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Purchase

The Purchase module records the commercial acquisition of crops from a Farmer or Supplier/Trader, computes applicable charges (Dhanka, Jharai, Tulai) and taxes (GST, Mandi Shulk), updates your physical inventory, and posts the payable obligation to the supplier's ledger.

Purchases List

What is this?​

Digital Bahi supports two purchase categories and two line-item sources inside Daily Work > Purchases (/transactions/purchase):

  • Purchase Source Types:
    • Farmer Purchase (Arrivals): Buying agricultural produce directly from a registered Farmer.
    • Merchant Purchase (Direct): Buying goods from another trader or supplier (Buyer / Party).
  • Item Sources:
    1. Arrival-Linked Purchase: Pulls one or more weighed arrival items from the Select Arrival lookup dialog (or directly from Daily Work > Arrivals & Weighment). The commodity, bags, and net weight come from Tulai in an Arrival.
    2. Manual Purchase: Adds a row via + Add Manual Row (Source Type: Manual) and enters the commodity, bags, weight/bag, loose weight, and rate directly on the Purchase form without an Arrival record. See Manual Purchase.

Before you start​

  • Ensure your Setup Center status is Ready to Trade (Business Profile, Commodities, and Charges configured).
  • For Arrival-Linked Purchases, the arrival item must have completed Tulai in an Arrival.
  • Confirm the purchase date falls within an open, unlocked Financial Year.

How to record a Purchase​

Step 1: Select Purchase Source Type and Supplier​

  1. Open Daily Work > Purchases (/transactions/purchase) and click + New Purchase Entry (or click the purchase icon directly from Daily Work > Arrivals & Weighment).
  2. In the Select Arrival dialog that opens automatically for Farmer Purchases, check one or more weighed arrival rows and click Use Selected Items—or click Skip (Manual Entry) to start with a manual row.

Select Arrival Dialog for Purchase

  1. Verify the Purchase Source Type (Farmer Purchase (Arrivals) or Merchant Purchase (Direct)), the Farmer or Party, and the Purchase Date.

Step 2: Add or Review Arrival-Linked and Manual Items​

  • From Arrivals: Click Fetch Arrival Items at any time to reopen the multi-select arrival lookup dialog.
  • Manual Entry: Click + Add Manual Row to add a line item with Source Type: Manual and enter the Commodity, Bags, Weight/Bag, optional Loose Weight, and Rate.

New Purchase Entry Form

Step 3: Review Charges, Mandi Tax, and GST​

Digital Bahi automatically evaluates all active Charges configured for that transaction type and commodity (for example, deducting Dhanka (1.5%) and Jharai (0.5%) on a Farmer Purchase) and computes any applicable GST and Mandi Tax (MTP).

  • Click Preview Voucher to inspect the exact double-entry debit and credit lines before saving.

Step 4: Save Purchase Entry​

Click Save Purchase Entry to finalize the Purchase Bill, create physical stock lots, and post the double-entry accounting voucher. You can view or print any posted purchase by clicking its row or the View (👁️) / Print (🖨️) icons in the Purchases list.

Purchase Details & Summary

What happens after posting?​

  1. Inventory Lot Creation: Digital Bahi creates a physical stock lot for each purchased commodity item and tracks Mandi Tax Paid (MTP) on the lot to prevent double taxation on downstream sales.
  2. Double-Entry Accounting: Automatically debits Stock in Hand (and GST Input if applicable), credits the Farmer / Supplier Ledger for the Net Payable amount, and credits/debits linked charge accounts (such as Dhanka Liability SYS-LIAB-DHANKA).
  3. Arrival Locking: Linked arrival items are marked Completed (Generated) and locked against conflicting edits.

Status Lifecycle & Cancellation Safeguards​

Purchases follow a strict Draft → Posted → Cancelled lifecycle:

  • Draft purchases can be edited or deleted freely.
  • Posted purchases are read-only. To reverse a posted purchase, use the Cancel action on the Purchase Details screen.
  • When Cancellation is Blocked: Digital Bahi protects your inventory and accounting integrity by blocking the cancellation or deletion of a Purchase if any of the following have already occurred:
    1. Stock Consumed: Any portion of the generated stock lot has already been sold or reduced (Available Quantity < Purchased Quantity).
    2. Mandi Tax Recovered: Mandi tax paid on the lot has already been recovered on a downstream sale.
    3. Downstream Stock Movements: Outward or adjustment movements exist against the lot.
    4. Linked Sale Invoice: The underlying arrival item is linked to an active Sale Invoice.
    5. External Voucher References: Another posted accounting voucher references this purchase number.

If a Purchase is blocked from cancellation, you must first cancel or reverse the downstream Sale or dependent transaction before cancelling the Purchase.