Purchases are where money leaves the business and Input Tax Credit is earned — get it wrong and you lose both cash and ITC. SaathiX ERP's Purchase module is a three-stage flow: PO → GRN → Vendor Invoice, with each stage optional so small shops can jump straight to Vendor Invoice and pharma distributors can enforce the full chain.
01Purchase Orders
Open Dashboard → Purchase Orders → New. Select the vendor, add items with expected rate and quantity, and share the PO by PDF, email or WhatsApp. Every PO carries a status (Draft → Sent → Partially Received → Fully Received → Closed) that updates automatically as goods arrive.
02Goods Receipt Note (GRN)
When goods arrive, open the PO and click Receive. SaathiX ERP pre-fills the items and lets you edit the quantity received per line — perfect for partial deliveries. The GRN updates stock immediately and moves the PO status; the vendor's tax invoice can be attached later when it reaches your desk.
03Vendor invoices and payment terms
Under Dashboard → Purchases → New, book the actual supplier bill. Link it to a PO/GRN or enter it standalone. Payment terms (Net 15, Net 30, EOM) auto-calculate the due date; the Outstanding report groups payables by ageing bucket (0-30, 31-60, 61-90, 90+).
04Debit notes for returns and rate corrections
For rejected goods or rate differences, raise a Debit Note under Dashboard → Debit Notes. It reduces the vendor's payable and flows into GSTR-1 as a credit note issued to a registered supplier.
05ITC and 2B matching
Every purchase you book claims Input Tax Credit only if the invoice appears in your GSTR-2B. The 2B Recon screen (see the GST guide) shows the match status per invoice and lets you defer ITC on unmatched purchases until next month, keeping your GSTR-3B compliant with Rule 36(4).
06Vendor ledger and payments
Every vendor has a running ledger under Dashboard → Party Ledger. Record payments via Dashboard → Payments → Payment Made; the payment can be applied to specific invoices or kept on account. UPI, NEFT and cheque details are captured and the reconciled bank entry appears in Cashbook automatically when you tag the bank statement.