Purchase Bill

A Purchase Bill, also known as a Purchase Invoice, is a document received from a supplier after goods are delivered or services are completed. It serves as a formal record of the amount payable to the supplier and confirms the final details of the transaction.

The purchase bill includes important information such as supplier details, bill number, bill date, product or service details, quantity, price, applicable taxes, discounts, total payable amount, payment terms, due date, and any additional notes. It helps businesses track expenses, manage payables, and maintain accurate financial records.

In Tigg, users can create a new purchase bill, edit or approve draft bills, and manage the billing process efficiently. Approved bills can be used to track outstanding payables, record payments, and ensure proper accounting and reporting of purchase transactions.

To create a purchase bill, the following items should already be set up in Tigg:

• Supplier
• Product/Service

These records are required because the purchase bill must be linked to a supplier and must include the products or services purchased.

The Purchase Bill list can be accessed by navigating to: Purchase → Purchase Bills This page displays all purchase bills created in the system and allows users to manage and track them efficiently.

By default, the list displays the latest bills, including both Draft and Approved bills. These purchase bills can also be viewed separately through their respective Draft and Approved tabs.

Users can easily locate purchase bills using the following options:

1. Search – Find bills using details such as bill number or supplier name

2. Filter – Apply filters to narrow down bills based on specific criteria

3. Sort – Sort by date, supplier name, or bill number

The Export All feature allows users to export complete purchase bill data from the system, including all detailed information. This is especially useful for reporting, record-keeping or sharing purchase bill data. 

The  Purchase Bill can be exported by selecting Options- Export All. 
Navigate to:
Options → Export All

The Import feature allows users to upload multiple purchase bills at once, saving time and reducing manual effort .It is especially helpful when migrating purchases from previous software or uploading bulk purchase bill data from Excel files.

The Purchase bills  can be imported by selecting Options → Import

Users can view Bills that have been voided by selecting Options → View Voided. This section displays all Bills that are marked as void.

When one or more purchase bills are selected In the list, Bulk Action becomes available. Users can perform the following actions on the selected Bills.

Void Selected – Mark selected bills as void
Export Selected – Export selected bills

Follow these steps:

1. Go to Purchase → Purchase Bills
2. Click Add New
3. Select the Supplier Name from the dropdown list.
• If the supplier does not exist, click Add New to create a new supplier.
4. Enter a Reference Code or select an existing purchase order by clicking the search icon. If converting from a purchase order, the item and price will auto fill and the reference will be tracked.
5. Enter the Bill  number 
• The number can be automatically generated if numbering is set to Auto in configuration.
• It can also be entered manually if numbering is set to Manual.
6. Enter the Bill Date and Due Date
• Bill Date: The Purchase Bill Date represents the date on which the bill is created and issued from the supplier. It is used to determine the transaction recording date, payment terms, and the due date for the purchase bill
• Due Date: The due date is the date by which the payment for the transaction should be made according to the agreed payment terms.
7. Supplier Invoice Reference No: Used to record the supplier’s invoice number for tracking and matching payments.
8. Warehouse: Used to identify where the goods are stored for accurate inventory management.
9. Select Currency and enter Conversion Rate if the purchase bill needs to be prepared in a currency different from the organization's base currency.
10.  Is Import – Click the “Is Import” option when recording the purchase or import of goods, inventory, products, or services from another country. After selecting this option, enter the required import details based on the supporting documents (Pragyapan Patra ) to maintain accurate tax and accounting records in Tigg.

• Country – Enter the country from which the goods or services are imported, as mentioned in the supporting document (Pragyapan Patra ).
• Date – Record the import or document date exactly as stated in the supporting document (Pragyapan Patra ).
• Document Number – Enter the exact reference or document number from the supporting document (Pragyapan Patra ) for proper verification and tracking.
• Tax Base – Tax Base refers to the total taxable amount on which VAT is levied. It is the value of goods or services before VAT is added. This amount can be found in the supporting document (Pragyapan Patra ).

   11.Add Product/Service lines

• Select the item from list
• If the item is not already created, click Add New to create it.
• Enter Quantity, Rate, Discount, and Tax details for each item 
• Product Description : The product Description field is used to enter details about the product or service being involved.
• Warehouse : If your organization uses multiple warehouses, click the Warehouse field that appears (below the items table) and select the appropriate warehouse. This assigns all line items of the  purchase bill to the chosen warehouse. 
• Purchase Account : The Purchase Account in a purchase bill  is automatically determined based on the selected product. Each product has a predefined Purchase account mapped to it, ensuring that the appropriate revenue account is credited when the Purchase bill is created.

  12.Transaction Discount :If you want to apply a discount to the total purchase amount, you can use the Transaction Discount option. This reduces the overall payable to the supplier.

  13.Notes: Used to add extra details or comments about the transaction for better understanding and future reference. 

