Understanding Purchase Invoice

A purchase invoice is like a shopping receipt you get from a store. It’s a paper or digital document given by the seller that lists all the important details of your purchase. This includes things like a special invoice number, what you bought and how much it cost, any taxes you need to pay, and when the payment is due. It’s an important record for things like keeping track of money spent, paying taxes, and managing what’s in stock.

 

Permission for Add a New Purchase Invoice

For adding a purchase invoice you must have super admin privileges or the necessary permissions.

To initiate the “Permissions” 

Navigate to Settings 

Click on Users and Roles

Search the user or group to whom you want to give  permission.

Click on Action icon against the user or group and select Edit

Go to permissions and allow permission for the  below

• Manage Po List
• Show Only Self Created PO (for Viewing Select Created Purchase Order for AMC)
• Create PO
• Edit PO
• View PO
• View PO Stage
• Delete PO
• Create Invoice
• Edit Invoice
• Delete Invoice
• Show Invoice
• Manage Invoice Actions

Click on Save and exit.

 

Add a New Purchase Invoice

Note: Please note Purchase invoice against the Purchase order can be added only after Both the GRN is Completed

Navigate to Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing page

Go to Pending invoices Tab

To upload invoice

Right-click or click under the action button and select “Invoice.”

Click on the ‘+‘ sign at the top right.

Enter the Invoice number, invoice date, and amount, ensuring they match the specified criteria.

Upload the copy of the Vendor invoice.

Click on “Save“ to finalize the invoice creation

Please note all red mark fields are mandatory and need to fill.

You can also upload a partial invoice with the same Process

 

View the Purchase invoice

Navigate to Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing page

Go to the Contracted Tab and Locate the purchase order number.

Right-click or click under the action button and select “Invoice.”

You can view the Invoice and if you’re authorized you can approve or reject the invoice also.

 

Editing and Delete Purchase Invoice

Please note that once the purchase invoice is uploaded, it cannot be edited or deleted. If necessary, you can reject this invoice from the Finance Module and then reupload the corrected version

 

Rejecting a Purchase Invoice

To Reject a Purchase invoice

Navigate to Left Menu > Finance >Sales invoice 

You will land on the Finance Module

Navigate to Left Menu >Invoice >Purchase invoices

You will land on the Purchase invoice Listing page

Locate the Purchase Invoice number in the Pending Invoices Tab

Click on the Reject Tab on the Right and mention the Reason for Rejection

This Purchase Invoice will now show in the Rejected invoices Tab .