How to use purchase bills to track and manage inventory

 How to use purchase bills to track and manage inventory

As a small-business owner working to keep track of inventory, you know that sudden surges and slumps in client demand, supply chain bottlenecks, and miscategorized products can all make inventory tracking a huge problem. However, you shouldn’t have to deal with this burden while attempting to manage your business.

You must be able to track inventory efficiently and consistently in order to know what’s selling, what isn’t, and when to reorder in order to successfully run and expand your company.

A crucial aspect of managing a profitable business is monitoring the progress of and managing your inventory. Carrying too much inventory consumes money that could be used to pay bills or make investments in your company. On the other hand, you risk losing money if you have insufficient inventory because you won’t have enough items to sell.

Any successful business must have efficient inventory management. It is the technique of understanding and managing the flow of products, services, and information. To meet customer demand and support business operations, inventory control makes sure that the right amount of inventory is available at the right time and at the right price.

What is the significance of purchase bills in effective inventory management?

In inventory management, purchase bills play a crucial role in tracking and managing inventory.  Here’s how to utilize them for a seamless stock control.

1.     Create a purchase bill for each new inventory purchase

A purchase bill is a document that serves as a record of goods or services that a business has purchased from a supplier. It typically includes details such as the date of the purchase, the name and contact information of the supplier, a description of the goods or services purchased, the quantity and cost of each item, and any applicable taxes or discounts. The purchase bill is used for accounting and record-keeping purposes and is often required for tax and audit purposes.

It is important to create a separate purchase bill for each purchase transaction, so that you can easily track and manage your inventory.

2.   Assign a unique identification number

Assigning a unique identification number to each purchase bill helps you to easily identify and track each transaction. It is also useful for reconciling purchase bills with vendor invoices, as you can match the identification numbers to ensure that you have received all the items that you paid for.

3.     Keep track of the cost of each item on the purchase bill

The cost of each item should be clearly stated on the purchase bill, along with any additional expenses such as shipping and handling. This information is important for calculating the total cost of the purchase, as well as for tracking the value of your inventory over time.

4.     Update your inventory management system

 After receiving new inventory, it is important to update your inventory management system with the new items and the corresponding quantities. This helps you to keep track of your current inventory levels, and to determine when you need to reorder items.

5.     Use purchase bills to periodically review and update inventory levels

Purchase bills should be regularly reviewed to ensure that your inventory records are accurate and up-to-date. This includes reconciling purchase bills with vendor invoices, as well as physically counting your inventory to ensure that it matches the records in your inventory management system.

6.     Use purchase bills to track the value of your inventory over time

Purchase bills can be used to track the value of your inventory over time. This includes calculating the cost of goods sold, which is the cost of the inventory that has been sold to customers. This information can be used to determine the profitability of your business, as well as to make informed purchasing decisions.

7.     Keep all purchase bills in a safe place and easily accessible

It is important to keep all purchase bills in a safe place and easily accessible, as you may need to reference them in the future. This includes for tax purposes, inventory reconciliation, or for warranty purposes.


In conclusion, purchase bills play a critical role in inventory management. By creating a purchase bill for each new inventory purchase, assigning a unique identification number, keeping track of the cost of each item, updating your inventory management system, reviewing and updating inventory levels, tracking the value of your inventory over time, and keeping all purchase bills in a safe place, you can effectively track and manage your inventory.

Just like software can make your accounting or customer relationship management much easier and more effective, it can also take a lot of the pain out of tracking inventory. Inventory management tools can be set up to automatically update inventory levels when orders are received from multiple sources, whether online or in-person.



Clare Louise