Before saving a supplier purchase, match the supplier and bill reference, count the goods, confirm each unit and purchase rate, then record what was actually paid. A matching grand total alone is insufficient: the wrong item or unit can produce a plausible amount while leaving stock incorrect.
Bill ka number, maal ki ginti, unit aur kharid rate milayein. Sirf total sahi dikhne se entry sahi nahi ho jaati. Pehle dekhein ki wahi bill pehle se save to nahi hua hai.
Identify the document before entering it
Search for the existing supplier rather than creating another spelling of the same business. Check the supplier’s name, bill number and purchase date against the original document. Look in purchase history for a record that may already represent this delivery, especially when another person at the counter also enters purchases.
In Apna Galla, Bill details includes Supplier Bill Number and Purchase Date. Enter the reference faithfully. If the app says the bill number was already recorded, review the saved purchase; changing the number just to get past that message could create a duplicate receipt.
When no number is available, retain another useful reference in your review notes and compare the supplier, date, items and amount. An empty reference is not evidence that the delivery is new.
Compare the delivered goods with every line
Count the actual goods before putting them away. Match the product, pack size and relevant variant. Twelve tea packets of 250 g are different from twelve packets of 500 g, even if their names begin alike.
Check what the quantity means. A box and a piece are not interchangeable; use the item’s verified pack conversion where supported. If the bill lists 12 packets but only 11 arrived, pause the affected entry and resolve the discrepancy with the supplier before posting an unsupported quantity.
Use Buy Stock for an itemised receipt. The purchase screen’s Quick Bill Record captures a total and supplier balance without receiving item stock. Saving both for the same purchase would duplicate its financial record rather than complete its item detail.
Check purchase rates without guessing costs
Compare each entered purchase rate with the document and the selected unit. The printed MRP or your selling price does not establish what the supplier charged. A per-box rate entered as a per-piece rate describes a different purchase.
Review any configured adjustments against the document instead of changing a quantity until the total fits. If a rate is unclear, confirm it first. Missing cost must not become an invented ₹0 cost. Similarly, a genuine new receipt does not establish the quantity or historical cost of older, uncounted shelf stock.
Reconcile a small example before saving
This illustrative delivery has been counted and agrees with its document. It contains two distinct products, with no taxes, discounts or additional charges in this simplified example.
| Goods received | Quantity | Purchase rate | Line value |
|---|---|---|---|
| Tea, 250 g packet | 12 packets | ₹80 per packet | ₹960 |
| Soap, individual bar | 6 bars | ₹40 per bar | ₹240 |
| Purchase total | ₹1,200 |
If ₹500 is paid now in cash, select Partial, enter ₹500 under Amount Paid Now, and use the actual cash payment method. The amount still payable on this purchase is ₹1,200 − ₹500 = ₹700. Any older supplier balance remains a separate part of the running khata.
The stock receipt is 12 tea packets and six soap bars; those quantities should remain attached to their respective items. A later ₹700 settlement does not mean the same goods arrived again. Use the supplier payment workflow rather than another purchase or a duplicate general expense.
Confirm the saved result before starting again
Review the saved purchase, the corresponding stock and the supplier balance. If only the attachment failed and the screen says the purchase was saved, use Retry Photo Upload. If the outcome is uncertain, inspect history before creating another entry.
Basic purchases and inventory are included in Starter, Smart and Pro. Advanced units and variants require their eligible Smart or Pro features; check plan details for your shop. Keeping the original document, the saved purchase and the actual delivery aligned makes the next stock or supplier-dues review easier to explain.