How To: Create a Purchase Invoice

Table Of Contents

Create the Purchase Invoice When Saving the Purchase Order
Duplicate Invoice Warning
Posted Purchase Invoices
Purchase Invoices linked to Purchase Orders are created automatically by Khaos Control based on the configuration set in [ System Values | Accounts | Purchasing ].
Depending on your system settings, Purchase Invoices are created when:
  • A Purchase Order is saved.
  • A Delivery Note is saved.
  • A Supplier Return is processed, creating a Purchase Credit.
Note: If you need to record a Purchase Invoice that is not associated with a Purchase Order, refer to the Accounts How To articles.

Creating a Purchase Invoice from a Purchase Order

The recommended approach is to create Purchase Invoices when the related Delivery Note is saved, as this reflects the items actually received rather than the items originally ordered.
However, if your system is configured to create Purchase Invoices from Delivery Notes, you can override this behaviour and create the invoice directly from the Purchase Order.

Create the Purchase Invoice When Saving the Purchase Order

  1. Create a new Purchase Order. For guidance, see How To: Create a Purchase Order Manually.
  2. Select the Create Purchase Invoice checkbox.
  3. Press Ctrl + S or click the Save button.
The Purchase Invoice will be created automatically when the Purchase Order is saved.
Important: This method is not generally recommended because the Purchase Invoice is created against items ordered rather than items received. Creating the invoice when the Delivery Note is saved provides a more accurate record of delivered goods.
If the Create Purchase Invoice checkbox is not selected, and your system settings are configured accordingly, Khaos Control will create the Purchase Invoice automatically when the Delivery Note is saved.

Viewing a Purchase Invoice from a Delivery Note

Once a Purchase Invoice has been created, you can open it directly from the related Delivery Note.
  1. Open a Delivery Note screen (show me how).
  2. Use the available filters to locate the required Delivery Note.
  3. Double-click the Delivery Note to open it.
  4. Right-click within the grid and select:
    Goto Purchase Invoice...
The associated Purchase Invoice will be displayed.

Additional Information

Duplicate Invoice Warning

If a Purchase Invoice already exists for the same supplier using the same Invoice Reference, Khaos Control displays a warning message asking whether you wish to continue.
This helps prevent duplicate Purchase Invoices from being created accidentally.

Posted Purchase Invoices

Once a Purchase Invoice has been posted:
  • The associated Purchase Order can no longer be edited.
  • The associated Delivery Note can no longer be edited.
Always review invoice details carefully before posting.

Best Practice

For most businesses, it is recommended that Purchase Invoices are created from Delivery Notes rather than Purchase Orders. This ensures that invoices accurately reflect the quantities and items that have actually been delivered and received.

See Also


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