हिन्दी

Purchases and returns

What you’ll do here: enter a supplier’s bill, send goods back to a supplier, and take goods back from a customer.

Purchases and supplier returns are for the owner and managers. Sale returns can be taken by cashiers too, within the shop’s rules.

Entering a purchase bill

When goods arrive with the supplier’s bill, enter it the same day. This adds the stock, records what you owe the supplier, and keeps your purchase GST right.

Open it with Alt+P, 2 on the main menu, or Transactions › Purchase Bill.

The top of the bill

1. Date: the day you receive the goods. Press Enter to keep today.
2. Supplier (F1 list · F2 new): type the first letters of the supplier’s name, or press F1 for the list. Press F2 to add a new supplier.
3. Supplier bill no.: the number printed on the supplier’s bill. If you’ve already entered a bill with that number from that supplier, Setu asks “Bill … from … is already entered. Enter it again anyway? (Y/N)”. Usually the answer is N.
4. Bill date: the date printed on the supplier’s bill. You can leave it blank if it’s the same day.

The items

For each item on the supplier’s bill:

1. In Item, scan the barcode or type the name and pick the item. Press F2 for a new item.
2. Fill in the line from the supplier’s bill. Press Enter to go from box to box:
   • Unit: press Space to change between the piece and the pack (for example PCS and BOX);
   • Qty: how many came;
   • Free qty: any free pieces the supplier gave;
   • Rate: the rate as printed on the supplier’s bill;
   • Purchase disc %: the supplier’s discount, if any (some shops have two discounts, Dis 1 % and Dis 2 %);
   • GST %: the item’s GST rate;
   • MRP: the MRP printed on the packets;
   • Sale rate: your selling rate.
3. Press End when the line is done. Setu says “… added. Next item, or Ctrl+W to finish.”

On each item’s line, Setu shows the item’s last purchases (rate, MRP and stock) to help you check. Press F6 to hide or show them.

One line of a purchase bill being filled in. Open a purchase bill with Alt+P.

Press Ctrl+M on a line to add the Mfg date printed on the packet (optional), as 01-06-2026, 01062026 or 06/26.

If an item comes in at a new MRP, Setu keeps that stock apart at its own MRP. If it comes in at an older MRP the shop already has, it goes into that older lot. See Choosing the MRP.

To remove a line, press Del or Ctrl+D. Ctrl+Z puts it back.

Finishing the purchase

1. On the empty item line, press Ctrl+W (or End).
2. Freight / other: any transport or other charges on the bill. They are added to the cost of the items.
3. Paid now (cash): what you paid the supplier in cash right now, if anything. The rest stays as what you owe.
4. Check the Bill total against the supplier’s bill.
5. Press End, or click Save purchase (End).

Setu says “Saved … · ₹…. Stock updated.”

When the GST doesn’t match the supplier’s bill

Setu works out the GST on each line. If the supplier’s bill shows slightly different GST figures (from their rounding), press Ctrl+G and type the supplier’s own GST figures, so your records match their bill.

Changing a purchase bill

If a purchase was entered wrongly, choose Transactions › Change a purchase bill (owner and manager). Pick the bill, correct the lines, and press End on an empty item line to save the change. The old entry is reversed and the corrected one takes its place.

Returning goods to a supplier (debit note)

For expired, damaged or wrong goods going back to the supplier, choose Transactions › Purchase Return (debit note) (owner and manager). The screen is headed PURCHASE RETURN (DEBIT NOTE).

A debit note being made. Open it from Transactions › Purchase Return (debit note).

1. Supplier: choose the supplier.
2. Bill no. (theirs or ours; F1 = list): the purchase bill the goods came on. Press F1 (or ↓) to pick from the supplier’s bills.
3. The bill’s items are listed. For each item going back, type how many, or press Space (or +) to send back all of it. A scan adds one more. Backspace clears the number.
4. Press Enter and type the Reason, for example “expired”.
5. Press End, or click Save debit note (End).

A slip prints for the supplier’s salesman to take with the goods. The amount comes off what you owe the supplier, and the stock goes down.

Sale returns

When a customer brings goods back, choose Transactions › Sale Return (credit note). The screen is headed SALE RETURN (CREDIT NOTE).

1. Customer: choose the customer, or press Enter to go on without one (cash bills).
2. Bill no. (↓ = recent): type the bill number, or press ↓ to pick from recent bills. Setu shows the bill’s date and total.
3. For each item coming back, press Space to return all of it, or type the quantity.
4. Mark what happens to it: R restock (back on the shelf), D damaged, or E expired. Only restocked goods go back into stock.
5. Press Enter and type the reason (it is required), for example “wrong item”.
6. Choose the refund: C cash, U UPI, K card, or A adjust in the customer’s account. A cash bill is refunded in cash, UPI or card.
7. Press End, or click Save return (End).

Setu saves a credit note and says, for example, “Saved … · refund ₹… by Cash.” To print it, find it with Alt+M and press F10.

Some things to know:

• A return is made against the bill the customer actually has. If that bill was changed later, Setu points you to the new bill.
• You can’t return more than was sold. Setu says “only … can be returned.”
• A cashier can take returns for bills up to 7 days old (the owner can change Cashier return window (days), or switch off Cashier can take returns). Older bills need a manager’s approval.
• If the bill wasn’t paid in full, adjust the return in the customer’s account.

For a return where the customer takes something else instead, use an exchange: press * on a new sale bill. See More at the counter.