Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Purchase Bill preparation options.
Before we begin, let us understand about the need of Purchase Bill Entry and the relevance of this particular activity.
When you purchase any goods or take a service from a Vendor, vendor should be able to give you a Bill/Invoice as a proof of goods sold/service delivered. These bills/invoices are carefully recorded in the system to be able to generate various MIS reports which eases your decision making to filter your requirements. For example – you can generate Item movement report and find out which one is fast moving and which one is slow moving.
You can create a Purchase Bill under Purchase Module of AlignBooks.
The key functions of Purchase Bill Module are:
Creation of a New Purchase Bill,
Modification of an existing Purchase Bill;
Deletion of an existing Purchase Bill.
Configuration:
AlignBooks provide you the facility to configure your purchase bill documents with respect to choice of linking with parent document, choice of maintaining multiple series of documents, choice of sending Email and SMS on creation/edit/approval of the document and for Approval System setting etc.
Click on “Configuration” to configure this document. Click here “How to Configure a Document”, to know more about this utility
Let’s now understand how to create a New Purchase Bill in simple steps
You have three ways to prepare an Purchase Bill;
Enter fresh data for the first time;
Open an existing document and use the “Copy” feature of AlignBooks to make the necessary changes. This will save your time and efforts;
If you have data in an Excel Format, Import data and make the required changes.
Let’s enter the fresh set of data for the first time;
Type : Select from the drop down whether it is Cash or a Credit Purchase. If it is a Cash Purchase, the system will automatically update your cash book for the amount paid otherwise the system will credit the relevant Vendor’s ledger.
Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured “Multi location “ON” in configuration ->Company Setup->General Setup”.If your desired Location does not exist in the menu, you can create a New Location by clicking on option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited/deleted and then click on . The Location will be opened in Edit mode and you can edit it and save by click on . You can delete it by click on .
Category : If you are classifying your document in different categories,select the applicable category from the drop down menu. This field is available only if you have configured “Document Classification - ON” in Configuration ->Company Setup->Purchase Setup->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab.
Vendor : Select a Vendor from the drop down menu for whom you are preparing the Bill. You can Add, Edit or Delete a Vendor by following the process described under Location Tab
Ware House: If you have multi ware houses, select the required ware house from the drop downmenu. This field is available only if you have configured “Warehouse “ON” in configuration ->Company Setup->Inventory->Basic”.Also, this field will not be available in purchase bill if you have configured “Stock posting on-Goods Receipt Note” in configuration ->Company Setup->Purchase setup->Basic”.
Currency : If your purchases are in a foreign currency, select a Currency from the drop down menu. This field is available only if you have configured “Multi Currency - ON” in Configuration ->Company Setup->General Setup.If your desired currency does not exist in the menu, you can add a new currency by clicking on Icon or option within the dropdown menu.
Conversion Rate : System will automatically get the conversion rate fromcurrency master, if already created by you. If you wish to change the currency conversion rate for this particular document, you can do the same here.
Invoice Date: Enter the Purchase Bill date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function
Prefix : While configuring your document, if you have opted to “maintain manual prefix”, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name.
Number : While configuring your document, if you have opted to “maintain manual numbering”, enter a document number here.
Ref No. : Here you may enter the vendor’s document reference number or previous Document number, if any. Say if you have received a written estimate from your Vendor, you can give the reference number of that estimate.
Agent : System will auto pull the agent name from Vendor master. If you wish to change the same, you can do that here. This field is available only if you have configured “Agent wise Billing - ON” in Configuration ->Company Setup->Purchases Setup.If the required Agent / Broker does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu.
Tax : Select “Inclusive” from the drop down menu, if rates are inclusive of taxes else select “Exclusive”. This field is available only if you have configured “Tax Applicable in Sales / Purchase – ON” in Configuration ->Company Setup->General Setup.Also, this field will be active only if you have configured “Tax in Rates – Document Based” in Configuration ->Company Setup->Purchases Setup.
