Upbooks Purchase Module
Complete Procurement Control
Manage your entire procurement and expense lifecycle with accuracy, transparency, and control. From vendor onboarding and purchase orders to inventory tracking, expenses, debit notes, and payment debits.
Introduction
The Purchase Module in Upbooks is a comprehensive solution designed to help businesses manage their entire procurement and expense lifecycle with accuracy, transparency, and control. From vendor onboarding and purchase orders to inventory tracking, expenses, debit notes, and payment debits, the Purchase Module ensures that every outgoing transaction is properly recorded, tracked, and analyzed.
This module is ideal for businesses of all sizes that want to streamline purchasing operations, control costs, maintain compliance, and gain real-time insights into spending.
Centralized Purchase Management
Upbooks provides a centralized system where all purchase-related activities are managed under one module. This eliminates fragmented data, reduces manual reconciliation, and ensures consistency across procurement, finance, and inventory teams.
The Purchase Module covers:
- Vendors
- Inventory
- Purchase Orders
- Debit Notes
- Expenses
- Payment Debits
All data is connected, enabling seamless flow between different purchase activities.
Vendor Management
Vendor management is the foundation of the Purchase Module.
Vendor Creation & Profiles
Users can create detailed vendor profiles that include:
- Vendor name and contact details
- Business or individual vendor type
- Products and services supplied by the vendor
- Tax information (GST, VAT, or custom tax types)
- Payment terms and notes
This structured approach ensures vendors are easily searchable and reusable across purchase orders, expenses, and payments.
Vendor-Based Tracking
- ✓View all purchase orders linked to a vendor
- ✓Track expenses vendor-wise
- ✓Monitor outstanding payments
- ✓Maintain vendor-specific debit notes
This helps businesses manage vendor relationships efficiently.
Inventory Management
The Purchase Module includes a powerful Inventory Management system for businesses that deal with physical goods.
Stock Control
- ✓Track stock availability in real time
- ✓Monitor stock-in and stock-out movements
- ✓View stock status across different locations or projects
Inventory Ledger
Each product has a dedicated inventory ledger that records:
- • Opening stock
- • Purchase quantities
- • Issued or transferred stock
- • Closing balance
This provides complete transparency and audit-ready inventory records.
Stock Transfers
- ✓Transfer stock between warehouses, branches, or projects
- ✓Maintain transfer history
- ✓Prevent stock mismatches
Purchase Orders
Purchase Orders (POs) are a critical part of procurement workflows.
PO Creation
Upbooks allows users to create purchase orders based on:
- Vendors
- Projects
- Products or services
Each purchase order includes:
- PO number
- Vendor details
- Item list with quantity and pricing
- Tax configuration
- Delivery and payment terms
Project-Based Purchasing
Businesses working on multiple projects can create POs specific to projects, enabling:
- ✓Better cost allocation
- ✓Accurate project expense tracking
- ✓Improved budgeting
Debit Notes
Debit Notes are used to record adjustments or claims against vendors.
Debit Note Management
- ✓Create debit notes vendor-wise
- ✓Link debit notes to purchase orders
- ✓Adjust amounts due to returns, pricing issues, or discrepancies
This ensures vendor accounts remain accurate and transparent.
Expense Management
The Expense section allows businesses to manage both operational and procurement-related expenses.
Expense Creation
Expenses can be created based on:
- Purchase orders
- Vendors
- Expense types
Users can add details such as:
- Expense date
- Category
- Amount
- Tax
- Notes
Expense Categories
- ✓Create custom expense categories
- ✓Assign categories during expense creation
- ✓Analyze spending category-wise
This provides better visibility into where money is being spent.
Payment Debit Management
Payment Debit allows businesses to track payments made to vendors.
Payment Recording
- ✓Record payments against purchase orders or expenses
- ✓Support multiple payment accounts
- ✓Track partial and full payments
Vendor Payment History
- ✓View payment history vendor-wise
- ✓Monitor outstanding balances
- ✓Improve payment planning and cash flow
Purchase Overview Dashboard
Like all Upbooks modules, the Purchase Module includes a dedicated Overview Dashboard.
