Purchase Orders and Vendor Bills for Builders
A purchase order is raised, goods are received at the site or the central store, and the vendor’s bill is checked against both. Payments due are then listed vendor by vendor.
Three records for every purchase
Purchases are tied together by three documents. The purchase order states what was asked for, the goods received entry states what arrived, and the vendor bill states what is being charged. Keeping them in one place lets the accounts team compare them without a file search. A mismatch is visible before the bill is passed.
From order to payment list
Who works on it
Site engineers raise indents, and purchase staff turn them into orders. Storekeepers record what is received. Accounts checks the bill and keeps the dues list. Billing and purchase screens are easier on a laptop in the office, while receiving at the gate can be recorded closer to the stock.
What stays outside
The software lists vendor bills for the firm’s accountant. It does not post into Tally directly, although an export can be agreed at set-up where retyping is heavy. Approval limits for orders and the payment terms printed on them are confirmed with the customer when the work is scoped.
Frequently asked questions
Does the vendor bill have to match the order exactly?
No. The software shows the difference and the firm decides whether to pass, query or hold the bill.
Can goods be received at the site and not the store?
Yes. Receipt can be recorded at the site or at the central store, and the entry says which. Material at the store is issued to sites through indents.
Will it pay the vendor?
No. It lists what is due and records payments made, including UPI and bank transfer references. The payment itself is made through the firm’s bank.
Is there a link to Tally for vendor bills?
Not directly today. Bills are listed for the accountant, and an export is written at set-up if the firm wants one.
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