Billing Address : System will trace and auto fill the Billing Address, GST No. and Contact person details automatically from the Vendor master. You can make changes if you wish to.
Shipping Address : System will trace and auto fill the Shipping Address details automatically from the Vendor master. You can make changes if you wish to.
Payment Term: System will trace and auto fill the Payment Terms from the Vendor master. You can make changes if you wish to. If the required Payment Term does not exist in the menu, you can create a new payment term by clicking on Icon or option within the dropdown menu.
Due Date: Based on payment term selected, the system will auto calculate the payment due date. If you are not maintain payment terms, you can enter the payment due date here.
Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as “Disabled”
Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automaticallySo far we have entered the relevant details to clearly identify the Vendor and the Purchase Bill. We will now enter the specific Item or Product details to generate a Purchase Bill;
: Click here to add a Row to the table.
: Click here to delete a row from the table.
Item Code: Select an Item code from the drop down list. Click on to add a new Item.
Description: System will fill the description details automatically from Item Master.
Unit: System will fill the unit details automatically from Item Master.
Quantity: Enter the Item Quantity here.
Rate: System will pick the rate from the Item Rate Master. If you are not maintaining Rate Master and have entered Rate in your Item Master, it could be picked from there as well. Alternatively, you will have to enter the rate manually.
Amount: System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate.
Posting GL: If you have created Sales /Purchase Ledgers Item wise, the system will automatically fetch the GL selected by you in Item Master.
Remark : If you wish to put any remark against an Item, enter here.
Item Balance : System will display the Stock in hand of this particular item.
The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row.
The columns which will appear based on Configuration in Company Setup are:
Column
Will appear If
Tax Code
General Setup – Tax Applicable in Sales / purchase – “ON”
Tax Rate
General Setup – Tax Applicable in Sales / purchase – “ON”
Taxable
General Setup – Tax Applicable in Sales / purchase – “ON”
Tax Amount
General Setup – Tax Applicable in Sales / purchase – “ON”
Logistic Details
Sales Setup -> Basic->Logistic Details – “ON”
Pack Unit
Inventory -> Basic-> Separate Packing Unit – “ON”
Pack Qty
Inventory -> Basic-> Separate Packing Unit – “ON”
Warehouse
Inventory -> Basic->Warehouse – “ON”
Print Description
Inventory -> Basic-> Separate Print Description – “ON”
Item Serial No.
Inventory->Item Extended Property-> Item Serial No Tracking– “ON”
Attachment : Here you may upload any supporting documents, which can be used for the future reference. For example, you may scan and attach a copy of purchase invoice received from Vendor. You can browse the location to attach the same. Click on “X” to remove the attachment.
User Defined Fields 1-5 : During the Purchase Setup (->Purchase Setup->Purchase Custom Fields) if you have selected user defined fields, these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field.
Purchases Value: System will calculate the Total Item Purchases Value, based on the data filled in the Table during the creation of a Purchase Bill and will display here
User Defined Extra Charges/Discounts – Item level (1-3): During Company Configuration (Purchases Setup -> Billing Setup - Item Level) if you have defined item wise Extra Charges / Discounts etc. the system will calculate the Total Item Extra Value, based on the data filled in the Table during the creation of a Purchase Bill and will display here.
User Defined Extra Charges/Discounts – Document Level (1-3) :If you have set to have any Extra Charges / Discount on Document level (-> Purchases Setup -> Billing Setup- Document Level), these will appear hear with the caption given by you. You can enter relevant value against each item
Round off : Depending upon the round off level selected by you, your Document will be rounded off and the round off difference (Rounded Value-Actual Value) will be shown here. This field will not be available if you have configured “Round off – None” in Configuration->Company Setup->Purchase Setup->Basic.
