Purchase Invoice

A purchase invoice is a document issued by your vendor, indicating the products, quantities, and agreed-upon prices for goods or services the they provided.

To access the Purchase Invoice, go to: > Home > Application > Inventory > Operations > Purchase Invoice

How can I get Benefit ?

• Record-Keeping: Purchase Invoice provide a paper trail that helps in auditing and tracking the purchasing process. It serves as a reference for both parties to verify what was delivered.
• Inventory Management: Purchase Invoice help businesses track their inventory and ensure that they have enough supplies or products to meet demand.

Properties

Primary Properties

Property	Description
Document Date	Purchase Invoice Entry Date default Business Date displayed
Document No	Purcahse Invoice Entry No generated by default
Vendor	You Can Select Vendor from List or Add New One
Invoice No	You Can Enter the unique no of the invoice given by Vendor
Invocie Date	Enter the date of invoice
Purchaser	You Can Select Purchaser from List or Add New One
Payment Term	You Can Select Payment Term from List or Add New one
Notes	Can Enter information releated to Purchase Invoice

Item Properties

Property	Description
Product	Here, you can select Product from Prodcut List
Quantity	Enter Item Quantity required
Base Rate	Enter the price of the item before discount
Discount	Enter discount amount if any

Status of a Purchase Invoice

• Draft : This status indicates, that a purchase invoice has been created and is yet to be Authorised.
• Authorised : This status indicates, that a purchase invoice has been created and is Authorised.
• Partially Received : This status indicates that portion of the list of items in the purchase invoice has been received from vendor.
• Received : This indicates that all the items in your purchase invoice has been received by organization from vendor with Exact Quantity and Price.
• Received (Mismatch) : This indicates that all the items in your purchase invoice has been received by organization from vendor with difference Quanity or Price.
• Cancelled : This indicates that your purchase invoice has been cancelled.

Create New Purchase Invoice

• Go to the Purchase Invoices list, click on Add New
• You will be navigated to a new window for entering the details for the new purchase invoice to be created.

Primary Purchase Invoice Information

• you can observe Document Date & Document No is generated by default.
• Under the Vendor name field, you can either pick the vendors from the list you have already created or you can add a new vendor by clicking on the + New vendor option.
• Enter Invoice No which is given by the vendor.
• Enter Date of Invoice.
• Select Purchaser.
• Select Payment Term.

Item Information

• Under the Product field, you can pick the Product from the list you have already created.
• Enter Quantity and Base Rate.
• Enter Discount if any.
• Click on Apply to add item to Purchase Invoice.

Link Invoice With Previous Purchase Orders

It is a crucial part of the procurement and financial process. The purchase order serves as a pre-approval for goods or services, while the purchase invoice is a request for payment once the goods or services are delivered.

To include Purchase Order reference in the Purchase Invoice

• Select the vendor
• click on Get Items from Purchase Order(s)
• you will prompted to Purchase Orders List releated to the selected vendor.
• you can select the items which are going to add into Purchase Invocie.
• click on Ok
• All Item will be added to Purchase Invoice.

Additional Information

• You can enter any other charges mention in the invoice.
• You can enter any discount given by the vendor.
• You can enter Round Off Amount to make round the total invoice Amount.
• You can record Notes for the purchase invoice.
• Alter Fill up the all necessary details click on Save as Draft to Save the Purchase invoice.

Edit Purchase Invoice

• Go to the Purchase Invoices list, Select the preferred purchase invoice and click on Edit
• You will be directed to a edit purchase invoice page.

• Update all the necessary changes.
• Click the Save as Draft or Save as Authorised button to update your changes.

info

Only Purchase invoices in Draft status can be edited.

Cancel Purchase Invoice

• Go to the Purchase Invoice list, Select the preferred purchase invoice and click on Edit
• You will be directed to a edit purchase invoice page.

• Click the Cancel button to Cancel your changes.

info

Only Purchase invoices in Draft status can be cancelled.

Prerequisites

• Vendor
• Purchaser
• Product

See Also

• Purchase Order
• Purchase Receive