Does uploading a bill finish purchase entry?
No. Review and correct the extracted draft, then save the purchase before checking the resulting stock and supplier balance.
Fertilizer Purchases: From Bill to Stock
Short answer
Fertilizer purchase management connects three records: the supplier’s bill, the goods received and the amount owed. Compare all three before accepting a purchase as complete. A saved invoice can look correct while its pack size, delivered quantity or payment allocation is wrong.
Start with the document and delivery
Identify the supplier, invoice number and date before entering products. Search purchase history for the same bill to avoid saving it twice. Keep the original bill available and count the delivery by product, pack and batch. Separate damaged or disputed goods from the quantity you have accepted; resolve the difference with the supplier before finalizing the corresponding record.
Choose manual entry or a reviewed OCR draft
Upload a supplier invoice photo or PDF. Kroply extracts information into a draft; review and correct every line before saving the purchase to update stock. Use a readable image containing every page and the totals. Match extracted lines to the intended catalog products rather than selecting the first similar name. Manual entry needs the same checks: a familiar supplier or repeated product does not make the new invoice identical to the last one.
Check quantities before checking totals
Distinguish bags from kilograms and bottles from litres. Compare pack size, billed units, rate, discounts and configured tax details against the source document. A correct grand total alone does not establish correct stock: one line can be overstated while another is understated. Record batch and expiry details where applicable and verify the intended godown.
Worked receiving example
Illustrative quantities: a bill lists 20 bags, but the vehicle delivers 18. Recording 20 would overstate received stock by two bags. Keep a discrepancy note with the bill reference, contact the supplier and agree how the shortage will be documented. Do not silently change the supplier’s invoice or invent a return for goods never received. Save the supported purchase record only after the document and accepted quantities are reconciled.
Separate purchase value from payment
For an illustrative agreed bill of ₹12,000 with ₹4,000 paid, the remaining amount for that bill is ₹8,000 before other adjustments. An older supplier balance or available return credit can make the overall ledger different. Record the actual payment through the supplier workflow and check its account and date; entering the same amount as a general expense can duplicate the money movement.
Verify the saved result
Open the saved purchase and compare its lines with the reviewed bill. Check the product stock and supplier history, then retain the source document or reference. If saving appears delayed, search for the result before submitting again. Use the original purchase for an eligible return instead of editing stock to disguise the reversal.
Questions and answers
Should a supplier payment be entered as an expense?
Use the supplier payment workflow so it adjusts the payable. Shop operating expenses belong in the expense workflow.
Related resources
How Kroply handles this
Kroply records supplier purchases, payments and returns. Invoice OCR prepares a reviewable draft; saving the checked purchase updates stock.
Things to consider
Match the supplier, invoice reference, product pack, quantity and totals. Check whether the bill is already saved before submitting again, and resolve delivery differences with the supplier.