A purchase bill is what you buy from a supplier. Recording it adds the stock to your inventory and tracks how much you still owe. Purchases are kept in their own list — they never mix with your sales invoices.
Open the Purchases screen
Click Purchases in the sidebar. You see one row per bill with Doc No., Supplier bill, Date, Vendor, Taxable, Tax, Total, Status and Balance.
- Search by your own bill number, the supplier’s bill number, or the vendor name using the box at the top right.
- Pick a date range with the first row of chips: All time, This month, Last month, This quarter, This year, This FY (the financial year, 1 April to 31 March), or Custom… for any two dates. The date used is the bill’s own Date, not the supplier’s bill date.
- Filter with the All, Unpaid, Partial and Paid chips.
The three work together — a bill is listed only when the date range, the status chip and the search box all match it. The screen opens on All time.
The totals strip
The strip at the bottom answers how much do I still owe my suppliers, with three figures side by side:
- Paid — how much you have already paid against those bills.
- Unpaid — how much is still outstanding.
- Total — what the bills come to. Paid + Unpaid = Total, always.
The status chip filters the rows; it does not re-add the money. The strip covers everything the date range and the search box let through, whichever status chip is selected — otherwise Unpaid would always read ₹0.00 under the Paid chip and you could never see the split.
When the chip is hiding rows, the count says so: it reads “3 of 12 purchases” — 3 on screen, 12 behind the money. With no rows hidden it just reads “12 purchases”.
Two counts, two questions. The number beside the Purchases title is how many bills are in your books altogether; it stays put when you filter. The count in the strip is about what you are looking at right now.
A debit note counts against the payable, because that is what it is: raise a ₹236 debit note and both Total and Unpaid drop by ₹236.
Create a new bill
- Click New purchase (or press Ctrl+N).
- Pick the vendor (your supplier). If they are not saved yet, create them right from the picker — see Add a customer or supplier.
- Enter the supplier bill number and supplier bill date — the number and date printed on the paper bill your supplier gave you. Yojika also gives the bill its own internal number (shown as PB…) so you can always find it.
- Add each item as a line: choose the item, the quantity, and the rate. New lines default to the item’s saved purchase price.
- Choose how you are entering rates with the Incl. GST / Excl. GST
toggle:
- Incl. GST — the rate already includes tax.
- Excl. GST — tax is added on top of the rate.
- Check the totals, then Save.
The bill’s tax is split automatically as CGST + SGST (same state as you) or IGST (different state), based on the vendor’s GSTIN. See GSTIN and place of supply for how this is decided.
Recording the bill increases the stock of every item on it. Removing the bill later reverses that stock.
Tip: The purchase editor is a keyboard-friendly grid built for the Windows desktop. Record purchases on your computer for the smoothest experience.
Debit notes (purchase returns)
If you send goods back to a supplier, click Debit note on the Purchases screen. A debit note reduces what you owe and shows a Debit note tag in the list instead of a payment status.
Duplicate document numbers
If a Duplicate document number warning appears, another live document of the same type has the same number. Yojika keeps both records. Before you use one, compare its party, date and total, and check the record ID in the warning; each row still opens its own record. Printing or exporting a PDF keeps the original document number. Deleting one duplicate clears the warning, but its number is never reused.