Purchases and Supplier Invoices

What you can do here

• Record a new supplier bill (a GRN) and put the goods into stock.
• Pick an existing supplier, or add a new supplier without leaving the screen.
• Take a photo of the supplier invoice and let the app fill the whole grid for you.
• Load a supplier purchase list from an Excel, CSV or text file.
• Get free and scheme goods counted into stock, with the cost spread correctly.
• After a photo scan, see a banner that compares the bill total on paper with the total you have entered.
• Let the app create any product that is not yet in your inventory, at the moment you save.
• Browse every past purchase, filter it by supplier, date and amount, and download it as a CSV.
• Open any past purchase to see the exact items, batches and expiries that came in on it.

Record a purchase by hand

Use this when you have the paper bill in front of you and you want to type it.

Steps

1. Open Purchases / GRN.
2. Under New Purchase, open the Supplier * dropdown and pick your distributor.
3. If the distributor is not in the list, tap New. Fill Name * (required), and Phone and GSTIN if you have them. Tap the small X at the top of that box if you want to go back to the dropdown.
4. Type the supplier's bill number into Bill No. This one is optional.
5. Set Bill Date *. It starts on today's date, so change it if the bill is older.
6. In the first row of the grid, open the blank product dropdown and pick the medicine.
7. Fill Batch No exactly as printed on the pack.
8. Fill Expiry. This is a date field, so pick the date.
9. Fill Qty, the quantity the supplier has billed you.
10. Fill Free if the supplier has given scheme or bonus units, for example the 1 in a 10+1 offer. Leave it as 0 if there is no scheme.
11. Fill Cost Price. This is the net rate per unit you are actually paying, not the MRP.
12. Fill MRP, the printed retail price per unit.
13. Line Total fills itself. It is Qty multiplied by Cost Price.
14. Tap Add line for the next item on the bill, and repeat steps 6 to 12.
15. To throw away a row, tap the bin icon at the end of it. The last remaining row cannot be deleted.
16. Check the Total at the bottom against the bill.
17. Tap Save Purchase.

Good to know

• Every field marked with a star is required. The app will not save until they are filled.
• The app checks each row before saving and tells you which row is wrong, for example "Line 3: batch no is required." The rules are: a product must be picked, or the row must carry a scanned name from a scan or an import, batch number must not be blank, expiry must be set, Qty must be more than 0, Free must be 0 or more, Cost Price must be 0 or more, and MRP must be more than 0.
• A half-finished bill is remembered for as long as the app stays open. If you switch to another screen and come back, or you refresh the page, the supplier, bill number, bill date and all the rows are still there. Close the tab or the app and the draft is gone, so finish a bill in one sitting.
• One thing is not remembered: the scanned names on rows where no product matched. If you leave the screen after a scan and come back, those rows show an empty Product dropdown with no green tag, and saving will ask you to pick a product. Finish a scanned bill without leaving the screen.
• If you have no products at all in your inventory, the app shows "No products yet, add products in Inventory before recording a purchase" and the Save Purchase button stays off.
• The Total shown on screen and saved on the bill is the sum of Qty times Cost Price for every row. It is the pre-tax value, not the grand total with GST.
• After a successful save you see a message like "GRN saved, 6 batches added to stock." The form clears itself and the bill date goes back to today. If you had picked an existing supplier, that supplier stays selected so you can enter the next bill from the same distributor straight away.

Scan a supplier invoice from a photo

Instead of typing 20 rows, photograph the bill and let the app read it.

Steps

1. Open Purchases / GRN.
2. Tap Scan Invoice at the top right of the New Purchase box.
3. Take a photo of the bill, or pick a photo you already have.
4. The button changes to Reading… while the app works. Wait for it.
5. When it finishes, a message tells you how many lines were read, for example "Read 14 lines, 2 new products will be added on save. Review and Save."
6. Check the supplier, Bill No and Bill Date at the top. Correct anything that is wrong.
7. Go down the grid row by row and check batch numbers, expiry dates, quantities, cost and MRP against the paper bill.
8. Look at the coloured banner above the form and make sure it is green.
9. Tap Save Purchase.

