Every company delivery received and accounted for
Receive stock from each company on a GRN, return short-dated or damaged goods, and keep each company's account with a running balance.
GOODS RECEIVED NOTE
GRN-0418| Item | Ordered | Received | Rate | Amount |
|---|---|---|---|---|
| Tea 190g (48) | 20 ctn | 20 ctn | 6,240 | 1,24,800 |
| Biscuit pack (24) | 60 ctn | 58 ctn | 1,780 | 1,03,240 |
| Juice 250ml (27) | 40 ctn | 40 ctn | 1,240 | 49,600 |
| TOTAL | 120 ctn | 118 ctn | 2,77,640 |
Sample GRN with a short delivery flagged
Purchases that match what actually arrived
When a company's truck arrives, the goods are entered on a goods received note. Only what was received is added to stock at the agreed rate, and any shortage against the order is visible immediately.
Damaged or short-dated stock goes back on a purchase return, which reduces stock and the amount you owe. Every GRN, return and payment posts to the company's ledger, so you always know your balance with each principal.
Key points
- GRN for every company delivery
- Short and excess quantities flagged
- Purchase returns reduce stock and payable
- Company ledger with running balance
- Purchase cost history per item
From company order to payment
Step by step, the way it happens in your business.
Order placed with the company.
Goods arrive at the warehouse.
Received quantities are checked and entered.
Cartons and cost update automatically.
Damaged or expired goods returned to the company.
Payments posted to the company's ledger.
Each company's account, always current
GRNs, returns and payments with a running balance for every principal or vendor.
| Date | Details | Debit | Credit | Balance |
|---|---|---|---|---|
| 01-10-2026 | Opening balance | 92,000 | ||
| 05-10-2026 | GRN-0418 | 2,77,640 | 3,69,640 | |
| 10-10-2026 | Payment (bank) | 2,50,000 | 1,19,640 | |
| 14-10-2026 | Purchase return PR-0057 | 13,260 | 1,06,380 | |
| 19-10-2026 | GRN-0431 | 3,70,560 | 4,76,940 | |
| 22-10-2026 | Payment (bank) | 1,50,000 | 3,26,940 | |
| TOTAL | Payable | 3,26,940 |
Vendor ledger with sample data
Purchase tools for distributors
Included in Distribution POS, with no extra modules to buy.
Goods received
Enter deliveries in cartons and pieces against the order.
Purchase returns
Return goods to the company; stock and balance adjust.
Vendor accounts
One ledger per company or supplier.
Payments
Full or part payments by cash, cheque or bank.
Cost history
Latest and previous purchase rates per item.
Purchase reports
Purchases by company, item and month.
The numbers behind it
Examples of the reports this feature feeds. Figures are sample data.
Purchases by company
This month, Rs thousand (sample data)
Purchase returns by reason
Share of returned value (sample data)
Notes from our setup team
Practical advice from setting up distributors like yours.
Count cartons at unloading and enter the GRN from the count, not the delivery challan.
Raise purchase returns as soon as damage or expiry is found so claims are easier.
Compare the GRN rate with the last purchase rate before posting.
Match your vendor ledger with the company's statement every month.
Purchase & vendors: common questions
Can I receive a partial delivery?
Yes. Enter what arrived on the GRN; the difference from the order is shown.
Does a purchase return reduce what I owe?
Yes. The return reduces stock and is credited to the company's ledger.
Can company claims and incentives be recorded?
How claims and incentives are recorded varies by company. We confirm the right setup for your principals during onboarding.
Can I see the purchase history for one item?
Yes. Each item shows its GRNs, returns and purchase rates.
See purchase & vendors working in your business
Book a free demo and we'll show it with products and routes like yours.