Purchase Invoice

A Purchase Invoice is a bill you receive from your Suppliers against which you need to make the payment.

Here you accrue expenses to your Supplier. Making a Purchase Invoice is very similar to making a Purchase Order.

To access the Purchase Invoice list, go to: > Purchase > Buying > Purchase Invoice

1. Prerequisites

Before creating and using a Purchase Invoice, it is advised to have the following first:

• Item

• Supplier

• Purchase Order

• Purchase Receipt (optional)

2. How to create a Purchase Invoice:

A Purchase Invoice is usually created from a Purchase Order or a Purchase Receipt. The Supplier's Item details will be fetched into the Purchase Invoice. However, you can also create a Purchase Invoice directly.

To fetch the details automatically in a Purchase Invoice, click on the Get Items from. The details can be fetched from a Purchase Order or Purchase Receipt.

For manual creation, follow these steps:

1. Go to the Purchase Invoice list, click on New.

2. Select the Supplier.

3. The posting date and time will be set to current, you can edit after you tick the checkbox below Posting Time.

4. Set the Due Date for payment.

5. Add Items and quantities in the Items table.

6. The Rate and Amount will be fetched.

7. Save and Submit.

2.1 Statuses

• Draft: A draft is saved but yet to be submitted to the system.

• Return: The Items have been returned to the Supplier.

• Submitted: The Purchase Invoice has been submitted to the system and the general ledger has been updated.

• Paid: Supplier has been fully paid the invoice amount and the corresponding Payment Entries have been submitted.

• Partly Paid: Supplier has been paid a part of the invoice amount and the corresponding Payment Entries have been submitted.

• Unpaid: The Purchase Invoice is yet to be paid.

• Overdue: The due date has passed for payment.

• Cancelled: The invoice has been cancelled due to some reason.