Purchase and vendor bills

Purchase, from material request to vendor bill

Q: Does Unnati compare vendor quotations?

Yes. An RFQ goes to several vendors against the same requirement and the responses are held together for comparison, so the buyer chooses on the record rather than from a pile of emails. The chosen quotation becomes the purchase order without retyping the lines.

Q: Can I stop a purchase order that breaks the budget?

Purchase budgets are checked while the order is being raised, so an order that would cross the ceiling is caught at the point of decision. The control is on the document, which is more useful than a report that tells you about the overspend three weeks later.

Q: Does Unnati reconcile purchases with GSTR-2A or 2B?

Not today. Unnati matches the vendor bill against your own purchase order and goods receipt note, and captures input GST on the bill. Automatic reconciliation with GSTR-2A and 2B from the portal is on the roadmap and is not part of the product at present.

Nobody orders what is already in the godown, and nobody pays for what did not arrive.

In short

Unnati takes a purchase from the material request the shop floor raises, through RFQ and vendor comparison, to a purchase order or a blanket order for the year. Receipts post as inward stock with a GRN, and the vendor bill is matched against the order and the receipt before accounting picks it up.

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PO-2608-0142Received in fullVikas Polymers — HDPE granules

Clear for payment

VendorVikas Polymers

Vendor GSTIN24AAAFV1122K1ZL

PO date26 Aug 2026

Payment termsCredit 30 days

BuyerJignesh T.

Approved byRakesh M. — Plant head

Summary

PO value: ₹8,65,740
Received: 9,400 KG
Bill value: ₹8,65,740
Match variance: ₹0

Items3-way matchGRNApproval trail

Item	HSN	Ordered	Received	Rate ₹	GST	Amount ₹
HDPE granules — natural	3901	9,400	9,400	92.10	18%	8,65,740

The real screenNot a picture of one

How it works

From a request on the floor to a cleared payment

The purchase chain exists to answer one question at the end of it: is this bill safe to pay? Each step below adds the evidence, and the last one checks it.

Step 1 of 6Material RequestMR-2609-0088

What happensThe floor or the store asks for material, with the quantity and the date it is needed.What it carries inItem, unit of measure and the stock balance at the time of asking.

And all of this is already true

A bill cannot quietly overcharge youRate against the order, quantity against the receipt — the difference is on screen before anyone approves it.

Input tax credit is claimableThe vendor GSTIN, HSN and tax split are on the record, not typed again at return time.

Stock and purchase agreeThey are the same GRN; there is nothing to reconcile between them.

Every approval has a name and a timeThe trail sits on the document, hash-chained with the rest.

In more detail

How it works in practice

The screens in order, and what happens as a record moves through them.

Three documents that have to agree
The order says what you asked for, the goods receipt note says what came, and the vendor bill says what you are being charged.
Blanket orders and budgets for planned buying
Repeat purchases do not need a fresh negotiation every month.
From receipt to stock without a second entry
When material is received, the GRN posts inward stock with the batch, and landed cost adds freight, duty and clearing to the consignment.

Built for India

TDS and input GST on the vendor bill

A vendor bill in India carries two tax questions at once, and both belong on the document rather than in a side note.

TDS sections are defined in Accounting and applied on the bill at the rate you set for that section

Input GST is captured on the bill so it flows into your GST working with the rest of the month

Landed cost keeps duty and freight in the item cost rather than hiding them in an expense head

Purchase reconciliation against GSTR-2A and 2B is on the roadmap; today the match is against your own order and receipt

Works with

The modules this one talks to

Unnati is one database, so these are not integrations. They are the same records seen from another screen.

Stock ManagementItems, batches, bins and godowns, counted live.AccountingOne ledger, GST returns and TDS together.ProductionBOM, manufacturing orders and job work.Quality ControlQC parameters, calibration, nonconformance.

Questions

Purchase Order: what buyers ask

Can the shop floor raise a purchase request without access to rates?

Yes. A material request only asks for an item, a quantity, a reason and a date. Rates, vendor selection and the order itself sit behind the purchase permissions, so a supervisor can ask for material without seeing commercial terms.

Does Unnati compare vendor quotations?

Can I stop a purchase order that breaks the budget?

Does Unnati reconcile purchases with GSTR-2A or 2B?

Read all frequently asked questions

Start where you are

See Purchase Order on your own data

Start a free trial with just this module switched on, or ask us to walk through it with your team.

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Prefer to read first? The comparisons with Tally, Odoo, ERPNext and Zoho are written to be checked, not believed — each one names what the other product does better.