- It appears in the purchase book (Anusuchi 10) and updates the supplier's balance in Payables.
- To return goods to the supplier, raise a Debit Note.
The supplier's PAN and bill number are what an auditor uses to match your input-VAT claim to the supplier's records. A few seconds entering them accurately saves a lot at return time.