Record Purchases and Pay Supplier Bills

Use Purchase Entries for a direct supplier bill when goods have already been received without a purchase-order receipt. The saved bill adds stock and creates the payable together.

Permission required

Owners have full access. Managers and staff need the relevant Purchase Entries or Payables access, access to the location, and supplier-payment permission to record a payment.

Record a direct supplier bill

Open Procurement → Purchase Entries, then select New Supplier Bill.

Post a received purchase

1. Select the receiving Location and enter Bill Date.
2. Choose the supplier, or verify the supplier snapshot details used for this bill.
3. Enter the Vendor Bill No, payment terms and due date.
4. Add each received product with its whole-number quantity, purchase cost and GST %.
5. Add an internal note and any verified discount.
6. Review ITC eligibility, GSTR-2B status, claim period and notes according to your tax process.
7. If money was already paid, add the optional Initial Payment amount, date, mode, reference and note.
8. Review the location, item quantities, bill total and payment, then save.

The posted bill increases tracked product stock at the selected location and creates a supplier balance. Payment states are Unpaid, Partial, Paid or Cancelled; the bill itself can be posted or reversed.

Record a later payment

Open the bill from Purchase Entries or Payables, then select Record Payment.

Record money already paid

1. Confirm the supplier, bill number, outstanding amount and location.
2. Enter the payment amount, not exceeding the amount due.
3. Enter the actual payment date.
4. Choose Cash, Bank Transfer, UPI, Card, Cheque or Other.
5. Add a reference and note that can be verified without exposing credentials.
6. Save, then confirm whether the bill is Partial or Paid.

Recording a payment does not send money. It records an external payment event in Yepsta and updates the supplier balance.

Warning

Do not mark a supplier bill paid until the payment has actually been made and verified. Never store a banking password, OTP, card number or access credential in the reference or notes.

Correct a bill safely

Use Edit ITC for supported tax-review corrections. Use Reverse Bill only when the bill is eligible: it has no recorded supplier payment and no posted purchase return. Reversal removes the original inward stock effect, marks the bill reversed and disables its ITC contribution.

If a payment or return already exists, preserve those linked records and use the supported return, payment or follow-up workflow instead of forcing a reversal.

Important information

ITC labels—Eligible, Needs Review, Blocked Credit and Ineligible—and GSTR-2B states are working classifications. They are not tax advice or proof of a filed claim.

Tip

Use Payables and the Supplier Ledger to reconcile overdue, partially paid and paid bills. Match the Yepsta reference to your external payment evidence.

Related guides

• Create and Receive Purchase Orders
• Record Purchase Returns and Debit Notes
• Read the Supplier Ledger
• Track Outstanding Customer and Supplier Balances
• Use GST Reports and Review Input Tax Credit

Last reviewed: 12 July 2026