Purchase Invoice Import Software

Last updated: 23 October 2026

What problem does purchase import solve?

Here is how distributors and chemists describe purchase entry before they import:

• "Typing one long supplier bill takes ages, and the goods wait until it's done." Until the purchase is saved, the stock isn't in the software, so the counter can't bill goods that have already arrived.
• "One wrong rate or batch number, and both my stock and my margin are off." A typing mistake in a rate, a quantity or a batch shows up weeks later as a stock difference or a loss.
• "Every supplier sends a different file, so import never worked for us." Each company and distributor lays out its file in its own way, and a tool that reads only one layout is not much use.

ValueSoft's purchase import handles all three. The supplier's file is read instead of typed, and you teach ValueSoft each supplier's layout once.

Which files can you import into ValueSoft?

We don't publish a list of "supported suppliers", because the import does not depend on one. You tell ValueSoft once which column in a supplier's file, whether CSV, Excel or PDF, holds which detail. That one-time mapping is then used for the next files from the same supplier. When a new supplier sends a file in a new layout, you can map it yourself without calling us.

How do you import a purchase bill from Excel, CSV or PDF?

1. 1

   Get the file from your supplier

   Ask the supplier to send the invoice as a CSV or Excel file along with the goods, or use the PDF invoice they already send.

2. 2

   Map the supplier's columns once

   The first time you import from a supplier, match the columns in their CSV, Excel or PDF file to the details ValueSoft needs. This is the one-time mapping, and you can do it yourself for every new supplier format.

3. 3

   Import the bill

   Choose the supplier and the file. ValueSoft reads the invoice lines from the file, so nobody types them.

4. 4

   Check the entry before you save

   ValueSoft's supplier-wise purchase entry screens have multiple discount columns, manufacturer details and entry number and date options. Compare the entry with the supplier's printed bill once before saving.

5. 5

   Record short supply or join invoices

   If fewer goods arrive than were billed, make a short supply entry. If one delivery came with two or more invoices, join them into one purchase.

6. 6

   Let ValueSoft set the sale rate

   ValueSoft can calculate the sale rate from the purchase rate and your margin. Pharma distributors can auto-calculate PTS (price to stockist) and PTR (price to retailer) with margin entry and dual rate options.

7. 7

   Stock, batch and expiry update

   The saved purchase adds to your stock. Batch and expiry dates are stored with every purchase, so near-expiry reports and batch-wise stock include the new goods. When you bill, ValueSoft offers the earliest-expiry batch first (FEFO: first expiry, first out).

8. 8

   Reconcile with GSTR-2A/2B

   At return time, reconcile your purchases with GSTR-2A/2B for one month or many, and see mismatches before you file. Read more on GSTR-2B reconciliation.

Typing a purchase bill vs importing it

Purchase import also feeds the reports you use after the purchase. ValueSoft keeps each item's purchase history, shows it while billing, and has a product purchase difference report (there is a tutorial video on it in our video tutorials). Pharma distributors can also track sales against each purchase invoice.

Who uses purchase import?

Anyone who buys from the same suppliers again and again saves typing with it. ValueSoft's product pages describe it for these trades:

If you are a distributor, the export side matters too. When your retailers also use software, sharing your sales bills as CSV or XML saves them the same typing you just saved.

Which ValueSoft plans include purchase import?

Purchase import is not a separate line in our pricing table, so ask us to confirm it for your plan during the demo. The table does show:

• Sale and purchase invoices: all five plans.
• Stock report and goods ledger: all five plans.
• Auto GSTR-2 invoice reconciliation: Mini, Lite, Plus and Max, but not Basic.

Plan prices are one-time. Updates and support are free for the first year; from the second year there is a yearly AMC (annual maintenance contract) of ₹3,500 per user.

Compare every feature on the pricing page.

Why does a correct purchase entry matter for ITC?

ITC (input tax credit) is the GST you paid on purchases, which you set off against the GST on your sales. Two rules decide when you can take it:

• Section 16(2)(aa) of the CGST Act: you can take ITC on an invoice only when your supplier has furnished its details in their statement of outward supplies and those details have been communicated to you.
• Rule 36(4) of the CGST Rules (in force since 1 January 2022): no ITC on such an invoice unless the supplier has furnished it in GSTR-1 (or the invoice furnishing facility) and it has been communicated to you in GSTR-2B.

So every month you need to compare your purchase register with GSTR-2B. Importing the supplier's file cuts out re-typing in that register, and ValueSoft's reconciliation then shows the bills that are in your books but not in GSTR-2B, or the other way round. Whether a particular credit can be taken is a question for your CA.

Sources

• CGST Act, 2017, CBIC consolidated text (as on 1 January 2022): section 16
• Notification No. 40/2021-Central Tax (29 December 2021): rule 36(4) substituted from 1 January 2022