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Purchase Invoice

Purchase Invoices

Purpose

The Purchase Invoice feature is used to record vendor invoices for purchased goods and services. Purchase Invoices can be created from Purchase Orders, Contracts, or directly from available items. These invoices represent the financial obligation owed to vendors and can be used for payment processing, accounting integration, and vendor balance management.

Create

Create a New Purchase Invoice

To create a Purchase Invoice:

Step 1

Navigate to:

Purchase → Invoices

Step 2

Click New.

Step 3

Complete the required information:

  1. Select the Vendor.

  2. Choose one of the following invoice sources:

    • Contract

    • Purchase Order

    • Available Items

  3. Enter the Invoice Date.

Step 4

Click Save.

The Purchase Invoice is created successfully.

Invoice Sources

Contract

Select a Contract when:

  • The Contract has been created from a Purchase Order.

  • The Contract is active and available for invoicing.

Purchase Order

Select a Purchase Order to automatically retrieve the associated purchasing information.

Available Items

Create an invoice directly from items without selecting a Purchase Order or Contract.

View

To view a Purchase Invoice:

Step 1

Navigate to:

Purchase → Invoices

Step 2

Select the invoice.

Step 3

Click View.

The Purchase Invoice Details screen displays:

  • Vendor Information

  • Invoice Information

  • Items

  • Taxes

  • Discounts

  • Applied Debit Notes

  • Payments

  • Related Transactions

  • Activity History

Edit

Purchase Invoices can be edited from either the Invoice List or the Invoice Details screen.

Method 1: Edit from Invoice List

Step 1

Navigate to:

Purchase → Invoices

Step 2

Select the invoice.

Step 3

Click Edit.

Step 4

Update the required information.

Step 5

Click Save.

Method 2: Edit from Invoice Details

Step 1

Open the Purchase Invoice Details page.

Step 2

Click Edit.

Step 3

Update the required information.

Step 4

Click Save.

Delete

Delete a Purchase Invoice

Step 1

Navigate to:

Purchase → Invoices

Step 2

Select the invoice.

Step 3

Click Delete.

Step 4

Confirm the deletion.

The Purchase Invoice is permanently removed from the system.

Debit Note Impact

When a Purchase Invoice is deleted:

  • Any Debit Notes applied to the invoice are automatically removed.

  • The applied debit amount is returned to the corresponding Debit Note.

  • The Debit Note balance is restored.

  • Invoice debit records associated with the invoice are deleted.

This ensures that vendor credit balances remain accurate.

Workflow Rules

Source Selection

A Purchase Invoice may be created from:

  • A Purchase Order

  • A Contract

  • Available Items

Only one source type is required during invoice creation.

Contract Validation

Contracts can only be selected when:

  • The Contract was originally created from a Purchase Order.

Debit Note Reversal

When an invoice containing applied Debit Notes is deleted:

  • All associated invoice debit transactions are reversed.

  • Debit Note balances are recalculated automatically.

Status Behavior

Status Description
Draft Invoice has been created but not finalized.
Open Invoice is active and awaiting payment.
Partially Paid Partial payment has been received.
Paid Invoice has been fully paid.
Cancelled Invoice has been cancelled.

Synchronization

Purchase Invoice data is synchronized with:

  • Vendors

  • Vendor Contacts

  • Purchase Orders

  • Contracts

  • Items

  • Debit Notes

  • Payments

  • Accounts Payable

  • Accounting

  • Reports

  • Financial Analytics

Permissions

Permission Description
View Allows users to view Purchase Invoices.
Create Allows users to create Purchase Invoices.
Edit Allows users to modify Purchase Invoices.
Delete Allows users to delete Purchase Invoices.
Manage Payments Allows users to record and manage invoice payments.

Important Notes

  • Purchase Invoices can be created from Purchase Orders, Contracts, or directly from items.

  • Contracts are selectable only when they originate from a Purchase Order.

  • Deleting a Purchase Invoice automatically reverses any applied Debit Notes.

  • Vendor balances and payable amounts are recalculated when invoices are modified or deleted.

  • Purchase Invoices serve as the primary financial document for vendor payment processing.

  • Proper invoice management ensures accurate Accounts Payable and purchasing records.

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