The purchase process ensures accurate and efficient procurement of goods. It begins with placing a Purchase Order (PO) to the supplier, who records the order via Sales Order, Quotation, Performa Invoice, or Delivery Chalan. Goods are then received and verified through a Goods Received Note (GRN), and finally, a Purchase Invoice is created based on the GRN to complete the transaction and update inventory and accounts.
For Support:
A. Enable Settings: Enable the required settings from the system user.(need to be enabled by ims software.)
FAQ:
What is the first step in the purchase process?
How does the supplier record my order?
How are goods received and verified?
How is the Purchase Invoice created?
How to assign system rights for Purchase Transactions?
How to create a Purchase Order in the system?
How to create a GRN for received goods?
How to create a Purchase Invoice?
How to generate reports for purchase transactions?
B. Steps to assign the required rights to the user and create a purchase through the Purchase Order, GRN (Goods Received Note), and Purchase Invoice process:
1. Go to Configuration Module from the main menu
2. Select the ‘User & Preferences’ option.
3. Choose the “Users & Role Manager” from the dropdown menu options
4. Identify the user role and click the ‘Role List’ button to modify it.
5. From the Role List popup, select the user role (e.g., Admin) and click the ‘Edit’ button.
6. Click on the Menu RightsSection
7. In the Purchase Transaction, tick the boxes for assign right for View, Edit, Delete, and Print permissions for Purchase Order, Goods Received Note (GRN), and Purchase Invoice.
8. Click the ‘Save’ button, then log out and log in again to update the permissions.
9. After Login Go to Transactions Menu
10. Select the Purchase Transaction Menu
11. Click on the Purchase Order from the available dropdown options
12. Select the Purchase Order Entry Date. Backdates are allowed, but forward dates are not permitted. For example: 3-9-2026.
13. Enter the Purchase Order Reference No For Example “10012”.
14. Choose the Purchase Order Reference Date For example 2026-03-09,Backdates are allowed, but forward dates are not permitted.
15. Choose the Purchase Order Expiry Date For Example”2026-03-31″.
16. In the Supplier field, Press Enter keyword to select the required supplier.
17. From the popup supplier list, choose the supplier you want to place the purchase order with (e.g., Shree Grocery Store Pvt. Ltd.).
18. Add Remarks if needed
19. In the Particular field, press Enter to select the purchase Order product.
20. From the product list popup, choose the product you want to order. For example Corn Flour 1kg.
21. Choose the Product unit and Quantity. For example: “Pkt and 10”.
22. Enter the Product Purchase Rate for example “180”.
23. In the Discount field, enter the discount either in % (e.g., 5%) or in amount.
24. Click the ‘Add’ button or press Enter to add another product. Then follow the same process to select the product.
25. Click the ‘Save’ button to record the purchase order in the software
26. Click ‘OK’ to confirm the purchase order voucher.
27. After saving the purchase order, go back to the Transaction menu and click on Purchase Transaction.
28. Click On the ‘Goods Received Note’ option from the dropdown menu.
29. Select the Good Received Note(GRN) Entry Date. Backdates are allowed, but forward dates are not permitted. For example: 3-9-2026.
30. Enter the Purchase GRN Reference No For Example “1002”.
31. Choose the Purchase Order Reference Date. For example 2026-03-09,Backdates are allowed, but forward dates are not permitted.
32. Press Enter a keyword in the ‘PO No. field’ to select the ‘Purchase Order’ to map with the ‘GRN’.
33. Untick the ‘Load Full PO Details’option for a ‘partial return’. If you untick this option, it allows you to add or remove items, prices, and quantities as per your requirement.
34. From the Purchase Order pop-up list, select the required PO, for example Shree Grocery Store Pvt. Ltd.
35. The Purchase Order details will be loaded. Enter the MFG date and Expiry date of the purchased items if required, and add remarks if needed. Otherwise, click on the Save button to save the GRN in the software.
36. Click ‘OK’ to confirm purchase GRN voucher .
37. Again, go to the Transaction module and select Purchase Invoice to convert the GRN into a purchase invoice.
38. Select the Purchase Invoice Entry Date. Backdates are allowed, but forward dates are not permitted.For example: 3-9-2026.
39. Enter the Purchase Invoice Reference No For Example 1010.
40. Choose the Purchase Order Invoice Reference Date For example 2026-03-09,Backdates are allowed, but forward dates are not permitted.
41. Choose the Purchase Type as per your requirement for example:Trading,Mixed. For now we choose the Trading as the Purchase type.
42. Select Payment Terms of purchase invoice from the available options:
Credit: Choose this if the purchase is made on credit.
Cash: Select this if the purchase is paid in cash.
Cheque: Choose this if the payment is made through cheque.
Other: Select this for any other type of payment Method
For now, we will select the Payment Terms as Credit.
43. Press Enter in the GRN No. field to load the GRN number.
44. From the GRN pop-up list, choose the GRN that you want to create the purchase invoice for, for example: 2026-03-09.
45. Add purchase invoice remarks in the Remarks field if needed; otherwise, click on the Save button to save the purchase invoice. You will not be able to change any Item Purchase details.
46. Click ‘OK’ to confirm the purchase invoice voucher.
47. Go to the Report module to load the Purchase Order Report.
48. Select the Purchase Report and choose the Purchase Order Report from the dropdown options.
49. Click on the Run button to generate the Purchase Order report. And the purchase Order loaded:
50. To load the Purchase GRN report, click on the Report module.
51. Select the Purchase Report and choose the Purchase GRN Report from the dropdown options.
52. Click on the Run button to generate the Purchase GRN report and the purchase GRN Report loaded:
53. To load the Purchase Invoice report, go to the Report module.
54. Select the Purchase Report and choose the Purchase Book Report from the dropdown options.
55. Click on the Run button to generate the Purchase Book report. And the purchase book Report loaded:
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