Buy smarter and always know what you owe
Create purchase orders, receive goods against them, return damaged items and keep every supplier's balance and payment history in one place.
PURCHASE ORDER
PO-0142| Item | Qty | Rate | Amount |
|---|---|---|---|
| Basmati rice 5kg | 40 | 1,480 | 59,200 |
| Cooking oil 5L | 30 | 2,650 | 79,500 |
| Tea 900g | 24 | 1,190 | 28,560 |
| TOTAL | 94 | 1,67,260 |
Sample purchase order and its progress
The complete buying cycle, recorded
A purchase order tells your supplier what you need. When goods arrive, the receiving note is made from the order, so only what actually arrived is added to stock, at the agreed rate.
Every purchase, return and payment posts to the vendor's ledger. You see what you owe each supplier, which bills are due and how much you bought from them this month.
Key points
- Purchase orders from low-stock alerts
- Receive full or partial deliveries
- Purchase returns update stock and balance
- Vendor ledger with running balance
- Payables due and payment history
From order to payment
Step by step, the way it happens in your shop.
Made by hand or from low-stock items.
Receive against the PO; partial delivery is fine.
Quantities and cost update automatically.
Supplier bill is posted to the vendor ledger.
Pay in full or in parts, by cash or bank.
Purchases by vendor, item and month.
Each supplier's account, always current
The vendor ledger shows every bill, return and payment with a running balance.
| Date | Details | Debit | Credit | Balance |
|---|---|---|---|---|
| 01-10-2026 | Opening balance | 45,000 | ||
| 05-10-2026 | Purchase invoice PI-0287 | 98,400 | 1,43,400 | |
| 08-10-2026 | Payment (bank) | 80,000 | 63,400 | |
| 12-10-2026 | Purchase return PR-0041 | 6,250 | 57,150 | |
| 23-10-2026 | Purchase invoice PI-0301 | 1,67,260 | 2,24,410 | |
| TOTAL | Payable | 2,24,410 |
Vendor ledger with sample data
Purchase tools
Included in Retail POS, with no extra modules to buy.
Purchase orders
Send POs on WhatsApp or print them for the supplier.
Goods received
Check quantities against the order before stock is added.
Purchase returns
Return damaged or expired goods; stock and balance adjust.
Vendor payments
Partial or full payments by cash, cheque or bank.
Cost tracking
Latest and average purchase cost per item.
Payables due
Which bills are due this week, and to whom.
The numbers behind it
Examples of the reports this feature feeds. Figures are sample data.
Payables by age
Share of amount owed to suppliers (sample data)
Purchases by vendor
This month (sample data, Rs thousand)
Notes from our setup team
Practical advice from setting up shops like yours.
Build the purchase order from the low-stock list so nothing is forgotten.
Short or extra deliveries show up immediately.
A rising purchase cost is flagged so you can update the sale price.
The payables report helps you keep suppliers happy and credit lines open.
Purchase & vendors: common questions
Can I receive only part of an order?
Yes. Receive what arrived; the remaining quantity stays open on the purchase order.
Does a purchase return reduce what I owe?
Yes. The return reduces stock and is credited to the vendor's ledger.
Can I see purchase history for one item?
Yes. Each item shows its purchases, vendors and cost history.
Can I pay a supplier in instalments?
Yes. Record each payment and the ledger shows the remaining balance.
See purchase & vendors working in your shop
Book a free demo and we'll show it with products like yours.