  14.Additional Costs: Use the Additional Cost option to add expenses such as freight, customs duty, insurance, and clearing charges to the purchase bill. These costs can be allocated product-wise or across the entire bill to calculate accurate landed cost.For a detailed explanation of Additional Cost Feature in purchase bill, refer to the article: “Additional Cost Feature in Purchase Bill”

  15. Add Reporting Tags if Required

• Reporting tags can be used to categorize or label Purchase bill for better tracking and reporting

  16. Add Notes or Custom Fields if additional information needs to be included.

  17.Click Save to record the Purchase Bill

  18.The Purchase Bill can be saved as:

• Draft  : Can be reviewed or modified later
• Approved : Indicates that the Purchase bill  finalized and ready to be shared with the Supplier.

If the approved purchase bill is selected then the quick action button” Record Payment” will be shown if clicked, then you will be directed to the supplier payment 

 

When the Add Payment option is selected in the purchase bill, the user can directly record the payment at the time of creating the Purchase Bill. This helps in reducing additional steps by allowing immediate settlement (full or partial) of the purchase bill within the same screen. The recorded payment will reduce the outstanding receivable and update the Purchase Bill status accordingly.

The user needs to select the Payment Account, which represents the account from where the payment is done, such as bank or cash. The Payment Mode defines how the payment is made, for example cash, bank transfer, or cheque, helping in proper tracking and reporting. The Payment Reference Number is used to record any transaction reference such as cheque number or transaction ID for future verification. The Payment Amount field captures the amount paid against the Purchase Bill, which can be full or partial depending on the transaction.

Users can directly record supplier payments from the purchase bill.
This helps settle the payable immediately (fully or partially).
Fields include:

• Payment Account – Bank or cash account where the payment is received.
• Payment Mode – The method of payment such as cash, bank transfer, cheque, etc.
• Payment Reference – The reference number of payment transaction (Transaction ID or cheque number)
• Payment Amount – Amount paid to supplier against the purchase bill at the time of recording

This reduces outstanding payables and updates the bill status.

The TDS option in Purchase Bill allows you to record tax that must be deducted at source while making payment to the supplier. Enabling this option ensures that the purchase bill reflects the applicable TDS deduction, helping in accurate payable tracking and statutory compliance. The TDS amount will be considered while calculating the net amount payable to the supplier, while the deducted portion is recorded as a liability to be deposited with the tax authorities.

TDS Account: The ledger account (typically a current liability) where the TDS amount is recorded as payable and later paid to the tax authorities.
TDS Type: The applicable tax section or code used to classify the nature of TDS for reporting and compliance purposes.
TDS Amount: The amount of tax to be deducted from the supplier at the time of payment against the purchase bill.
Once all fields are completed, proceed to save the purchase bill.
The TDS option allows recording tax deducted at source while making payment to suppliers.

• TDS Account 

This ensures accurate tax compliance and reporting.

Reporting Tags are labels used to categorize and allocate a purchase Bill to a specific project, department, or reporting category, making it easier to track and analyze expenses in reports. This field appears only if reporting tags have been configured in the system and is optional, meaning a purchase bill can be saved without selecting any tags. Proper use of reporting tags helps streamline reporting, improve transparency, and support more accurate financial analysis.

 

 

Additional fields configured for Purchase Bill to capture extra information as required by the organization. These fields appear only if they have been set up in the system configuration and are not mandatory for saving the Purchase Bill.

 

 

Once a purchase bill is created, several actions are available through the Options menu.

Allows you to modify the Purchase Bill details such as products, pricing, taxes, or customer information

Creates a copy of the selected purchase bill. This is useful when preparing similar purchase bill for different customers.

Marks the bill as invalid, Once the purchase Bill is voided, it cannot be reversed.

If clicked upon, the selected purchase bill will be directed into a credit note. You can edit the details and save a new credit note.

You can preview, print or export the purchase bill as a PDF.
Tigg provides default printing templates, which can also be customized from :
Configuration → Printing Templates
The system provides an option to print the General Ledger (GL) transaction for each Purchase bill separately. This feature allows users to view and generate the detailed accounting entries associated with a specific purchase bills, showing its impact on relevant accounts such as receivables, revenue, and taxes.

Allows viewing accounting entries related to the purchase bill (expenses, payables, taxes)

The Email option allows you to send the purchase bill  directly to the customer from Tigg. When this option is selected, an email is generated using the predefined email template, which helps maintain a consistent and professional communication format.

The purchase bill is automatically attached to the email as a PDF document, allowing the supplier to easily review or download the purchase Bill. You can also review or modify the email content before sending it to ensure that the message includes any additional information if required.

Tasks can be created and linked to a specific Purchase bill to track follow-ups or required actions related to that purchase bill. Each task may include details such as the task title, description, assigned user, due date, and status. This helps teams coordinate activities and ensure that purchase bill related actions are completed on time.

The Documents section allows users to upload and attach supporting files related to the Purchase bill. These documents remain linked to the purchase bill and can be accessed whenever the purchase bill is opened, making it easier to store and reference relevant files such as specifications, approvals, or supporting agreements.

The Activity section maintains a record of all actions related to the purchase Bill. It includes an audit log of user activities, user comments or notes, and email logs generated from the Purchase Bill. This provides a clear history of updates, communications, and changes made to the Purchase Bills.

What's Next?

Allocate additional costs to purchases and keep your costing records complete.

➡️ Learn more: Additional Cost Feature