6 min read
Uploading Bill Photos So Paper Receipts Stay with the Right Transaction
How Nepali shops can keep supplier invoices and paper receipts tied to the goods receipt: bill numbers, photos, and a file that matches the stock entry.
Supplier bills get lost in a drawer, then the purchase cannot be checked and the cost on the item stays blank. The fix is not more photos. The fix is one reference that joins the paper, the photo, and the goods receipt.
When stock arrives, record the receipt in Sajilo IMS and store the supplier’s bill number on that receipt. Keep the paper or a clear photo under the same number.
One reference number
Use the supplier’s invoice number as the reference on the goods receipt. If there is no number, write your own and put that same text on the paper. Two numbering schemes guarantee a mismatch.
Photograph the full bill, including the total and the date, after you have checked quantities. A photo taken before the count does not prove what you received.
Where to keep the image
A folder per month, named by supplier and bill number, is enough for a small shop. Shared camera rolls get deleted. If your process later stores the file on the transaction itself, use the same bill number so old folders still make sense.
Do not create a product or a stock adjustment just to “save” a photo. The photo supports the receipt. It is not a transaction.
Customer slips and expenses
A customer who needs a copy should get a reprint or a clear photo of their bill, with the bill number visible. That number must exist in Sajilo IMS or you cannot answer a dispute.
Rent, wages, and other expenses are not stock receipts. File them for your accountant separately so they do not inflate inventory.
Frequently asked questions
- What if the supplier bill arrives after the goods?
- Receive the goods with a temporary reference, then replace that note with the real bill number when the invoice comes. Do not wait to record stock until the paper is perfect.
- How long should we keep the photos?
- Keep them at least as long as your accountant says you must keep purchase bills. A monthly folder is easier to hand over than a chat thread.
Ready to tighten inventory control?
Register for Sajilo IMS or talk to our Nepal-based team about warehouses, stock, and reporting for your business.