Good to know

• Scan Invoice needs internet. When you are offline the button reads Scan (online) and cannot be tapped. Type the bill in by hand instead.
• You do not have to hold the phone straight. The app sends the photo to our servers four times over: upright, turned 90 degrees, turned 180 degrees and turned 270 degrees. It then keeps whichever reading makes the most sense on its own. It judges that by checking that MRP is not lower than the rate, that the three price columns come out in the right order, and above all that the line values add up to the sub total or grand total printed on the bill. So a sideways or upside-down photo still comes out the right way up.
• Expiry dates get a vote. If two or more of the four readings agree on the expiry for a line, that agreed date wins. This corrects small slips.
• Batch numbers do not get a vote. Only the best reading's batch code is used, because sideways readings tend to drag in the neighbouring row's code. Batch numbers are the field most worth checking by eye. Watch for 0 against O and 1 against I.
• The supplier is matched against your existing supplier list by name. If there is a match, it is selected for you. If there is no match, the app opens the New supplier box and fills in the name and the GSTIN from the bill, ready for you to save.
• Products are matched against your inventory by name and by generic name. Anything that does not match is left blank in the product dropdown, with the scanned name shown underneath and a green new · added on save tag.
• If the app cannot read the photo at all you see "Couldn't read the invoice. Try a clearer photo." If it reads the bill but finds no item rows you see "No line items read. Try a closer photo of the item rows." If the connection drops you see "Scan failed, check connection and try again."
• For a good read: fill the frame with the item rows, keep the paper flat, and give it plenty of light. Distributor bills are dot-matrix printed and faint, so a close, sharp photo matters more than getting the whole page in.
• The scan only fills the form. It never writes anything into your stock by itself. Nothing happens until you tap Save Purchase.

Understanding the price columns: MRP, PTR, RATE and AMOUNT

Indian distributor bills usually print three different prices on the same line. Getting them mixed up is the single most expensive mistake in purchase entry, so it is worth knowing them.

On a correct line, MRP is at least PTR, and PTR is at least RATE.

Good to know

• When the scan can read both the AMOUNT column and Qty, the app works out Cost Price as Amount divided by Qty rather than trusting the RATE column directly. This is deliberate. It is immune to the three price columns being mixed up, and it makes the app's Line Total match the bill's AMOUNT column exactly.
• If AMOUNT is missing on a line, the app falls back to the RATE column.
• Cost Price is rounded to two decimals.
• Other columns on the bill, such as HSN code, GST percent, discount and Net Value, are read but are not stored on the purchase line. Net Value and the totals are used only to check the reading and to build the banner.

Free and scheme goods

A 10+1 offer means you are billed for 10 and you physically receive 11. The app handles this so your stock count and your margin stay honest at the same time.

Steps

1. Put the billed quantity in Qty. For a 10+1 offer that is 10.
2. Put the free quantity in Free. For a 10+1 offer that is 1.
3. Leave Cost Price as the rate you are billed per unit.
4. Save as normal.

Good to know

• The batch that goes into stock has the full physical count: Qty plus Free. Eleven units, not ten.
• The money you actually paid, Qty times Cost Price, is then spread over all eleven units. So the per-unit cost stored against that batch is lower than the rate on the bill. This keeps your profit figures correct when you sell the free units.
• The total you paid does not change, so the bill still reconciles against the supplier's invoice.
• The Line Total and the Total on the form both use the billed Qty and the billed rate, so they still match the bill on paper.
• Free must be 0 or more. Leave it at 0 when there is no scheme.

The reconciliation banner

After a photo scan, a coloured strip appears above the supplier fields. It is your safety check before you save.

It reads: "Bill taxable/sub-total ₹X · entered ₹Y".

