Purchase Entry & Cloud Import

A purchase is the mirror of a sale: goods come in. Enter every purchase bill, on time and with the supplier's own bill number. Then your stock is right, you know what you owe, and your GST input credit matches what the supplier files.

9.1What a Purchase Entry Does

9.2Making a Purchase Entry

1. Press Ctrl+P or open Entries → Purchase. The PURCHASE BILLS list opens. Click New.
2. Choose the Purchase Type (9.3). If your company has only one type, the box is hidden.
3. In Party Name pick the supplier.
4. Type the supplier's bill number in No. and set Date to the date printed on the supplier's bill.
5. For each item type the Item Name, then Qty, Free (free pieces given by the supplier), Rate and Dis. %. The Tax % comes from the item. Click Add to List.
6. For batch items, fill the batch, Exp. Date and MRP as printed on the goods.
7. Add freight or loading with Charges (9.4).
8. Check the bill total against the paper bill and press Save (Alt+S).

Purchase Entry

Purchase Bills

9.3Supplier Bill Number and Purchase Type

Always type the number printed on the supplier's bill in No., exactly as printed. Your GST credit is matched on this number (8.14). If the same supplier and the same number are already saved, Speed Plus stops with "Bill has been already punched" in a box titled Bill Already Punched, and shows the bill number and party. Answer No and check the bill. Answer Yes only if the supplier really issued two bills with one number.

The Purchase Type decides how tax is worked out, the same as a Sale Type (8.2). Open them from the Settings icon → Purchase Types (PURCHASE TYPE ENTRY):

9.4Freight, Loading and Landed Cost

Freight, cartage, loading or packing on the supplier's bill go in the Other Charges part of the bill. Click Charges, pick the Charges Heading and type the Amount (or a rate in @ on a value in On Value). The +/- column decides whether it adds to or reduces the bill. Make your own headings once at Settings icon → Other Charges Setup. The same charges work on a sale bill (5.7).

9.5Update Item Prices from Vouchers New in 2026

Your purchase price in the item master stays current without opening the item. Click the Settings icon → General Settings → Party and e-way bill → Prices from bills and switch on Update Purchase Price In Item Master from Purchase Bill. Press Save changes. From then on, each saved Purchase bill writes its rate (before discount) as the purchase price of the batch bought. The second switch, Update Sale Price In Item Master from Sale Bill, does the same for sales.

Bills on an MRP-priced type, returns, challans and orders change nothing. A later-dated bill of the same batch wins over an old bill you edit. Full rules are in 35.12.

9.6Barcode Labels and Serial Numbers after a Purchase

New stock is easiest to label the moment it arrives. After saving the purchase, click Print on the bill. In the Print window choose one of:

• Barcodes (Main Qty): one label per piece of the main unit.
• Barcodes (Alt Qty): one label per piece of the other unit (for example per carton).
• Barcodes (Serial No.): one label per serial number.

The Barcode Labels screen opens with the bill's items. Print with EAN13, Code128 or QR Code. Label templates are explained in Chapter 12.

For items you track one by one (mobiles, fans, appliances), tick Serial No. Tracking on the item. On the purchase, after the quantity, the serial box opens:

• Type or scan each serial number.
• Press F5 to number them automatically. Speed Plus asks, for example, "This will generate 10 Serial Numbers from 1051 To 1060. Do you want to Generate...?". The first number follows the last one you used, or the number you typed.
• "Press Double Space to Enter all Serials at once", "Press [F8] to Continue without Serial No.'s" and "Press [F4] to temporary Exit" are shown on the box.

9.7Purchase Returns

When you send goods back to the supplier (damaged, expired, wrong item), enter a purchase return. Stock goes down and the amount you owe the supplier goes down with it.

1. Open Entries → Purchase Return. The PURCHASE RETURN BILLS list opens. Click New.
2. Pick the same Purchase Type as the original bill, and the supplier.
3. Add the items returned at the rate you bought them.
4. Press Save.

9.8Purchase Orders and Challans

• Entries → Purchase Order: what you asked the supplier to send. It does not change stock or accounts. It shows as pending in Stock Required As per orders and in Purchase Reports → Purchase Order Balance Report.
• Entries → Purchase Challan: goods received with a delivery note before the bill. Convert the challans to a purchase bill when the bill arrives.
• Stock Reports → Stock Required As per orders can make a purchase order for you with Make Purchase Order (6.10).

9.9Cloud Bill: Import a Bill by its ID

If your supplier also uses Speed Plus 9, you can pull their whole bill in as your purchase. Nobody types the items.

1. The supplier saves the sale bill, opens its Print window and clicks Generate Cloud Bill ID. The window shows "Cloud Bill ID = " and a number.
2. The supplier sends you that number (WhatsApp, phone or on the paper bill).
3. You open Entries → Purchase and click Cloud Bill on the PURCHASE BILLS list.
4. Type the number in Input Cloud Bill ID and press OK.
5. The panel reads "Import Cloud bill ID = … as...". Choose Purchase in the type box and click Import Cloud Bill.
6. The Purchase window opens with the supplier's items, quantities and rates. Choose your Purchase Type, check the supplier and items, and press Save.

9.10Speed Connect: Bills Received

With a Speed Connect licence, a supplier on Speed Plus 9 or on the Farata app can send bills straight to you. There is no ID to type. A Speed Connect menu appears on the menu bar, with a red count when something is waiting. The licence is entered in Items List → App.

1. The supplier clicks Send to Farata in the bill's Print window.
2. You open Speed Connect → Inbox (Bills / Orders Received). Click Refresh to check the server.
3. Each row shows From, Sent As, Doc No, Date, Items and Amount. Select one.
4. Under IMPORT AS choose Purchase Invoice, Purchase Challan or Purchase Order and click Import →.
5. The entry screen opens already filled. Nothing goes into your books until you press Save.

Delete removes a document you do not want ("Delete this received document? It cannot be recovered."). The phone side is explained in 30.8.

9.11AI Photo to Bill New in 2026

For a supplier who does not use Speed Plus, photograph or scan the paper bill. On the PURCHASE BILLS list click Import, then From Image or From PDF, pick the file, keep Import As on Purchase and click Import. The AI reads the bill, matches each line to your own items, and opens the Purchase filled in. The full steps are in Chapter 36.

• Your items, not the supplier's names. Each scanned line is mapped to one of your items, and the mapping is remembered for that supplier. Batch, expiry and MRP come across (36.3).
• Serial numbers. Serial numbers printed on the bill are read into a Serials column on the review screen and saved with the purchase.
• Right purchase type. The purchase starts on a type that suits the supplier: the supplier's GSTIN state against yours decides Local or Central. Tax Free and Unregistered Dealer types are never picked by themselves.
• Tax worked out. Many bills print the GST % on each line but the tax only in the totals. Such lines are now taxed the same way as a line you type.

Questions and answers Open all

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