From purchase order to supplier payment, in one trail
Raise orders, receive stock, record supplier bills, and settle payments in a single flow — with inventory and supplier balances updating themselves at each step.
Three registers that never agree
In most shops the purchase order is a phone call, the delivery is a challan in a drawer, and the supplier bill goes to the accountant weeks later. Stock gets updated at one point, the ledger at another, and nobody can say with confidence what a supplier is actually owed — or whether the rate on the bill matches the rate that was agreed.
The cost shows up as overpaid invoices, stock that exists on paper but not on the shelf, and a purchase book that has to be reconstructed at VAT time.
Four steps, one continuous record
Raise the purchase order
Pick the supplier, add items and agreed rates, and send the PO.
Receive the goods
Book in what actually arrived — full or partial — and stock updates immediately.
Record the supplier bill
Enter the invoice against the receipt. VAT and the supplier balance post automatically.
Pay and reconcile
Record payments against bills so the supplier ledger always shows a true outstanding figure.
Everything the buying side needs
Purchase Orders
Raise a PO with agreed rates and quantities, then track what has been delivered against it.
Goods Receipt
Receive partial or full deliveries. Stock increases the moment goods are booked in, not when the bill arrives.
Supplier Bills & VAT
Record purchase invoices with VAT so input tax flows straight into your purchase book and VAT return.
Supplier Ledgers
Every supplier has a running balance — what you owe, what you've paid, and what's still outstanding.
Landed Cost
Add freight, customs, and handling to a purchase so your product cost reflects what you actually paid.
Purchase Returns
Send damaged or wrong stock back with a debit note that adjusts both inventory and the supplier balance.
Because purchases post to stock and to your accounts in the same step, the value of your inventory and the balance owed to each supplier are always current — not a month behind.
Where purchase data goes next
Received stock is immediately sellable inbilling & POSand visible in inventory. Supplier bills post to accountingwith input VAT, and purchase figures feed the supplier and margin views inreports. The whole chain stays IRD-compliant.
Common purchase questions
Can I receive stock before the supplier's bill arrives?
Yes. Goods receipt and supplier billing are separate steps, so stock is available to sell as soon as it is booked in — the invoice can be recorded whenever it reaches you.
Does purchase entry update my VAT purchase book?
Yes. Recording a supplier bill with VAT posts the input tax to your purchase book, so the figures for your VAT return are built as you go rather than compiled at filing time.
Can I include freight and customs in the product cost?
Yes. Landed cost charges such as freight, customs duty, and handling can be added to a purchase and distributed across the items, so your cost price and margins are accurate.
How do I handle stock returned to a supplier?
Raise a purchase return. Lotussoft ERP reduces the stock and issues a debit note that adjusts the supplier's outstanding balance in the same step.
See purchase and stock stay in step
Book a free demo and follow one purchase from order to payment — and watch stock, VAT, and the supplier ledger update themselves.
Request a Free Demo