Purchase bill entry in TallyPrime with AI

Purchase bills turns a supplier’s bill into a purchase entry without typing it. You upload a PDF or a photo, the bill is read with AI, every figure is checked by fixed rules, and you post it to TallyPrime as a purchase voucher. A bill that is already in your books is held back, so it is not booked twice.

Before you start

• The company is connected and TallyPrime is open with it, as for any entry. See Recording entries.

• Viewers do not see Purchase bills on the Accounts page; only owner, admin and accountant roles can upload and post bills.

• Your plan includes bill reading. The Free plan does not.

• Open Accounts and choose Purchase bills, next to Purchase invoice.

Upload bills

1. 1

   Check the company in the Company bar.

2. 2

   Drag the files onto Upload bills, or press Choose files. On a phone, Take a photo opens the camera.

3. 3

   Each bill shows in the list as Processing while it is read. It takes a few seconds.

Files can be PDF, JPG, PNG, HEIC or a ZIP of them, up to 20 MB each and 200 files at a time. One bill can have up to 50 pages. For the best read, photograph the whole bill flat and in good light; a PDF from the supplier reads best of all.

What is read and checked

The supplier’s name, GSTIN and state, the bill number and date, place of supply, reverse charge, each item line (description, HSN or SAC, quantity, unit, rate, discount, taxable value, GST rate and tax), charges such as freight, the tax totals, round off, the bill total and the amount in words. It also notes whether the document is a tax invoice, a bill of supply, a credit note or a debit note.

The reading is then checked, not trusted. The main checks are:

• the supplier GSTIN is valid, and the bill is made out to your company’s GSTIN;

• the date is not in the future or before GST began;

• CGST and SGST, or IGST, fit the supplier’s state and the place of supply, and CGST equals SGST;

• each line’s quantity × rate − discount equals its amount, the tax matches the line rates, and the GST rates are valid for that date;

• the lines add up to the totals, round off is within ₹1, and the amount in words matches the total;

• a bill of supply or an unregistered supplier charges no GST, and a credit or debit note names the original invoice;

• the bill is not already in TallyPrime or already posted from Balancely.

When a check doubts the first reading, the bill is read again with a stronger AI model and the two readings are compared. You can also press Read again with the stronger AI on a bill that is not yet posted.

E-invoice QR code

If the bill carries an e-invoice QR code, it is read from the page and its signature is checked against the GST e-invoice portal’s signing key. A signed QR shows E-invoice verified; its GSTINs, number, date and total are used where they differ from the bill, and its item count and main HSN are checked against the lines. If the signature cannot be verified, the bill shows E-invoice QR not verified and the QR is used only as a hint.

The bills list

Each row also shows a GSTR-2B badge: In GSTR-2B, Not in GSTR-2B yet, Differs from GSTR-2B or GSTR-2B not checked. It comes from the GSTR-2B month you loaded in the GSTR-2B check.

Review and fix a bill

1. 1

   Open the bill. The page image is on one side and the fields on the other.

2. 2

   The card at the top lists what to fix before posting. Click a line to jump to its field; the image shows where it was read.

3. 3

   Correct a field and press Enter. Tab moves to the next marked field.

4. 4

   Check Posting to TallyPrime (below), then press Post to TallyPrime, or Ctrl+Enter.

To drop a bill, press Discard. Nothing goes to TallyPrime, and the file is kept for 7 days, then removed.

Supplier, ledger and item mapping

• Supplier ledger: found by GSTIN, or by a close name (check it is the same supplier). If none matches, choose Use a ledger in TallyPrime or Add as a new supplier, which creates it under Sundry Creditors with the GSTIN and state from the bill.

• Purchase ledger, and the CGST, SGST or IGST ledger for the tax on the bill. Round-off ledger is needed only when the total has paise rounded off.

• Stock item in TallyPrime: each line is matched by HSN or name. If none fits, tick the line’s Add … as a new stock item box; it is created with the HSN and GST rate from the bill.

• A charge line such as freight is matched to a ledger automatically: the one used for this supplier’s earlier bills, or a ledger of that kind in TallyPrime.

Anything new is created only after you confirm Add to TallyPrime and post? with Add and post.

Post all ready

Post all ready on the list posts every bill under Ready, not only the ones on screen. You confirm once. Ready bills passed every check and need nothing new created, so each goes in as a purchase voucher.

Duplicates

A bill is a duplicate when TallyPrime already has a purchase from the same supplier with the same bill number, or when a bill with the same supplier GSTIN, bill number and financial year was already posted from Balancely (here or from the GSTR-2B check) or is earlier in your list. It is not posted unless an owner or admin opens it and chooses Post anyway. An exact copy of a file uploaded before is marked Duplicate straight away.

Bill-reading pages and your plan

Each page of a PDF counts as one bill-reading page, and each photo counts as one, against your plan’s monthly allowance. Pages count when you upload, even if the bill is later discarded or cannot be read. An exact copy of a file already in your list is not counted again. If an upload has more pages than are left this month, none of its files is read and the upload shows This month’s bill pages are used up, with a link to the plans. The voucher you post, and each supplier, item or unit you add with it, counts towards your plan’s monthly entries.

What happens in TallyPrime

• A tax invoice or bill of supply becomes a Purchase voucher: the supplier ledger, your purchase ledger, the items with quantity and rate (or one amount for a service bill without quantities), the GST ledgers and the round off.

• The supplier’s bill number is saved as the supplier bill number and reference, with a narration naming the file it was read from.

• A supplier’s credit note becomes your Debit Note, and their debit note your Credit Note, with the original invoice number and date.

• A reverse-charge bill is posted as a reverse-charge purchase.

• Existing vouchers, ledgers and items are never changed. Each posted bill is listed in History.

Common questions