Attribute: This field is available only if you have selected to use attributes in General Ledgers (Configuration -> Company Setup->Finance ->Attribute) and the a GL where attribute is linked is effected by this Purchase Bill.For Example if you have allocated an attribute with GL “Delivery Charges” and an amount is going to be debited / credited by creation of this Purchase Bill, the system will ask to select an attribute to be linked with Delivery Charges
TDS Details : This section is available only if you have kept TDS applicable “ON”, in Configuration->Company setup->Finance. Also, if at the time of creating vendor master, if you have kept “TDS applicable – Off” for this vendor, the section will be inactive.
TDS Section: System will trace and auto fill the TDS Section under which TDS is required to be deducted automatically from the Vendor master. You can make changes if you wish to.
TDS Rate : AlignBooks has inbuilt the Rate of TDS prescribed under various sections of the Income Tax Act and based on the Section selected by you, the system will automatically pick the TDS rate prescribed under that section.
Logistic Details : System will ask for this information only if you have configured Logistic Details – “ON” in Configuration -> Company Setup-> Purchase Setup -> Basic->.
Field Name
Description
Destination
Enter the Destination Name
Shipping Mode
Select the Shipping mode from drop down list
Shipping Company
Select the Shipping Company from the drop down list
Shipping Tracking No.
Enter the Shipping Tracking number issued by Shipping Co.
Shipping Date
Enter the Shipping Date
Shipping Charges
Enter the Shipping Charges to be paid to Shipping Co.
Vehicle / Vessel No.
Enter the Vehicle / Vessel No. by which goods are moving.
Charge Type
Select from drop down whether shipment charges are paid /
Payable / To be Billed etc.
Document Through
Enter the how Shipment Documents are forwarded
Port of Landing
If it is an overseas consignment enter the Port of Landing.
Port of Discharges
If it is an overseas consignment enter the Port of Discharge.
No. of Packets
Enter total Number of packets dispatch under this Doc.
: Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data.
User Defined Extra Charges/Discounts – Item level (1-3): During Company Configuration (Purchases Setup -> Billing Setup - Item Level) if you have defined item wise Extra Charges / Discounts etc. the system will calculate the Total Item Extra Value, based on the data filled in the Table during the creation of a Purchase Bill and will display here.
Round off : Depending upon the round off level selected by you, your Document will be rounded off and the round off difference (Rounded Value-Actual Value) will be shown here. This field will not be available if you have configured “Round off – None” in Configuration->Company Setup->Purchase Setup->Basic. 
Attribute: This field is available only if you have selected to use attributes in General Ledgers (Configuration -> Company Setup->Finance ->Attribute) and the a GL where attribute is linked is effected by this Purchase Bill.For Example if you have allocated an attribute with GL “Delivery Charges” and an amount is going to be debited / credited by creation of this Purchase Bill, the system will ask to select an attribute to be linked with Delivery Charges
TDS Details : This section is available only if you have kept TDS applicable “ON”, in Configuration->Company setup->Finance. Also, if at the time of creating vendor master, if you have kept “TDS applicable – Off” for this vendor, the section will be inactive. 
Logistic Details : System will ask for this information only if you have configured Logistic Details – “ON” in Configuration -> Company Setup-> Purchase Setup -> Basic->. 
Click on 
to print the document prepared by you. Click here “Print Utility”, to know more about this utility.
Import: Click on 
to Import Data and select a file from which Data is to be imported. Click here “Import Utility”, to know more about this utility.
Schedule: If you want to create a schedule for this document, click on 
. Click here “Schedule a Document”, to know more about this utility.
Click 
to open an existing Goods receipt note. Click here “Open a Document”, to know more about this utility.
Click 
to copy the values from an existing Goods receipt note. Click here “Copy from a Document”, to know more about this utility.
option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited/deleted and then click on 
. The Location will be opened in Edit mode and you can edit it and save by click on 
. You can delete it by click on 
. 
to save the document prepared by you
beside Mail and click on Email or SMS.
