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Prerequisites
  • Suppliers exist under Buying > Supplier
  • Purchase Orders and/or Receipts exist for items being invoiced
  • Tax templates and expense accounts are configured

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1.0 Open the Purchase Invoice Form

  1. Navigate to Buying > Purchase Invoice > New Purchase Invoice.
  2. A blank form appears with header and items table.
  • Option A: From Purchase Order
    1. Click **Get Items **From > Purchase Order.
    2. Select the PO—lines and quantities pull in automatically.
  • Option B: From Purchase Receipt
    1. Click **Get **Items From > Purchase Receipt.
    2. Choose the receipt—item lines and rates populate.
If you received goods multiple times, import from Receipt to match actual quantities.

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1.2 Review and Edit Line Items

  1. In the Items table, verify each row:
    • Item Code / Description
    • Qty (matches PO/Receipt)
    • UOM
    • Rate (unit price)
    • Amount (Qty × Rate)
  2. Add or edit tax in the Taxes and Charges section if needed.
  3. Apply any Discounts at the header or line level.

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1.3 Save and Submit

  1. Click Save to draft the invoice.
  2. Review Invoice Total, Tax Total, and Grand Total.
  3. Click Submit to finalize—liability posts to your AP account.
Once submitted, the invoice cannot be edited; use Cancel if changes are needed.

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2.0 Link Payment Entry

  1. After invoicing, go to Accounts > Payment Entry > New.
  2. Set Payment Type = Pay, Party Type = Supplier, and choose the supplier.
  3. In References, link the new Purchase Invoice.
  4. Enter Paid Amount and Paid From account.
  5. Save and Submit to settle the invoice.