The short version: add each distributor as a supplier, record every delivery as inward stock with the bill photo, and record every payment you make. The supplier khata then shows exactly what you owe whom.
Set up your suppliers
Add the distributors and wholesalers you buy from. A mobile number is not required, which helps with the salesman who changes every few months. If you stop buying from someone, deactivate them; their bills and payments stay in the history.
Record a delivery as inward stock
- Open Khata and Suppliers and pick the supplier.
- Record Inward Stock. Add the items and quantities from the bill. Your stock goes up straight away.
- Attach the bill. Take a photo of the paper purchase bill and attach it to the entry.
- Record Payment when you pay, in full or in part. The supplier’s balance updates.
The Supplier ka khata tutorial shows these screens.
When you want more control over buying
- Purchase orders to send what you want before the delivery.
- Matching of the purchase order, the goods received and the supplier’s bill, so short deliveries stand out.
- Purchase returns for damaged or near-expiry goods going back.
- Compare supplier cost and a margin guard on inbound prices, so a price rise does not quietly eat your margin.
- Minimum order quantities, order cycles and buying suggestions from what is selling.
Why this matters at month end
When the distributor’s salesman says you owe ₹18,000, you can open his khata and check each bill and payment, with the photo of each bill. And because purchases and sales both flow into the shop’s books, the reports show sales, stock and margin without a separate spreadsheet.
For the customer side of credit, read digital khata for your shop.
Keep reading
- Digital khata for your shop: track udhaar without the notebook
- Stock management for a kirana store: batches, expiry and low stock
- Tutorial 08: Supplier ka khata (Hinglish video)
- OrderEasy FAQ: pricing, sign-up, payments and the customer app
Questions people ask
Can I add a supplier who has no mobile number?
Yes. You can add a distributor even without a mobile number, and deactivate a supplier later without losing their history.
Can I keep a photo of the paper purchase bill?
Yes. Attach a photo of the purchase bill to the purchase entry, so you find it on that bill later.
Does recording inward stock update my stock?
Yes. Recording inward stock against a supplier adds to your stock and to what you owe that supplier.
Can I make purchase orders and returns?
Yes. OrderEasy has purchase orders, goods receipt matched with the supplier bill, and purchase returns.