Vendors, TDS and GST at a glance
Learn how SocietyBee records what your society owes its vendors, from adding a vendor to posting the bill, paying it, deducting TDS and depositing it with the government.
Before you start
What this module does
The Vendor Management menu is for bills your society receives and pays later, such as security, lift maintenance, audit fees or garden work. For each vendor you keep the PAN, GST and bank details, enter each bill, pay it in one or more parts, and, if your society deducts TDS, deposit the TDS with the government.
For an expense you pay on the spot with no bill to track, use a general voucher instead.
The steps in order
| Step | What you do | Guide |
|---|---|---|
| 1 | Switch on TDS and, if you can claim it, input GST in the society settings | GST and TDS settings |
| 2 | Add the vendor, with PAN, what the vendor is paid for, and GST type | Add a vendor |
| 3 | Enter the vendor's bill as an invoice | Create a vendor invoice |
| 4 | Confirm the invoice so it is posted in the books | Confirm and pay |
| 5 | Pay the vendor, fully or in parts | Confirm and pay |
| 6 | Deposit the TDS you held back | TDS reports and deposits |
Where to find it
Open Vendor Management in the left menu. It has two pages.
| Menu item | What it is for |
|---|---|
| Vendors | The vendor list, and each vendor's invoices and ledger |
| TDS Reports | TDS you owe the government, deposits made, and the quarterly statement working paper |
Invoice status in plain words
Every vendor invoice moves through these states.
| Status | Meaning | Books |
|---|---|---|
| Pending | Saved, but no expense account chosen yet | Nothing is posted. You can still edit or delete it. |
| Confirmed | Posted to the expense account, with TDS and GST entries | A journal entry (JV) is created. Payments can be made. |
| Paid | The whole net amount has been paid | Complete |
| Cancelled | Reversed with a reason | The original entry is kept and a reversing entry is posted |
A part-paid invoice stays Confirmed until the last rupee is paid, and its Pay button stays on.
Two ways TDS can work
- TDS is switched on for your society. SocietyBee works out TDS for you from what the vendor is paid for, the vendor's PAN and the year's total. This is the way this section explains.
- TDS is switched off. The vendor form asks for a TDS section, and the invoice shows a TDS amount box you fill in yourself. Everything else works the same.
What happens next
Start with Add a vendor.