Every unit and part received, every vendor balance clear
Receive vehicles with their chassis and engine numbers, buy parts against purchase orders, return what is damaged and see exactly what you owe each supplier.
| Model | Colour | Chassis no. | Engine no. | Cost |
|---|---|---|---|---|
| Model 70cc | Red | CH-XXXX-1042 | EN-XXXX-7731 | 1,48,000 |
| Model 70cc | Black | CH-XXXX-1043 | EN-XXXX-7732 | 1,48,000 |
| Model 70cc | Blue | CH-XXXX-1044 | EN-XXXX-7735 | 1,48,000 |
| Model 125 | Black | CH-XXXX-2208 | EN-XXXX-5190 | 2,22,800 |
| Model 125 | Red | CH-XXXX-2211 | EN-XXXX-5194 | 2,22,800 |
| Model 125 | Black | CH-XXXX-2212 | EN-XXXX-5196 | 2,22,800 |
| TOTAL | 6 units | 11,12,400 |
No duplicate chassis or engine number
Receiving vehicles by unit (sample data)
Buying vehicles and parts, properly recorded
When vehicles arrive, each unit is received with its chassis number, engine number, colour and cost. Duplicate numbers are blocked, so stock starts accurate and stays traceable from purchase to sale.
Parts are bought against purchase orders, often built from the low-stock list. Receiving can be full or partial, returns reduce stock and the amount owed, and every invoice and payment posts to the vendor's ledger.
Key points
- Unit-wise receiving with chassis and engine numbers
- Parts purchase orders from low-stock lists
- Full or partial deliveries
- Purchase returns update stock and balance
- Vendor ledger and payables due
From order to payment
Step by step, the way it happens in your dealership.
Purchase order for vehicles or parts.
Goods are received against the order.
Each vehicle's chassis and engine number is entered.
Parts and vehicles are added to stock at cost.
Supplier invoice posts to the vendor ledger.
Pay in full or in parts, by cash, cheque or bank.
Each supplier's account, always current
Vehicle and parts invoices, returns and payments with a running balance for every vendor.
| Date | Details | Debit | Credit | Balance |
|---|---|---|---|---|
| 01-10-2026 | Opening balance | 92,000 | ||
| 04-10-2026 | Purchase invoice PI-0612 | 1,84,300 | 2,76,300 | |
| 10-10-2026 | Payment (bank) | 1,50,000 | 1,26,300 | |
| 14-10-2026 | Purchase return PR-0057 | 6,750 | 1,19,550 | |
| 18-10-2026 | Payment (cheque) | 1,00,000 | 19,550 | |
| 22-10-2026 | Purchase invoice PI-0640 | 2,12,200 | 2,31,750 | |
| TOTAL | Payable | 2,31,750 |
Vendor ledger with sample data
Purchase tools
Included in Automotive Dealer POS, with no extra modules to buy.
Vehicle receiving
Chassis, engine, colour and cost per unit, with duplicate checks.
Purchase orders
Build orders from low-stock parts and share them with suppliers.
Partial delivery
Receive what arrived; the rest stays open on the order.
Returns
Return damaged parts; stock and vendor balance adjust.
Vendor payments
Partial or full payments by cash, cheque or bank.
Payables due
Which supplier bills are due this week.
The numbers behind it
Examples of the reports this feature feeds. Figures are sample data.
Purchases by type
Last 6 months (sample data, Rs lakh)
Payables by age
Share of amount owed to suppliers (sample data)
Notes from our setup team
Practical advice from setting up dealerships like yours.
Record chassis and engine numbers before a unit goes on the showroom floor.
Build parts orders from the low-stock list so nothing is missed.
Receiving against the purchase order shows short or extra deliveries.
When purchase cost rises, review the selling price straight away.
Purchase: common questions
Can I receive vehicles with chassis and engine numbers?
Yes. Each unit is received with its numbers, and duplicates are blocked.
Can I receive part of a parts order?
Yes. Receive what arrived; the remaining quantity stays open on the order.
Does a purchase return reduce what I owe?
Yes. The return reduces stock and is credited to the vendor's ledger.
Can vehicle and parts suppliers be kept separate?
Yes. Each supplier has its own ledger, and reports can be filtered by type.
See purchase working in your dealership
Book a free demo and we'll show it with models and parts like yours.