Purchase Invoice

This is to create, edit or print Purchase Invoice.

Purchase Invoice if freshly added (did not transfer from other document), OR transferred from Request Quotation or Purchase Order, will affect inventory movement (increase stock level).

Purchase Invoice if transferred from Goods Received Note will NOT affect inventory movement, because the stock level was increased when that G/R is saved.

Purchase Invoice will be posted to A/P Invoice Entry (and its related G/L accounts) immediately upon Save.

To Create New Purchase Invoice

Go to Purchase > Purchase Invoice

Click on Create A New Purchase Invoice

You may key in the details of this new document OR copy/transfer from other document.

However, when Goods Received Note was issued on the case, you MUST create Purchase Invoice using 'Transfer from Goods Received Note'.

(Here I am going to transfer document from Goods Received Note)

Creditor: will be displayed automatically (as per transferred document)

To/Address: the info will be displayed according to selected creditor code.

Branch: specify the branch of this creditor (if any)

P/I No: <<New>> means to follow auto-running numbering (maintained at Document Numbering Format Maintenance), and the next possible number is displayed at the top bar of the window. You may click on it to key in any number you like.

Supplier D/O No.: will be captured from Goods Received Note.

Supplier Invoice No.: key in supplier Invoice number.

Date: system date is automatically captured, you may click to change.

Credit Terms: the default credit terms of this creditor will be displayed.

Purchase Agent: assign a purchase agent (if any). The default Purchase Agent can be assigned in Creditor Maintenance.

Ship Via: assign the shipping method (maintained at Shipping Method Maintenance)

Shipping Info: key in the info of shipping or transportation.

Functional Buttons:

to be save in K.I.V folder to be use later.

to be save as template. (Refer Common Function in Transaction)

to be save as recurrence. (Refer Recurrence)

to add / insert a detail row. (Insert)

to insert a detail row before the highlighted row. (Ctrl + Insert)

to delete highlighted row. (Ctrl + Delete)

to move the detail row up/down. (Alt + Shift + Up/Down)

to undo (Ctrl + Z)

to select all detail rows (Ctrl + Alt + A), so that it can be deleted or modified in one shot (using Range Set)

range set (F12)... a range setting windows will be prompted. This is usually used to apply changes to several/all selected detail rows.

to set the original document date.

to set the GST date of the document.

to add a subtotal row, showing the subtotal amount.

to add a discount row, and for you to define the group discount by define the percentage % or Value.

to find item package item.

to prompt the item search screen (F9). Type a keyword, select search criteria, click on Search. From the search result, check the check-boxes to select items to be included into the document, then click on OK.

click on this button will display (at bottom section) instant information related to the highlighted item, such as Price History, Stock Balance ...

to copy a purchase invoice which previously already save..

to copy existing purchase invoice to a new purchase invoice.

to transfer request quotation to purchase invoice.

to transfer purchase order to purchase invoice.

to transfer goods received note to purchase invoice.

to transfer purchase consignment to purchase invoice.

to check the purchase invoice which have already been transferred.

Edit tab:

Copy Whole Document: To copy the whole document to clipboard.

Copy Selected Details: To copy some item details to clipboard. (press ctrl+ highlight the item to copy)

Copy as Spreadsheet: To copy the item details and paste into spreadsheet.

Paste Whole Document: To paste the whole document from the clipboard.

Paste Item Detail Only: To paste some item details from clipboard.

Undo Master: To undo (reverse one step) the header section.

Apply Address: To apply different debtor/ creditor address which you have maintain in the address maintenance.

Can Transfer: If this is unchecked, this document will not be allowed to transfer to others document.

Edit MRU Items: to edit /delete historical descriptions (which was keyed in previously). MRU = Most Recently Used

New Payment: System will auto generate payment voucher to knock off with the invoice.

Post To GL?: If this is unchecked, AP invoice will not be posted automatically (related to G/L). You can go to others --> post to G/L to post it manually later.

Post to Stock?: If this is unchecked, the stock will be not be affected when issuing the document.

Calculate Discount on Unit Price: To calculate the discount based on unit price.

Rounding Method: There are 2 options for rounding, whole document rounding (ver3) and line by line rounding (ver 2).

Data Entry by Past Purchase Records:This is used to create a new document by referring to what were purchased in the past from a particular supplier. See also Data Entry By Past Records .

Refresh Account No: This is to refresh the account no to the default account.

Show Tax Summary: To show the summary of the tax.

Details Column

Item Code: click on '+' sign to add a new row and select an item; you may key in the first few number/letters of the item code/description and select from the lookup screen.

Description: this is called detail description... will capture the item description automatically (amendable)

Further Description: click to view/edit Further Description of this item. (the default content can be maintained at Stock Item Maintenance)

UOM: the default unit of measurement will be captured;

Qty: key in the quantity.

Unit Price: the selling price will be captured (either Standard Selling Price or according to the setting in Tools > Options > Invoicing > Auto Price)

Discount: this is called column discount; you may key in the discount for any particular detail row. The discount could be a value (e.g. 5, 5.5, 10... ), a percentage (e.g. 5%, 5.5%, 10%), or a multi-level discount (e.g. 5+5.5, 5+5%, 5%+5%, 10%+5, 5%+5%+10, .... )

C/N Amt: to key in C/N amount when there was (at later time) a C/N to reduce cost price (not affecting stock quantity), so that the costing is accurately updated

Total: this is the line total (net)

GST Code: to show the GST code.

GST Rate: to show the rate of GST

GST: to show the amount of GST.

Total (ex): to show the subtotal before tax.

Total (inc): to show the subtotal after tax.

Subtotal (ex): to show the net total amount before tax.

Outstanding: to show the outstanding payment of this document; will be filled upon saved

Proceed New P/I: when this is checked, a fresh screen will be ready for new document upon Save; if unchecked will exit the transaction screen upon Save.

Click on Save & Preview,

Print Purchase Invoice Listing

Click on the shortcut label of Purchase Invoice or go to Purchase > Purchase Invoice, click on Others menu...

Manage Template: Refer Common Function in Transaction.

Manage Recurrence: Refer Recurrence.

Load Data Option: to specify the number of recent days when loading data instead of to load all data, so that the loading speed can be further improved. Refer Common Function in Transaction.

Post To G/L: to manually post the entries to G/L