Purchase Invoice view allows the user to create and manage purchase invoices in relation to purchase orders. Below are available actions for the user from Purchase Invoice view:
Create new purchase invoice, update and delete purchase invoice
View and search purchase invoice details.
Field Name |
Description |
Mandatory Information |
| Document Date | Creation date of the document | Y |
| Document Number | Document number of the purchase order | Y |
| Reference Number | Code for easy reference search of the document | N |
| Branch | Name of company’s branch which make the purchase order | Y |
| Invoice From | The vendor of whom the purchase invoice was received from | Y |
| Currency | Currency used by the vendor | Y |
| Vendor Location | The location of vendor | Y |
| Contact Person | The contact person of vendor | N |
| Deliver To | Name of company to deliver the purchase order | N |
| Delivery Location | The location of company to deliver the purchase order | N |
| Contact Person | The contact person of company at delivery location | N |
| Ship To | Warehouse location to deliver the purchase order | Y |
| Receive Via | Method of the delivery | N |
| Representative | Name of staff to process the purchase order | N |
| Tax | Indicate whether price of the product to purchase include or exclude tax | Y |
| Payment Term | Payment term for the purchase order | N |
| Inco Terms | Inco Terms rules associated with the transportation and delivery of goods | Y |
| Analytical Group | N | |
| Inventory Movements | Indicate whether this process involves inventory movements by the company | Y |
| Description | Additional information in regard to the purchase invoice document | N |
| Product Brand | Select product brand(s) to filter products | N |
| Filter | Enter keyword(s) to filter / search for products | N |
| Product | Product code of the item | Y |
| Description | Description of the item | N |
| Uom | Type of the item | Y |
| Quantity | Number of quantity of the item to be deliver by vendor | Y |
| Unit Price | Cost per item | Y |
| Discount | Discount for the item to purchase | N |
| Nett Price | Nett price for the item to purchase | Y |
| Total Amount | Total cost for the item to purchase | Y |
| Tax Rate | Tax of the item to purchase | Y |
| Total Amount | Total amount for all the items on the purchase invoice before discount and tax | Y |
| Total Discount | Total discount for all the items on the purchase invoice | Y |
| Total Tax | Total tax for all the items on the purchase invoice | Y |
| Grand Total | Total cost for all the items on the purchase invoice after discount and tax | Y |
Create New Purchase Invoice:
1. Create purchase invoice through “Purchase – (Transaction) Delivery Confirmation”.
If “Immediate” invoice rule was chosen during purchase order creation, create purchase invoice through “Purchase – (Transaction) Proforma Invoice” instead
Invoice Rule |
After Delivery |
Immediate |
| 2. | From “Purchase – (Transaction) Delivery Confirmation”, on “Delivery Confirmations List” tab, double click on the accepted delivery confirmation, it will bring up the details on “Delivery Confirmation” tab for the selected order | From “Purchase – (Transaction) Proforma Invoice”, on “Proforma Invoices List” tab, double click on the approved proforma invoice, it will bring up the details on “Proforma Invoice” tab for the selected order |
| 3. | Click arrow on  button on bottom left screen of “Delivery Confirmation” tab and select “Generate Purchase Invoice” option to generate a new purchase invoice, it will generate a new purchase invoice referenced to the selected delivery confirmation |
Click arrow on button on bottom left screen of “Proforma Invoice” tab and select “Generate Purchase Invoice” option to generate a new purchase invoice, it will generate a new purchase invoice referenced to the selected proforma invoice |
4. Click on “Notes / Attachments” tab at the middle of screen to add notes or files attachment for the purchase invoice
5. Click on “Save” button at the bottom right of screen when completed (if any changes was made)
6. Click on “Confirm Purchase Invoice” button at the bottom of screen to confirm the purchase invoice
7. Click on “Post To Accounts” button at the bottom of screen to post the purchase invoice to accounts. A link to corresponding receipt order will be created at the bottom of the screen
8. Tax entries applicable for the purchase invoice will be automatically created under “Taxes” tab if any. Journal entries of the purchase will be automatically created under “Postings” tab
9. Click arrow on button on bottom left screen of “Purchase Invoice” tab and select “Create Debit Note” option to generate a new debit note if needed, it will generate a new debit note referenced to the selected purchase invoice
10. Click arrow on “Show Receipt Order” at the bottom left of screen to generate a new receipt order. A link to show the receipt order will be created above the button
Update Purchase Invoice Details:
1. Click on “Purchase Invoices List” tab at the bottom of screen
2. Double click on purchase invoice to be updated, it will bring up the details on “Purchase Invoice” tab for the selected invoice. If a purchase invoice’s status is “Confirmed” or “Posted”, right click on the order and reopen / undo posting of the invoice first. User can do so from the document as well by clicking the arrow on “Generate Report” button at the bottom left of the document screen.
3. Make change(s) on the purchase invoice information
4. Click on “Save” button at the bottom right of screen when done
5. Click on “Revert” button at the bottom right of screen or refresh icon at the top of the screen to roll back the changes
6. Click on “Confirm Purchase Invoice” button at the bottom of screen to confirm the purchase invoice
7. Click on “Post To Accounts” button at the bottom of screen to post the purchase invoice to accounts
Delete Purchase Invoice:
1. Click on “Purchase Invoice List” tab at the bottom of screen
2. Double click on purchase invoice to be deleted, it will bring up the details on “Purchase Invoice” tab for the selected invoice. If a purchase order’s status is “Confirmed” or “Posted”, right click on the invoice and reopen / undo posting of the invoice first
3. Click on “Delete” button at the bottom right side of screen
4. Click on “Yes” button on the pop-up window to confirm purchase invoice deletion
View and Search for Purchase Invoice Details:
1. Click on “Purchase Invoices List” tab at the bottom of screen
2. Enter search parameter to filter the result, i.e. type in which vendor to search for in the “Vendor” text field box or select from drop-down list
Note: If received quantity is less than ordered, the Purchase Invoice document will be highlighted in yellow color on the Purchase Invoice list view to indicate progress status as “Partially Completed”, as not all the ordered quantity was received.
3. Result can be sorted alphabetically by clicking the fields’ columns
4. Double click on purchase invoice to view full details of the invoice, it will bring up the details on “Purchase Invoice” tab for the selected invoice