Purchase Invoice Admin

The Purchase Invoice (PI) module allows the admin to record the bill received from a supplier for purchased goods or services. It is created based on a Purchase Order or entered manually and confirms the payable amount including taxes and charges.

Purchase Invoice Creation

• Purchase Invoices can be created:
  • From a Purchase Order
  • Manually by the Admin
• To create from Purchase Order:
  • Open Purchase Order
  • Click Create → Purchase Invoice

Draft Stage

• Once saved, the Purchase Invoice will be in Draft status

Submit Action

• After verification, click the Submit button

After Submission

• The Purchase Invoice status changes to Submitted
• The document becomes read-only
• Accounting entries are automatically created
• The payable amount is recorded

Basic Details

Each Purchase Invoice contains the following key details:

• Invoice ID → Unique identifier
• Supplier → Selected supplier (e.g., Alex Smith)
• Posting Date → Invoice creation date
• Posting Time → Time of entry
• Due Date → Payment due date
• Company → Organization receiving the invoice

Items Section

The Items table includes:

• Item → Name of the product
• Accepted Quantity → Quantity received
• Rate → Price per unit
• Amount → Total price per item

Taxes and Charges

The Purchase Invoice supports tax configuration:

• Tax Category → Applicable tax group
• Taxes and Charges Template → Predefined tax template
• Shipping Rule → Delivery charges (if applicable)
• Incoterm → Shipping terms

Tax Breakdown

Each tax row includes:

• Type → Calculation method (e.g., On Net Total)
• Account Head → Tax account
• Tax Rate → Percentage
• Amount → Calculated tax value

Summary

• Total Taxes and Charges → Total tax amount
• Grand Total → Final payable amount

Address & Contact

The Address section includes:

• Supplier Address → Supplier’s registered address
• Company Billing Address → Billing details of the company
• Shipping Address → Shipping details of the company

This ensures proper communication and billing handling.

Totals Section

• Total Quantity → Total items quantity
• Total → Total before tax
• Net Total → Total after adjustments
• Grand Total → Final invoice value
• Rounded Total → Rounded amount (if enabled)
• Outstanding Amount → Amount yet to be paid

Purchase Invoice Status Flow

• Draft → Invoice saved but not submitted
• Submitted → Invoice confirmed and posted
• Paid → Fully paid
• Unpaid → Payment pending
• Overdue → Payment past due date
• Cancelled → Invoice cancelled

Purpose

• Record supplier bills
• Track payable amounts
• Generate accounting entries
• Manage payments and outstanding balances

Summary

The Purchase Invoice module helps Admin:

• Convert Purchase Orders into invoices
• Track supplier payments
• Maintain financial accuracy
• Manage the purchase billing lifecycle