Orders
Sales Order and Purchase Order Software for Small Business
Follow every order from the first price you quote to the last rupee you collect, and every purchase from the store keeper request to the supplier payment.
- Quotation, proforma, sale order, challan and invoice, each converting to the next
- Purchase requisition, purchase order, GRN with QC, purchase bill and return
- Partial delivery and partial billing tracked line by line
- Payment milestones, several challans on one invoice, and low stock straight to a PO
What is Sales & Purchase Order Software?
VyapRise turns each document into the next one, tracks what has been delivered and billed against every order line, splits a big job into payment milestones, and checks goods in with a quality status.
The full order cycle is part of Pro, and every new company gets it free for the 7-day trial; sales invoices stay on Free.
What the order management software covers
The order documents on this page are part of Pro at ₹1,499 per year, and open to every new company in the 7-day free trial. Purchase bills, payments, credit notes and debit notes are part of Pro too.
Quotations and proforma invoices
Send a quotation with your logo and UPI QR, then convert it into an invoice, a sale order or a challan. Proforma invoices run in their own PI series for advance payments. A payment schedule splits the price into milestones, such as 30% advance, 40% on delivery and 30% on completion.
Sale orders with part delivery
A sale order records what the customer asked for and tracks delivered and invoiced quantity on every line, so you can deliver and bill it in parts. Each milestone in its payment schedule raises its own invoice, and invoices and receipts can carry the customer's site or project.
Delivery challans
Send goods on a challan and convert it into an invoice later, or put several challans on one invoice. Goods that come back unbilled go on a return challan. An unbilled-challan report shows what has gone out without a bill.
Requisitions and purchase orders
Staff raise a purchase requisition, a manager approves it and converts it into a purchase order. Or turn the low-stock list into purchase orders: items are grouped by their last supplier and the PO is filled in. Approve the PO, print it or share it on WhatsApp with the supplier.
Goods receipt with QC
Record what arrived on a GRN with the warehouse, batch number and a QC status of pending, passed or failed. Only accepted quantity goes into stock.
Returns and notes
A sale return raises a credit note and can restock a chosen warehouse. A purchase return takes stock out and raises a debit note to the supplier.
How a sales order moves from quotation to payment
Take an electrical goods distributor. A contractor asks for a price on 500 LED bulbs. The distributor sends a quotation at ₹85 a bulb plus GST, as a PDF with a UPI QR, from the phone or the counter computer. The contractor agrees, so the quotation is converted into a sale order with one click; nothing is retyped.
The godown has only 300 bulbs ready. A delivery challan goes out with those 300, converted from the sale order. The order line now reads 500 ordered, 300 delivered, 0 invoiced. A week later the remaining 200 go out on a second challan. At the end of the month the distributor puts both challans on one GST invoice for 500 bulbs, ₹42,500 before tax, and the stock leaves the warehouse at that point (or with each challan, if you turn on the setting that lets a challan move stock). The order now shows fully delivered and fully invoiced.
If the contractor wants to pay an advance before any goods move, a proforma invoice in its own PI series does the job without booking a sale. For a larger job, a payment schedule on the quotation or sale order splits the price into milestones, say 30% advance, 40% on delivery and 30% on completion, and each milestone raises its own invoice. If the contractor runs several sites, the site goes on each invoice and receipt, and VyapRise shows billed, received and owed per site. If 10 bulbs come back damaged after billing, a sale return against the invoice raises a credit note and can put the goods back into the godown you choose. Payments are recorded against each invoice, and the outstanding report shows what is still due. The differences between these documents are covered in what a sales order is and what a delivery challan is.
How a purchase order moves from request to supplier payment
On the buying side, the store keeper sees bulbs running low and raises a purchase requisition for 1,000 pieces. The owner approves it and converts it into a purchase order to the supplier at ₹60 a bulb. When many items run low at once, the low-stock list does this in one go: it groups the items by their last supplier and fills a purchase order for each. Once the PO is approved, it can be printed or shared on WhatsApp, and it books nothing in the accounts, because no goods have arrived and no bill exists yet.
When the supplier invoice comes, Create Bill on the PO opens a purchase bill with the same lines, ready for the supplier invoice number, GST and any discount. The bill books the purchase, the input GST and the amount payable, and the PO moves to completed. The same purchase bill handles reverse charge and imports: pick regular, reverse charge, import of goods (with the bill of entry, port and customs IGST) or import of services, and the figures flow to GSTR-3B. The bill and the GSTR-3B report are Pro.
For businesses that check goods in, a GRN records what actually arrived: the warehouse, a batch number and the QC status. Say 1,000 bulbs arrive and 20 fail the check. The GRN accepts 980, and only those 980 go into stock. The 20 rejected bulbs go back on a purchase return, which raises a debit note of ₹1,200 plus GST to the supplier. The debit note shows in the supplier ledger, and when you pay, the payment voucher is allocated against the bill. If you do not use GRNs, the purchase bill puts the goods into stock by itself.
For a printable format and the usual approval steps, see purchase order format and process. Stock levels after each step are covered under inventory management.