Dashboard Insights
Real-time purchase tracking
Breakdown by vendor
Visualize spending patterns
Track pending amounts
Interactive charts and graphs help decision-makers analyze procurement performance.
Filters & Search
Advanced filters are available across all purchase sections:
Vendor Filters
Filter by vendor name or type
Date Range Filters
Filter by specific time periods
Project-Based Filters
Filter by project or cost center
Category Filters
Filter by expense or product category
These filters allow users to quickly access relevant data, even when managing large datasets.
Import & Export
Upbooks supports bulk data operations for purchase management.
Import
- ✓Import vendors, inventory, or expenses via CSV
- ✓Field mapping support
Export
- ✓Export purchase data in CSV or PDF format
- ✓Useful for audits, accounting, and reporting
Tax Compliance & Custom Tax Management
Upbooks supports modern tax systems, including:
GST
Indian GST compliance
VAT
International VAT support
Custom Tax
Custom tax structures
Taxes can be applied at:
This ensures accurate tax calculations and compliance.
Scalability & Automation
The Purchase Module is built to scale with growing businesses:
High Transaction Volumes
Handle large-scale procurement operations
Multiple Vendors & Projects
Support complex organizational structures
API-Based Integrations
Automate data sync with external tools
Businesses can automate data sync and integrate with external tools.
Pricing Plans for Purchase Module
Choose the plan that fits your business needs.
*Prices are exclusive of taxes
Free
Perfect for getting started
/ Month
- ✓Sales Order & Invoicing
- ✕Vendors & Purchase Orders
- ✓Expense Management
- ✓Finance & Accounting
- ✓Centralized Documents Repository
- ✓Advanced Reports
- ✕Automated Reminders
- ✕API Key
- ✕Invite Teammates
- ✓0.5 GB Storage Included
- ✓Expense Tracking App
- ✕Projects Management App
- ✕Employee Connect App
- ✓Notekeepr By Upbooks™
- ✕Custom Domain
Basic
For small teams
/ Month (Billed annually)
Billed yearly- ✓Sales Order & Invoicing
- ✓Vendors & Purchase Orders
- ✓Expense Management
- ✓Finance & Accounting
- ✓Centralized Documents Repository
- ✓Advanced Reports
- ✓Automated Reminders
- ✓1 API Key Included
- ✕Invite Teammates
- ✓2 GB Storage Included
- ✓Expense Tracking App
- ✕Projects Management App
- ✕Employee Connect App
- ✓Notekeepr By Upbooks™
- ✕Custom Domain
Startup
For growing teams
/ Month (Billed annually)
Billed yearly- ✓Everything in Basic
- ✓Leads & Enquiries
- ✓Inventory Management
- ✓HR & Payroll Suite
- ✓Add upto 50 Assets
- ✓Projects & Tasks
- ✓Dynamic Dashboards
- ✓2 Branches
- ✓1 Warehouse
- ✓5 Backups per Month
- ✓Invite upto 3 Teammates
- ✓5 GB Storage Included
- ✓Projects Management App
- ✓Notekeepr By Upbooks™
- ✕Custom Domain
Growth
For enterprises
/ Month (Billed annually)
Billed yearly- ✓Everything in Startup
- ✓Unlimited Clients & Vendors
- ✓Unlimited Leads & Enquiries
- ✓Unlimited Employees
- ✓Unlimited Assets
- ✓Deals & Contracts
- ✓Employee Spends & Reimbursements
- ✓Email Rules & Tracking
- ✓Unlimited Branches
- ✓Unlimited Warehouses
- ✓Invite upto 5 Teammates
- ✓10 GB Storage Included
- ✓Employee Connect App
- ✓Notekeepr By Upbooks™
- ✓Custom Domain
Enterprise
For large organizations
Talk to our team for a tailored plan
Contact SalesWhat's included:
Transform Your Procurement Process
The Upbooks Purchase Module provides a robust, flexible, and enterprise-ready solution for managing procurement, inventory, expenses, and vendor payments. By centralizing purchase operations, enabling real-time insights, and integrating seamlessly with finance and accounting, Upbooks helps businesses control costs, improve efficiency, and maintain financial accuracy.
With its modern design, automation capabilities, and deep analytics, the Purchase Module transforms purchasing from a manual process into a strategic advantage.