Creating Purchase Invoices

Although primarily designed to be raised from an existing purchase order, you can raise a purchase invoice as a standalone item.

To do this, go to the ‘Purchases’ module then the ‘Purchase Invoices/Credits‘ tab.

Click on ‘New‘ and select ‘Purchase Invoice‘ to create a blank purchase invoice.

If you have raised a purchase invoice from a purchase order, all the supplier details will already be filled in.

If you are raising a blank invoice, you will need to select the supplier by clicking on the ‘Supplier’ drop down-field. Alternatively, select the ellipses button and select the supplier that way.

You’ll need to add the invoice details on the right-hand side of the window. Including the invoice date, reference, and category as required.

If your supplier has an alternative currency, you can change it by clicking on the ‘…’ button to the right of the currency field.

All CRM entries can have a default currency value. You can change this in the ‘Financial’ tab of the CRM entry so all items will use that currency by default for that company.

Adding Items

You can add items and relevant financial information to the purchase invoice in the bottom half of the purchase invoice window.

Click on the arrow next to the ‘PI Items’ button and select which type of item you would like to add to your invoice.

Create a new item manually to insert into the purchase order by selecting ‘Add‘. Or select ‘Add from Products‘ or ‘Add to Products‘ to do just that.

If you select ‘Add from Products‘ then the products list will load and you can select the items. As all the items should already have correct product details and pricing in them you only need to alter the quantity required.

Select the item, click ‘Add to Purchase Order’ and close the window.

You can then see your product added. You can edit the description and price values by double-clicking on the product item.

When editing products, it will not change them in the products database.

When you have filled out all the relevant details, click ‘OK’ for the edited item to be added to the purchase invoice.

Viewing Linked Purchase Orders

If the purchase invoice has been raised from a purchase order, the relevant details will be displayed on the ‘Purchase Orders‘ tab. You can find this under the ‘Activity’ tab.

If you double-click on the PO details it will load up the purchase order.

Once you’re happy with your purchase order, click ‘Save & Close‘.