# Bill Item Wise Purchase
Item-line level purchase invoice data with bill header details — one row per item on each purchase invoice, with optional debit note (return) lines and a clickable bill number for drill-down.
Overview
Go to Purchase → Reports → Bill Item Wise Purchase.
Report title in ERP: Bill Item Wise Purchase
What it shows. Every item line on purchase invoices, with the parent bill header — invoice date, number, supplier, and tax registration. Each row includes item details (name, HSN), quantity, rate, taxable value, tax, and line total. Optionally include debit note (purchase return) lines from the more menu (⋮).
When to use it. Use when you need item-level purchase detail tied to a specific invoice — for audits, supplier bill verification, tax reconciliation, or comparing rates across bills for the same item. Turn on Include Returns when you also need net purchase after debit notes.
How amounts are calculated. Includes approved and closed purchase invoices within the selected date range. Each item line is listed separately. Cancelled invoices are excluded unless the status filter includes them. When Include Returns is on, debit note lines are listed with negative quantity and amounts so the footer totals are net purchase (purchase minus return).
Use Cases
- Invoice audit — Verify that each supplier bill line matches the physical invoice, including HSN, quantity, rate, and tax.
- Item rate comparison — Filter by item and date range to see how the purchase price varied across different supplier invoices.
- Tax compliance review — Export item lines with taxable value and tax amount for VAT/GST filing support.
- Employee accountability — Filter by employee in charge to review purchases handled by a specific procurement staff member.
- Net purchase after returns — Open the more menu (⋮) and choose Include Returns to list debit note lines next to purchases and see net quantity and amount.
Filters
Date range, Status (All / Not Cancelled / Cancelled), Supplier, Item, Employee, item type (All / Inventory / Service / Asset). Advanced: Supplier Group, Center, Form Type, Branch, Item Group, Brand, Price.
Open the more menu (⋮) next to the filter icon and choose Include Returns to also list debit note (purchase return) lines. The three-dot button stays highlighted while returns are included. Choose it again to hide returns.
Include Returns
Off by default. When enabled, the report lists debit note item lines in the same date range and filters as purchase invoices.
- Return rows show Type as Return and Status as Return. Quantity, taxable value, tax, and total are negative so the footer is net purchase.
- Purchase invoice rows stay positive, with Type as Purchase.
- The same filters (date, supplier, item, employee, branch, form type, status, and so on) apply to both purchase invoices and debit notes.
- Click a return bill number to open the debit note. Click a purchase bill number to open the purchase invoice.
- Click a supplier name to open the supplier statement.
This is the bill-line equivalent of Include Returns on Item Wise Purchase Report. Drilling down from that report keeps the include-returns setting.
Columns
| **Column** | **Description** |
|------------|-----------------|
| Bill Date | Purchase invoice or debit note date. |
| Type | Shown when Include Returns is on. Purchase or Return. |
| Party | Supplier name. Click to open the supplier statement. |
| Bill No. | Invoice or debit note number. Click to open the source document. |
| Supp Inv | Supplier's invoice or bill reference number. |
| GST No | Supplier GSTIN (India). |
| State | Supplier billing state. |
| Item Name | Name of the purchased or returned item. |
| Qty | Quantity on this line. Negative for returns. |
| Unit | Unit of measure. |
| Rate | Price per unit. |
| HSN | Harmonized System of Nomenclature code (India). |
| Taxable Value | Amount subject to tax for the line. Negative for returns. |
| CGST / SGST / IGST | Tax rate and amount (India). Return amounts are negative. |
| Tax Rate / Tax Amount | Tax rate and amount (non-India). Return amounts are negative. |
| Total | Line total including tax. Negative for returns. |
| Status | Open, Closed, Cancelled, or Return. |
Actions
- Generate — run the report for the selected filters
- Export — export to Excel
- Print — print the report
- More (⋮) → Include Returns — list debit note (purchase return) lines with negative amounts
- Advanced Filter — open additional filter fields
- clear — reset active filters
- Bill No. link — open the source purchase invoice or debit note
- Party — open the supplier statement
FAQ
How is this different from Bill Wise Purchase?
Bill Wise Purchase shows one row per invoice. Bill Item Wise Purchase expands each invoice into one row per item line.
Are debit notes included?
Not in the default view. Open the more menu (⋮) and choose Include Returns to list debit note lines with negative quantity and amounts. The footer then shows net purchase. For a dedicated return list, use Purchase Return Report.
How do return amounts appear?
Return rows are marked Type: Return. Quantity, taxable value, tax, and total are negative so they reduce the report totals. Click the bill number to open the debit note.
Can I filter inventory vs service items?
Yes. Use the item type dropdown (Inventory / Service / Asset), or Advanced Filter for Item or Item Group.
Which invoice statuses are included?
The default status is Not Cancelled (Open and Closed). Use the status dropdown for All or Cancelled only. The same status filter applies to debit notes when returns are included.
Why is my report empty?
No invoice or debit note lines match the date range and filters, or only draft/cancelled documents exist in the period.
How do I open the source document?
Click the bill number to open the purchase invoice or debit note. Click the supplier name to open the supplier statement.