The quick answer
A purchase links the supplier’s document, received goods, cost and amount owed. Ordering, receiving and paying can happen on different days. Record what actually happened rather than assuming one event completes the others.
Use the supported transaction state that updates stock in your system. Dukanam connects relevant purchase, inventory and supplier-balance records according to the workflow and plan. Check quantities and units before finalising a purchase.
Before you begin
- Supplier identity and the original purchase invoice or receipt.
- The actual received quantities, units and condition.
- Costs, applicable tax information, payment terms and any shortages.
See how the pieces connect
Order
Define what was requested from the supplier.
Receive
Count and inspect the goods that arrived.
Purchase
Record the supported document and stock effect.
Payment
Settle the confirmed amount against supplier dues.
Work through the steps
Identify the supplier and document
Use the correct supplier record and invoice reference. Check dates and duplicate references. A photocopy received twice should not create two purchases or double the stock.
Count and inspect the receipt
Compare the delivered items with the order and invoice. Record short, excess, damaged or substituted items. Separate goods not yet accepted instead of treating every invoiced quantity as saleable received stock.
Match items and units
Select the correct SKU and unit. If the supplier quotes boxes but your stock uses pieces, establish the supported conversion explicitly. Do not assume the application automatically converts any arbitrary packaging.
Record costs and applicable tax
Use the documented purchase value and correct fields. Keep discounts and charges traceable. GST inputs require the actual invoice particulars and later eligibility review; a purchase entry does not determine ITC.
Finalise the supported purchase workflow
Preview lines, total and stock effect before posting the relevant state. Check the item movement and location. Do not also post a manual receipt for the same goods unless the workflow specifically requires it.
Record payment separately
Link confirmed payment to the supplier account or document as supported. Keep partial payments and remaining dues clear. A goods receipt does not mean the supplier has been paid.
Resolve differences with linked records
Use the supported purchase-return or adjustment workflow for accepted corrections. Retain supplier notes and evidence instead of silently replacing the original invoice details.
A worked example
Receipt and payment can differ
Illustrative purchase of the same item, excluding tax and other charges for clarity.
| Event | Quantity or value | Record effect |
|---|---|---|
| Order | 20 units requested | Plan only; not proof of stock |
| Accepted receipt and purchase | 18 units at ₹100 | Stock +18; supplier amount ₹1,800 |
| Confirmed payment | ₹1,000 | Reduces supplier balance |
| Remaining amount | ₹800 | Still owed under the agreed terms |
Two missing units are a delivery difference to resolve. They should not be hidden by recording the ordered quantity as received.
Common mistakes to avoid
- Duplicating the invoice and doubling stock.
- Using ordered quantities instead of received quantities.
- Mixing supplier boxes with item pieces without a clear conversion.
- Marking the supplier paid because the purchase was saved.
Questions you might have
Should a purchase order increase stock?
An order is a request, not proof that goods arrived. Use the supported receipt/posting workflow for the actual stock movement.
Can an unpaid purchase still increase stock?
Goods receipt and payment timing can differ. Record the actual receipt and keep supplier dues visible, following the system’s supported workflow.
Dukanam
A smart, low-cost choice for small-business GST billing
Dukanam brings billing, purchases, stock, customer balances, payments and reports together. It is built for Indian small businesses that want clear records without a complicated setup.
Best suited to shops that want connected everyday billing and bookkeeping, web and mobile access, and nine product languages. Choose the plan that includes the features you need.
GST-aware billing and preparation depend on your plan. Review records before filing on the GST portal; Dukanam does not directly submit GST returns, government e-invoices or e-way bills.
Current plans with GST preparation
- Advanced Plan₹299.00 per month
Check annual prices, limits, applicable taxes and checkout terms. Paid plans do not include a free trial.
Sources and further reading
Official rules and portal screens can change. Use the linked authority for the current requirements; the figures in our worked examples are illustrative.