Purchase Invoices

Record supplier bills and manage payable amounts for purchased goods or services.

Overview

A Purchase Invoice is created when you receive a bill from a supplier.

It represents:

Amount payable to supplier
Confirmation of purchase cost
Financial entry for procurement

When to Create a Purchase Invoice?

Create a Purchase Invoice when:

Supplier sends invoice
Goods are received
You want to record payable amount

Purchase Flow

Purchase Invoice is part of this flow:

Purchase Order → Purchase Receipt → Purchase Invoice → Payment

Create a Purchase Invoice

Method 1: From Purchase Receipt (Recommended)

Open Purchase Receipt
Click Create → Purchase Invoice
System auto-fetches:

Supplier
Items
Quantity
Rate

Method 2: From Purchase Order

Open Purchase Order
Click Create → Purchase Invoice

Method 3: Direct Creation

Go to Buying → Purchase Invoice
Click Add New
Enter details manually

Invoice Details

Supplier

Auto-fetched from PO/Receipt
Includes billing details

Items

For each item:

Quantity
UOM
Rate
Amount

Pricing & Discounts

Prices can be:
- Auto-fetched
- Manually adjusted
Discounts can be applied if needed

Taxes & Charges

Apply GST / VAT if applicable
Add extra costs:
- Freight
- Handling charges

Save and Submit

Click Save
Click Submit

Invoice becomes final after submission.

Impact of Purchase Invoice

Creates liability (Accounts Payable)
Updates supplier balance
Affects financial records

Payment Status

Unpaid
Partially Paid
Paid

Record Payment

Payments are made using:

Payment Entry

Link with Stock

Stock is updated via Purchase Receipt
Purchase Invoice only affects accounts

Manage Purchase Invoices

You can:

Edit before submission
Cancel if required
Track payment status

Best Practices

Verify supplier invoice details
Match with purchase receipt
Check pricing and taxes
Avoid duplicate invoices

Common Issues

Wrong amount → Check item rates
Duplicate invoice → Verify entries
Payment mismatch → Check allocation

Example

Supplier: Freshco Imports

Items: Cheese Makhana (50 cartons)

Rate: $70 per carton

Total: $3500

Why It Matters

Purchase invoices help you:

Track supplier dues
Maintain accurate accounts
Control procurement costs

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