Purchase Invoice

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This is to create, edit or print Purchase Invoice.

Purchase Invoice if freshly added (did not transfer from other document), OR transferred from Request Quotation or Purchase Order, will affect inventory movement (increase stock level).

Purchase Invoice if transferred from Goods Received Note will NOT affect inventory movement, because the stock level was increased when that G/R is saved.

Purchase Invoice will be posted to A/P Invoice Entry (and its related G/L accounts) immediately upon Save.


To Create New Purchase Invoice


Go to Purchase > Purchase Invoice

Click on Create A New Purchase Invoice


You may key in the details of this new document OR copy/transfer from other document.

However, when Goods Received Note was issued on the case, you MUST create Purchase Invoice using 'Transfer from Goods Received Note'.

(Here I am going to transfer document from Goods Received Note)












Creditor: will be displayed automatically (as per transferred document)

Branch: specify the branch of this creditor (if any)

To/Address: the info will be displayed according to selected creditor code.


Allow to Transfer: if this is unchecked, this document will not be allowed to transfer to other document.


P/I No: <<new>> means to follow auto-running numbering (maintained at Document Numbering Format Maintenance), and the next possible number is displayed at the top bar of the window. You may click on it to key in any number you like.

Supplier D/O No.: will be captured from Goods Received Note.

Supplier Invoice No.: key in supplier Invoice number.

Date: system/computer date is automatically captured, you may click to change.

Credit Terms: the default credit terms of this creditor will be displayed.

Agent: assign a purchase agent (if any). The default Purchase Agent can be assigned in Creditor Maintenance.

Ship Via: assign the shipping method (maintained at Shipping Method Maintenance)

Shipping Info: key in the info of shipping or transportation.


Main tab: details of transaction

More Header tab: to provide additional information of the document, supplier and delivery.

External Link tab: allows to maintain cross reference links in other formats, such as Excel, Word documents, Image files...

Note tab: here you may type in additional notes.


Functional Buttons:


common16  to add / insert a detail row. (Insert)

common17  to insert a detail row before the highlighted row. (Ctrl + Insert)

common18  to delete highlighted row. (Ctrl + Delete)

common19  to move the detail row up/down.  (Alt + Shift + Up/Down)

common20  undo (Ctrl + Z)

common21  to select all detail rows (Ctrl + Alt + A), so that it can be deleted or modified in one shot (using Range Set)

common22  range set (F12)... a range setting windows will be prompted. This is usually used to apply changes to several/all selected detail rows.

common23  to add a subtotal row, showing the subtotal amount.

common24  to add a discount row, and for you to define the group discount by define the percentage % or Value.

common25  to prompt the item search screen (F9). Type a keyword, select search criteria, click on Search. From the search result, check the check-boxes to select items to be included into the document, then click on OK.

common26  click on this button will display (at bottom section) instant information related to the highlighted item, such as Price History, Stock Balance ...



Item Code: click on '+' sign to add a new row and select an item; you may key in the first few number/letters of the item code/description and select from the lookup screen.

Description: this is called detail description... will capture the item description automatically (amendable)

Further Description: click to view/edit Further Description of this item. (the default content can be maintained at Stock Item Maintenance)

UOM: the default unit of measurement will be captured;

Qty: key in the quantity.

Unit Price: the purchase price will be captured (either Standard cost or according to the setting in Tools > Options > Invoicing > Auto Price)

Discount: this is called column discount; you may key in the discount for any particular detail row. The discount could be a value (e.g. 5, 5.5, 10... ), a percentage (e.g. 5%, 5.5%, 10%), or a multi-level discount (e.g. 5+5.5, 5+5%, 5%+5%, 10%+5, 5%+5%+10, .... )

C/N Amt: to key in C/N amount when there was (at later time) a C/N to reduce cost price (not affecting stock quantity), so that the costing is  accurately updated.

SubTotal: this is the line total (net)

Total: this is bill total before footer discount and tax.

Net Total: this is bill total after footer discount and tax.


Outstanding: to show the outstanding payment of this document; will be filled upon saved.


After save, proceed with new P/I: when this is checked, a fresh screen will be ready for new document upon Save; if unchecked will exit the transaction screen upon Save.


(You may go to Edit menu to copy/paste the whole document or highlighted details to/from clipboard; you may also save the entries to K.I.V. folder; you may decide whether or not to post this document to Stock and post to G/L.)

(You may go to Copy P/I menu to Copy From/To other/new document.)

(You may go to Transfer Document menu to transfer from other document, or view the transfer status)

(You may go to Payment menu to record payment on this document, in which payment voucher will be generated, the payment and  knock off entry will be posted immediately.)

(You may go to Tools menu to make use of Data Entry by Past Purchase Record, and Refresh Account No.)

(also refer to Common Function in Transaction Screen)




Click on Save & Preview,








Print Purchase Invoice Listing














New: (from version onwards)
            Click on the shortcut label of Purchase Invoice or go to Purchase > Purchase Invoice, click on Others menu...




Load Data Option: to specify the number of recent days when loading data instead of to load all data, so that the loading speed can be further improved. See 13508 Load Data Option for more details.

Post To G/L: to post several document at one go. See 13508 Post To G/L For Several Documents for more details.




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