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Purchase Masters

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The reference data the purchase side resolves against — who the client buys from, and the categories and ledgers that decide how each purchase is classified for ITC and posted to Tally. Auditors and associates only.

SCREENSHOT · the Vendors tab with MSME flags and GSTIN counts, and the Expense Categories tab beside it

Add and maintain vendors

  1. Add vendors directly, or import them from Excel.
  2. Keep the state accurate — it decides CGST plus SGST versus IGST on every bill from that vendor.
  3. Watch the With GSTIN and Missing GSTIN counts.
  4. Set the registration type — Regular, Unregistered, Composition, Import, SEZ Unit, SEZ Developer or Deemed Export. Note this is not the same option list as a customer: a vendor can be Import, a customer can be Export.
A vendor with no GSTIN is not a risk flag
They can never appear in the client's 2A, which is exactly why 2A reconciliation tracks those purchases separately rather than flagging them as missing.
Do not use registration type to decide reverse charge
RCM under Sec 9(3) follows the nature of the supply, not the vendor's registration — Quillix deliberately leaves that judgement to you on each bill.

Flag an MSME vendor

  1. Tick MSME Registered on the vendor record.
  2. Add the Udyam number if you have it. Quillix notes when it is missing but does not require it.
Worth keeping accurate
The 45-day MSME payment rule turns on the registration itself, not on whether you recorded the Udyam number. An unflagged MSME vendor is a disallowance waiting to happen at year end.

Merge a duplicate vendor

  1. Open the merge tool, which suggests likely duplicates by GSTIN or similar name.
  2. Pick the record to keep and confirm. It reassigns both bills and expenses that referenced the other. Undo is available in the same session.
Sweep before you file
A duplicate vendor splits the client's input credit across two ledgers — exactly the kind of thing that only shows up at reconciliation.

Expense categories

The library that drives New Other Expense. Each category decides the ledger, the GST rate, the ITC class and where the amount lands in GSTR-3B.

  1. Quillix seeds 56 categories the first time you open this — you do not have to build the list.
  2. Review them and adjust anything that does not suit this client.
  3. Add a category if the client has an expense the library does not cover.
Two behaviours worth knowing
If the list is empty the button reads Load Default Categories; once populated it becomes Top-up Defaults, which restores entries you deleted without disturbing the ones you kept. And categories carry effective dates, so when GST law changes a category can be superseded by a new version without rewriting how last year's expenses were treated — last year's return keeps last year's answer.

Set the default ITC class on a ledger

Each purchase and expense ledger carries the input-credit treatment its bills should default to.

  1. Set the class on the ledger so every bill posted to it starts from the right treatment.
  2. Use Capital ITC for ledgers that collect capital goods, so the credit is reported as capital rather than as ordinary inputs.
  3. Use Blocked 17(5) for the categories the Act denies credit on, and Exempt where the supply carries no GST at all.
  4. Write down why in the ledger's notes field. Changes are kept as an audit trail — read it before overriding something a colleague set deliberately.
A default, not a verdict
You can still change the class on an individual line when a particular bill does not follow the ledger's usual treatment. And the ten seconds spent on the note is worth it — the reason a ledger was set to Blocked is exactly what nobody remembers a year later during an assessment.

Purchase and expense ledgers

  1. Review the mapping on the Purchase Ledgers and Expense Ledgers tabs.
  2. Use the bulk import strip to download a template, fill it in and upload — then check the preview split into new versus existing rows and choose Merge or Append only.
  3. Auto-Generate Missing on the Expense Ledgers tab creates a ledger for every expense category without one — the fast way to finish the mapping after seeding categories.
  4. Fill in each ledger's HSN or SAC code, GST rate and Tally group, and the voucher export needs no further mapping.
Do not rename by hand
These names come from the same source the Chart of Accounts and the Tally voucher export use. Renaming one here is how you end up with duplicate ledgers in the client's live company file.

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