Purchase invoices
Create a purchase invoice
Record goods received from a supplier. Saving brings the goods into stock, updates each item's average cost and posts the supplier's invoice, or pays it at once on the cash term.
3 min readLast updated
In this article
The purchase invoice is the document that brings purchased goods into your stock and records what you owe the supplier. If you placed a purchase order, execute it instead, and the invoice fills itself in.
Before you start
The supplier exists. See Add a supplier.
You need the permission to add purchase invoices.
To use the cash term, your user needs a cash box. The invoice is paid from it.
Steps
Open Purchasing › Purchase Invoices › Purchasing Invoice and select New invoice.
Under Invoice details, choose the Supplier and enter the Supplier invoice no. printed on their invoice.
Choose the Payment terms. On a credit term, the Due date is calculated for you from the invoice date.
Choose the Warehouse mode and the Warehouse, or a warehouse on each line.
Check the Date and, if you have a scan of the supplier's invoice, add it as an Attachment (image, PDF, Excel or Word).
Under Line items, search for each Item and enter the Unit, Qty, Unit price (your purchase cost), Discount and Tax. Switch on Consignment for goods that still belong to the supplier. See Receive goods on consignment.
Apply an Invoice discount if the supplier gave one on the whole invoice, add Notes, and check the totals.
Select Save invoice.
Purchase invoice created confirms the save.
What happens when you save
Stock: each line's quantity, converted to the item's base unit, is added to the warehouse. Consignment lines are kept apart as reserved stock.
Item cost: each item's average cost is recalculated from the stock you already had and the new receipt at its net cost. The item's last purchase price is updated too.
Books: stock and input tax are debited, and the supplier's account is credited.
Supplier balance: on a credit term it rises by the invoice total. On the cash term the invoice is paid at once from your cash box, so the balance does not change.
Find invoices
The list loads once you choose a date range: Select a date range to load purchase invoices. Then search with Search by supplier / mobile and filter by Supplier or Select user. The list shows the No., Supplier, Supplier invoice no., Payment terms, Due date, Invoice date, Total, Attachment and Created by. Click the number to open the invoice.
Common questions
The save is refused with an account error on a cash invoice. Your user has no cash box. Choose a credit term, or ask your administrator to set the Cash box account on your user.
The save is refused because the fiscal year is closed. The fiscal year for this transaction date is closed. Use a date in an open year, or ask your accountant.
I made a mistake after saving. You can edit or delete the invoice if you have those permissions and the goods are still in stock.