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 .