Good to know

• The banner compares against the bill's Sub Total or taxable value, which is the pre-tax figure. If the bill does not show one, the app uses the Grand Total instead, and then a gap is normal because the grand total includes GST.
• The "entered" figure is the same Total you see at the bottom of the grid, so it changes live as you correct rows. Fix a quantity or a rate and watch the banner turn green.
• An amber banner is usually one bad row, not a broken scan. The usual suspects are a quantity read as 12 instead of 2, or a Cost Price that has picked up the MRP.
• The banner only appears when a bill total was read from a photo. It does not show when you type a purchase by hand, and it does not show after a file import, because a line-item file does not carry the bill's own totals. After an import, check the rows against the paper bill yourself.

Products that are not in your inventory yet

Steps

1. After a scan or import, look for rows whose product dropdown is still blank.
2. Under that box you will see the scanned name in quotes and a green tag reading new · added on save.
3. If the item really is already in your inventory under a different spelling, pick it from the dropdown now. The green tag goes away.
4. If it genuinely is a new item, leave the row as it is.
5. Tap Save Purchase.

Good to know

• New products are created only at the moment you save, not when you scan. So if you abandon a scan halfway, no junk products are left behind in your inventory.
• The new product is created with the scanned name and the category Medicine. You can edit it afterwards in Inventory to add the generic name, manufacturer, HSN and so on.
• If the same new name appears on two rows of the same bill, only one product is created and both rows are attached to it.
• The save message tells you how many were created, for example "GRN saved, 12 batches added to stock · 2 new products added."
• A row must have either a picked product or a scanned name. A blank row with neither will be rejected with "Line N: pick a product."

Always review before you save

The scan and the import are both a starting point, never the final word. A purchase writes cost prices, supplier records and stock batches into your books, so the app deliberately refuses to save anything on its own.

Good to know, in the order worth checking

1. Supplier. Right distributor, or a correctly spelled new one.
2. Bill No and Bill Date. These are how you will find this bill again later.
3. The banner, on a photo scan. Green means the numbers add up. Amber means stop. After a file import there is no banner, so check the total at the bottom of the grid against the bill yourself.
4. Batch numbers. The field least protected by the app's checks. Read them off the paper.
5. Expiry dates. A wrong expiry means the app will sell the wrong batch first, or wrongly flag good stock as near expiry.
6. Cost Price against MRP. If a Cost Price looks as high as the MRP, the price column was misread.
7. Free column. Make sure scheme units were caught, otherwise your stock count will be short.

Import a purchase list from a file

If the distributor emails you an Excel or CSV list instead of only a paper bill, load it straight in.

Steps

1. Open Purchases / GRN.
2. Tap Import at the top right of the New Purchase box.
3. Choose the file. Excel (.xlsx, .xls), CSV, TSV, plain text and XML files are accepted.
4. Wait while the button spins.
5. A message tells you how many lines were read.
6. Fill in Supplier *, Bill No and Bill Date * yourself. A line-item file usually does not carry these.
7. Check every row, exactly as you would after a scan.
8. Tap Save Purchase.

Good to know

• The file is read on your phone or computer. It does not go to our servers, it costs nothing, it is instant, and there is no limit on how many rows it can handle.
• The file needs a header row with at least an item name column, a quantity column, and one of rate, amount or MRP. The app looks for that header row in the first 40 rows, so shop name and title rows above it are fine.
• Common column names are all understood, for example Item Name, Product, Description or Particulars for the name; Qty, Quantity, Purchase Qty, Received Qty or Bill Qty for the quantity; Rate, Purchase Rate, Cost Price or Net Rate for the cost; Amount, Net Amount, Taxable or Line Total for the value; plus Batch No, Expiry, Free or Scheme, and MRP.
• Rows with no quantity and no cost at all are skipped, so subtotal and blank rows do not become junk lines.
• If the file does not look like a purchase list you get: "Couldn't read that as a purchase list. It needs item + qty + rate/amount columns, or use Scan Invoice for a photo." A plain sales register will not be accepted, on purpose.
• If you pick a photo (JPG, PNG or WEBP) from the Import button, the app sends it to the photo scanner instead, so you do not have to remember which button to press.
• Every Excel sheet in the workbook is read, not only the first one.
• No reconciliation banner appears after an import. A line-item file carries no bill total to compare against, so compare the Total at the bottom of the grid with the paper bill by eye.

