From purchase order to payment, on one thread
Most purchase problems are really matching problems: the order said 500, the lorry brought 480, the bill says 500, and the credit note never came. tBiz keeps the three documents joined so the gap is visible on the day it happens.
| Supplier | Not due | 0–30 | 31–60 | 60+ |
|---|---|---|---|---|
| Jindal Steel Traders | 2,40,000.00 | 88,500.00 | — | — |
| Kumar Packaging | — | 46,200.00 | 18,900.00 | — |
| Deepak Transport | — | 12,400.00 | — | 31,600.00 |
What you get
Orders that stay open
A purchase order knows what has been received against it and what is still to come, so a part-delivery does not need a second order or a spreadsheet.
GRN against the order
Receive what actually arrived. Short receipts, rejections and rate differences are recorded at the goods-inward stage, where somebody still remembers them.
Bills matched three ways
Order, receipt and supplier bill are compared, and a mismatch in quantity or rate is shown before the bill is passed for payment.
ITC matched to 2B
Purchase entries are reconciled against the GSTR-2B, so the credit you claim is the credit your supplier actually reported.
Ageing that means something
Payables bucketed by due date rather than invoice date, with the supplier’s terms applied — because "60 days" is not the same for every supplier.
Debit notes linked
A rate difference or a rejection raises a debit note against the original bill, reverses the right amount of tax, and shows up in the supplier’s statement.
How it works
- Raise the order. Items, rates and delivery terms against the supplier’s ledger, with the last rate you paid shown beside the line.
- Receive the goods. A GRN records what arrived, into which warehouse, in what condition — and updates stock at that moment, not when the bill turns up.
- Book the bill. Pull the GRN into the supplier bill. Anything that does not match is flagged rather than quietly accepted.
- Pay and reconcile. Payment settles against specific bills, and the input tax credit is matched against the 2B for that period.
Purchase questions
Can I receive goods before the supplier’s bill arrives?
Yes, and you should — the GRN updates stock on the day the lorry comes, and the bill is matched to it later. Stock that is physically in the godown but invisible in the system is the single most common cause of a stock ledger nobody trusts.
How does tBiz handle a short delivery?
The GRN records what actually arrived, the purchase order stays open for the balance, and if the supplier has already billed the full quantity the mismatch is flagged when the bill is entered.
Does tBiz reconcile input tax credit against GSTR-2B?
Yes. Purchase entries are matched against the 2B for the period, and the unmatched ones are listed both ways — bills you have that the portal does not, and portal entries you have not booked.
Can two people approve a purchase before it is paid?
Yes. Approval rules are configuration, not code: you set who must approve a bill above a value, and the payment cannot be made until they have.
Related
See what you actually owe
Import your suppliers and open balances, and get a payables ageing that matches the bills on your desk.