How To: Create a Purchase Invoice

Purchase Invoices associated with purchase orders are automatically created by the system according to the settings in [System Operations | Edit System Values | Accounts | Purchasing ], when:

1. The Purchase Order is saved or...
2. At the point of saving the Delivery Note or...
3. In the case of credits, from a Supplier Return.
   

Should you wish to record details of a purchase invoice that is not associated with a purchase order, see Accounts page "How Tos".

Creating the Purchase Invoice from the Purchase Order

If the System Values are set to create the Purchase Order via the Delivery Note (this being the recommended method), the user can override this by:

1. Create a new purchase order (see How To: Create a Purchase Order Manually).
2. Check the 'Create Purchase Invoice' checkbox.
3. Press Ctrl+S or click to save the Purchase Order.
   Note: this method is NOT recommended, as the Purchase Invoice is created against items ordered, and not the items actually delivered. It is better to create the Purchase Invoice at the point of saving the Delivery Note. This occurs automatically if the 'Create Purchase Invoice' checkbox on the Purchase Order tick box is NOT ticked.
   

Viewing the Purchase Invoice from the Delivery Note

1. Open a Delivery Note screen (show me how).
2. Using the filters find the delivery note in the grid.
3. Double-click on the delivery note to load.
4. Right-click in the grid and select [ Goto Purchase Invoice... ].

Notes:

• If there is an existing Purchase Invoice with the same Invoice Ref for the same supplier then a dialog will be displayed asking if the user wishes to continue as this would indicate that a duplicate Purchase Invoice has been created.
• Once a Purchase Invoice has been posted the associated Purchase Order(s) and Delivery Note(s) are not editable.

See Also

• Purchasing Overview