Look up past purchases

Steps

1. Scroll to Recent Purchases.
2. Narrow the list with any of these: - Supplier: one distributor, or "All suppliers". - Month: one month, or "All months". - From and To: any date range. Setting these clears the Month box, and setting Month clears these. - Min ₹ and Max ₹: only bills inside a value range. - Sort by: Newest first, Oldest first, Amount: high to low, or Amount: low to high.
3. Or tap one of the quick chips: Today, 7 days, 30 days, This month, This FY, All time.
4. Read the bottom row of the table for the count of bills and the total value of everything currently on screen.
5. Tap Clear to drop all filters at once.

Good to know

• Clear only appears once at least one filter is on.
• The table shows Bill Date, Supplier, Bill No and Total. A bill with no supplier on it shows a grey unknown tag. A bill with no bill number shows a dash.
• The screen loads your most recent 1000 purchases.
• If the app cannot load the data you get a red "Could not load data" message with a Retry button.

See what came in on a bill

Steps

1. In Recent Purchases, tap any row.
2. A window opens, headed with the supplier name, the bill date and the bill number.
3. Read the items: Product, Batch, Expiry, Qty, Cost, MRP and Line Total.
4. The bottom row shows how many items and the total value.
5. Close the window when you are done.

Good to know

• Qty here is the physical count that went into stock, so it already includes any free or scheme units.
• Cost here is the effective per-unit cost after scheme units were spread over the batch, so on a scheme line it will be a little lower than the rate printed on the supplier's bill.
• The generic name, if the product has one, is shown in grey next to the product name.

Download purchases as a spreadsheet

Steps

1. Set the filters in Recent Purchases so the table shows exactly what you want.
2. Tap CSV.
3. The file downloads as purchases-YYYY-MM-DD.csv.

Good to know

• Only the rows currently showing are exported, so the filters decide the contents.
• The columns are Bill Date, Supplier, Bill No and Total.
• The CSV button is off when no purchases match the filters.

Common questions

Which price do I put in Cost Price, MRP or RATE? RATE, the lowest of the three prices on the line. MRP goes in the MRP box. PTR is not entered anywhere.

Can I scan the invoice when the internet is down? No. The button will read Scan (online) and stay disabled. Type the bill in by hand. Everything except scanning works as normal.

My photo was sideways. Do I need to retake it? No. The app reads the photo in all four rotations and keeps the one that adds up correctly.

The banner is amber. Can I still save? Yes, nothing blocks you. But amber means your entered total is more than 3% away from the bill's own sub total, so a quantity or a rate is almost certainly wrong. Find it first.

The banner is amber even though every row looks right. Check whether the bill printed a Sub Total or taxable value. If it did not, the app compares against the Grand Total, which includes GST, so a gap of roughly the tax percentage is expected.

Does scanning add stock straight away? No. Scanning and importing only fill in the form. Stock moves only when you tap Save Purchase.

Will the app create duplicate products from a scan? It matches on both the product name and the generic name, so most known items are found. Anything left over is created once per name, per bill. If you notice the same medicine listed under two spellings after a save, tidy it up in Inventory.

I entered 10+1 but stock shows 11. Is that a bug? No. That is correct. You received 11 units, so 11 go into stock. The money you paid is spread across all 11, which keeps your margin honest.

I switched to another screen in the middle of entering a bill. Is my work gone? No. The supplier, bill number, bill date and all the rows are kept while the app stays open, and they survive a page refresh too. But closing the tab or the app does clear the draft, so finish a bill in one sitting.

Can I edit or delete a purchase after saving it? Not from this screen. Recent Purchases is a view only. Speak to us at info@entyti.com if you need a correction.

How do I raise a purchase order to my distributor? Purchase Orders are a separate feature and are Pro only. This screen records goods that have already arrived. Write to info@entyti.com about upgrading.

Where do these items appear afterwards? Each line creates a batch in Inventory with its own batch number, expiry, cost and MRP, and the bill itself appears in Recent Purchases.