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Buyers

The Buyers master module manages the profiles of traders, commission agents, processors, and corporate entities who purchase commodities from your business (or supply goods in party-to-party trading).

Buyers & Traders Directory

What is this?​

A Buyer record stores commercial, billing, tax (GSTIN/PAN), and location details for a trading party. Saving a Buyer automatically creates a dedicated accounting ledger and unlocks the Party 360 workspace for complete visibility into their sales, purchases, receipts, payments, and ledger balance.

When should I use it?​

Create a Buyer record before recording an Auction Sale or Stock Sale, logging a Party Purchase (Kacha Arhat), or recording a Receipt/Settlement with that trader.

How to create a Buyer​

  1. Open Parties > Buyers / Traders (or click Buyers from the Setup Center).
  2. Click + Create Buyer.
  3. Enter the Party Name, Contact Person, Mobile, Address, City, State, and District.
  4. Select GST Registration (Unregistered or Registered). If Registered is selected, enter their 15-character GSTIN.
  5. Click Create Buyer.

Create Buyer Form

Fields explained​

FieldWhat it meansWhat to enter
Party NameOfficial trade or legal name of the buyer.Required. Printed on tax invoices and statements.
Contact PersonPrimary point of contact at the buyer firm.Optional contact name.
MobilePrimary contact number.Required. Must be 10 digits starting with 6, 7, 8, or 9.
CityBilling or operational city of the buyer.Required.
State & DistrictBilling state and district.State is required (used for CGST/SGST vs. IGST calculation) and filters the District dropdown.
GST RegistrationIndicates whether the party holds an active GST registration (Unregistered or Registered).Select Registered for B2B buyers. When selected, GSTIN becomes required.
GSTIN15-character Goods and Services Tax Identification Number.Required when Registered is selected. Automatically derives and validates State and PAN.
PAN10-character Permanent Account Number.Automatically extracted when a valid GSTIN is entered, or entered manually for unregistered parties.
Credit LimitOptional exposure threshold.Maximum outstanding receivable balance permitted for this buyer.

Smart GSTIN Auto-Fill & Validation​

When you enter a valid 15-character GSTIN on a Buyer form:

  • Digital Bahi normalizes the GSTIN to uppercase, automatically sets the matching State from the 2-digit prefix, and populates the PAN field from characters 3–12.
  • Cross-validation ensures you cannot save a Buyer with a State or PAN that conflicts with their GSTIN.

Party 360 Workspace​

Clicking View on any buyer in the Buyers list opens the Party 360 workspace (/masters/buyers/view/:id), organized into 6 tabs for the selected Financial Year:

Party 360 Workspace

  1. Overview:
    • Current Balance: Shows the live balance with clear accounting interpretation:
      • Debit (Dr) — Receivable from Buyer: Money the buyer owes your business for sales billed to them.
      • Credit (Cr) — Advance / Payable to Buyer: Money your business owes the party (such as an advance received or an unpaid party purchase).
      • Settled (0.00): Account is fully cleared.
    • Summary Metrics: Sales this FY, Purchases this FY, Receipts this FY, Payments this FY, and recent ledger activity.
  2. Sales: Embedded list of all sales billed to this buyer.
  3. Purchases: Embedded list of any party purchases recorded from this trader.
  4. Payments & Receipts: Combined view of Receipts collected from and Payments made to this party.
  5. Ledger: Full Party Ledger statement with PDF and Excel export options.
  6. Profile: Complete identity, GST, credit limit, and address details.

Editing and archiving​

You can update buyer contact, GST, or credit limit details at any time. If you stop trading with a buyer, archive (deactivate) their profile so they no longer appear in new transaction dropdowns while keeping all historical invoices and ledger entries intact.