Order tasks and how VyapRise handles them
| Task | How VyapRise handles it | Plan |
|---|---|---|
| Quote a price | Quotation with logo, terms and UPI QR; converts to invoice, sale order or challan | Pro |
| Take an advance | Proforma invoice in its own PI series | Pro |
| Book a customer order | Sale order with ordered, delivered and invoiced quantity per line | Pro |
| Deliver in parts | Challans or invoices converted from the sale order, as many as needed | Pro |
| Take payment in stages | Payment schedule on a quotation or sale order; each milestone raises its invoice | Pro |
| Bill what was delivered | One or several challans converted into a GST invoice; stock moves on the invoice unless challans are set to move it; return challans; unbilled-challan report | Pro for the challan; on Free, invoices count toward 10 a month |
| Track a customer's sites | Site or project on invoices and receipts, with billed, received and owed per site | Free on invoices (receipts, quotations, orders and challans Pro) |
| Request stock internally | Purchase requisition, approved and converted into a purchase order | Pro |
| Reorder low stock | Low-stock items grouped by last supplier, purchase order filled in | Pro |
| Order from a supplier | Purchase order: open, approved, Create Bill, completed; print and WhatsApp share | Pro |
| Check goods in | GRN with warehouse, batch number and QC status; accepted quantity enters stock | Pro |
| Return goods to a supplier | Purchase return that takes stock out and raises a debit note | Pro |
| Book an import or reverse-charge purchase | Nature of supply on the purchase bill: reverse charge, import of goods or import of services; self-invoice for reverse charge | Pro |
| Pay the supplier | Payment voucher allocated against purchase bills | Pro |
Pro at ₹1,499 per year covers every order document and has no invoice limit, and every new company gets it free for 7 days. On Free, sales invoices keep working, limited to 10 a month; see pricing.
Getting started with orders in VyapRise
- 01
Add customers, suppliers and items
Import them from an Excel or CSV export, or add them as you go. Items carry rate, HSN and GST, so every order fills itself in.
- 02
Set your document series
Choose prefixes for quotations, orders, challans, invoices and purchase orders, and pick a print layout for each.
- 03
Give staff their own logins
Add your sales, store keeper and accountant users with the roles they need. Staff users are part of Pro, with no charge per user.
- 04
Run your first order end to end
Quote, convert to an order, deliver on a challan and invoice it. On the buying side, raise a PO and create the bill from it.
Is this purchase order software for small business a good fit?
A good fit if you
- Are a distributor or wholesaler who delivers in parts against customer orders
- Are a small manufacturer who needs requisitions, POs and goods checked in with QC
- Want staff to raise requests and an owner to approve them
- Send goods on challans and bill several of them together at the end of the week or month
- Bill contractors by site or project, or in milestones against one order
- Want the whole cycle for one price, ₹1,499 per year, with no per-user charge
Not a fit yet if you need
Customer credit limits that block an order outright (a limit warns, or needs the owner's approval if you turn that on), a CRM with leads and a sales pipeline (customer follow-ups exist, leads do not), automatic order confirmations by SMS or WhatsApp, or e-way bill numbers generated from an order. VyapRise does not do these today. Sales invoices can be emailed to the customer or sent as a link; quotations, orders and POs are shared as PDFs through the phone share sheet or WhatsApp click-to-chat.
Checklist: what order management software should do
- Convert a quotation into an order, challan or invoice without retyping
- Show ordered, delivered and invoiced quantity for every order line
- List challans that have gone out without an invoice, and bill several of them on one invoice
- Split a large order into payment milestones, each with its own invoice
- Take advances on a proforma invoice without booking a sale
- Let staff request stock and a manager approve it
- Print and share purchase orders with suppliers
- Record a QC status when goods arrive, and stock only what passed
- Raise a debit note when goods go back to the supplier
- Allocate supplier payments against specific bills
Common questions
Is the sales order and purchase order software free?
Free for 7 days, then Pro. Quotations, proforma invoices, sale orders, challans, requisitions, purchase orders, GRNs and purchase returns are part of Pro at ₹1,499 per year, and every new company can use them all during the 7-day free trial. Sales invoices stay on the Free plan, limited to 10 a month; purchase bills, credit and debit notes and payments are Pro.
Can I deliver and bill a sale order in parts?
Yes. The sale order tracks delivered and invoiced quantity on every line. Convert it into as many challans or invoices as you need until the full quantity is covered, or put several challans on one invoice. A payment schedule can also split the order into milestones, each raising its own invoice.
Does a delivery challan reduce stock?
Not by default. Stock leaves the warehouse when the challan is converted into an invoice. If you prefer, a setting lets the challan move the stock instead. The unbilled-challan report lists challans that have not been invoiced yet.
How does the purchase order software for small business handle approvals?
A purchase requisition is approved and then converted into a purchase order. The purchase order itself moves from open to approved, then Create Bill turns it into a purchase bill and marks it completed. Staff roles decide who can do what.
Does a purchase order post any accounting entry?
No. A purchase order books nothing. The purchase bill created from it books the purchase, the input GST and the amount payable to the supplier.
Can I record quality checks when goods arrive?
Yes. A goods receipt note records the warehouse, a batch number and a QC status of pending, passed or failed. Only the accepted quantity goes into stock, and rejected goods can go back on a purchase return with a debit note.
Can I send a purchase order to my supplier on WhatsApp?
Yes. On a phone, sharing sends the PDF through the share sheet, so WhatsApp works. On a computer it opens WhatsApp click-to-chat with a summary. You can also print it. Emailing a purchase order from VyapRise is not available; email is for sales invoices.
Related pages
- Free purchase order generatorMake a printable purchase order without an account.
- Create a purchase order onlineA quick PO maker with GST.
- Free quotation generatorSend a professional quotation in minutes.
- Delivery challan makerMake a delivery challan for goods sent without a bill.
- What is a purchase orderThe document, its format and when to use it.
- Inventory management softwareWhat happens to stock at each step of the cycle.
Run your next order end to end
Quote, take the order, deliver, bill and collect, all in one place. The full order cycle is part of Pro, free for 7 days. No card needed.