Purchase Invoice
Overview
Purchase Invoices are documents used to record purchases made from suppliers. This feature allows you to track and manage purchases, make payments, and create debit notes.
Who uses this page?
- Accountants
- Bookkeepers
- Finance staff
- Procurement teams
When to use this page?
- When creating a new purchase invoice
- When editing an existing purchase invoice
Navigation path
To access the Purchase Invoices page, navigate to: Inventory > Purchase Invoices
Field descriptions
The following fields are available on the Purchase Invoices page:
Main Form
| Field Name | Purpose | Expected Values | Defaults |
|---|---|---|---|
| Date | Date the purchase invoice was posted | Date | Current date |
| Supplier | Supplier associated with the purchase invoice | Supplier | Required |
| Currency | Currency of the purchase invoice | List of active currencies | Supplier's billing currency |
| Cash Purchase | Whether the purchase was made for cash | Yes/No | Default: Yes |
| Payment Method | Payment method used for the purchase | Payment Method | Optional |
| Purchase Order | Purchase order associated with the purchase invoice | Purchase Order | Optional |
| Project | Project associated with the purchase invoice | Project | Optional |
| Due Date | Payment due date | Date | Optional |
| Supplier Invoice Number | Supplier's invoice number | Text | Optional |
| Status | Status of the purchase invoice | List of statuses | Default: Draft |
Purchase Invoice Line Items
The purchase invoice line items table has the following fields:
| Field Name | Purpose | Expected Values | Defaults |
|---|---|---|---|
| Item | Item being purchased | Item | Required |
| Description | Description of the item being purchased | Text | Optional |
| Unit | Unit of the item being purchased | Unit of measure | Auto-filled |
| Rate | Unit price of the item being purchased | Decimal | Auto-filled |
| Quantity | Quantity of the item being purchased | Quantity | Required |
| Tax Rate | Tax rate applicable to the item | Decimal | Auto-filled |
| Total Amount | Total value of the item being purchased | Decimal | Auto-filled |
| Expense Account | Expense account for non-stock items | Account | Optional |
Actions & buttons
The following actions are available on the Purchase Invoices page:
- Save: Saves the purchase invoice as a draft
- Submit: Submits the purchase invoice for final processing
- Delete: Voids the purchase invoice and reverses accounting entries
- Create Debit Note: Creates a debit note for the purchase invoice
- View Payments: Displays a list of payments made against the purchase invoice
Examples / usage notes
- When creating a new purchase invoice, ensure that the required fields (Date, Supplier, and Currency) are accurately populated.
- Use the Cash Purchase field to specify whether the purchase was made for cash.
- The Payment Method field determines the payment method used for the purchase.