Purchase invoices
Invoice goods received: the three-way match
Raise the supplier's invoice from goods receipts; it is matched against the order and the receipt, clears goods received not invoiced, and sends any price difference to stock variance.
2 min readLast updated
In this article
With receipt-first buying, the supplier's invoice is raised from the goods receipts. The system checks three documents against each other: what was ordered, what was received, and what is billed.
Raise the invoice
Go to Purchasing > Goods Receipts and filter on Not invoiced.
Tick the receipts the invoice covers. They must all be from one supplier.
Select Raise invoice. You can also open one receipt and raise its invoice from there.
Enter the Supplier invoice number, the date and the Payment terms.
The quantities come from the receipts. If the supplier billed a different price, change the Invoice price on that line.
Select Save invoice.
The checks
Quantity: a line cannot bill more than was received and not yet invoiced.
Price: the invoice price may differ from the order price by up to the Price tolerance (%) in purchasing settings. Beyond it, only someone allowed to override the match can save the invoice.
What is posted
Debit: goods received not invoiced, at the value the goods were received at, so it clears to zero.
Debit or credit: the branch's stock variance account, for the difference between the invoice and the receipt.
Debit: input tax, when the line is taxed. Credit: the supplier.
The invoice moves no stock: the receipt already did.
Common questions
Can I edit or delete an invoice raised from receipts? Not from the invoice screen. Return the goods to the supplier instead, so the stock, the receipt and the supplier's balance stay in step.
Can I still invoice a purchase order directly? Not while receipt-first buying is on. Receive the goods first.