Invoice

Once you click the Invoice under Purchase, a list of invoices will be displayed on the screen.

Create Invoice

To create an invoice, proceed with the following steps:

1. Navigate to Purchase / Invoice.
2. Click the “Create” button. (Top right corner)
3. Insert the following information:

Invoice Fields

• Supplier (Required: Select the specific supplier associated with this invoice)

• Purchase Order (Optional: Select a purchase order associated with this invoice)
  This automatically links the invoice to the order and populates all relevant fields.

  • Listed orders depend on the selected supplier.

• Advance Payment (Optional: Specify any advance payments to be applied to this invoice)

  • Listed advance payments depend on the selected supplier and are only displayed if they have not been fully utilized or previously refunded.

• Date (Required: Enter the date of the invoice)

  • By default, this field is set to the current date.
  • You can modify this date if a different effective is applicable
    The selected effective date must be on or after the date of the last recorded invoice in the system
  • Invoice date cannot be within "Locking Period"

• Reference Number (Optional: Enter a reference number for this invoice)

• Department (Required: Select the department associated with this invoice)

• Warehouse (Required: Select the appropriate warehouse associated with this invoice)

  • Field is only visible and required if "Stock update trigger" in purchase settings is set to "Invoice".

• Discount (Optional: Enter any overall discount percentage applied to this invoice)

• Project (Optional: Select a project associated with this invoice)

• Payment Terms (Required: Select the agreed-upon payment terms with the supplier)

• Tax (Optional: Select any applicable tax category for this invoice)

  • Only applicable if the supplier is non-resident.

• Description (Optional: Provide any additional details and specifications)

• Notes (Optional: Add any comments that are relevant to this invoice)

• Attachments (Optional: Upload any supporting documents)

• Exchange Rate (Ensure the correct exchange rate is entered to save this invoice.)

  • The exchange rate is only displayed if the "Multi-Currency" and "Allow Rate Change" features are enabled in the settings.
  • As such, an exchange rate will appear, displaying the currency rate used for converting the supplier's currency to your base currency.

Items Table

To add item(s) to this invoice, proceed with the following steps:

• Click the “Add Entry” button located at the top right corner of the table.

• Insert the following information:

  If inventory is enabled, proceed with the following steps:

  • Item (Required: Select item(s) that you need to acquire for this invoice)
    • A search feature allows you to find an item by item name, barcode, SKU code, or category by typing in the field.
  • Selling Unit (Select the selling unit of this item)
    • Selling units listed are "piece" and "package".
    • If the item has no pre-defined package, "piece" will be selected as the default selling unit.
  • Package (Optional: Select the specific package type for this item)
    • Only applicable if item has a package defined, and selling unit is selected as “package”.
    • Packages displayed are those previously created and linked to this specific item.
  • Unit of Measure (Select the unit of measure for the quantity)
  • Quantity (Required: Enter the specific quantity of the item)
  • Unit Price (Required: Enter the price of a single unit of the item, as quoted by the supplier)
  • Taxes (Optional: Select any applicable tax category that applies to this specific item within the invoice)
    • Applicable only if the supplier is a resident supplier.
  • Discount (Optional: Enter any specific discount percentage for this item)

  If inventory is disabled, proceed with the following steps:

  • Item Name (Required: Enter manually the item(s) name that you need acquire)
    • No item dropdown menu available
  • Item Type (Required: Select the type of the item required for the invoice. e.g., goods works, servies.)
    • The item type direclty influences how the amounts are being posted in the system's financial ledger accounts.
  • Quantity (Required: Enter the specific quantity of the item)
  • Unit Price (Required: Enter the price of a single unit of the item, as quoted by the supplier)
  • Taxes (Optional: Select any applicable tax category that applies to this specific item within the invoice)
    • Applicable only if the supplier is a resident supplier.
  • Discount (Optional: Enter any specific discount percentage for this item)

Item Table Actions

Actions:

• Delete Item Entry (Click on the “Delete” icon to delete the item entry, located at the right end of the row)
• Reset all Entries (Click on the “Reset” Icon to remove all entries, located next to the “Add Entry” button)

Invoice Summary

• A table at the bottom of the page will display the key financial totals for this invoice in a multi-currency format, including:
  Subtotal, Discounted Total, Tax Amount, Total.
  • The table displays these key financial totals in the transactional currencies, depending on the system's Multi-Currency settings and the Supplier's designated currency.

4. Click “Save” or “Save to Draft” once all information is entered.

Edit Invoice

To edit an existing invoice, proceed with the following steps:

If invoice is not in "Draft" status, refer to Reset Invoice to Draft section for instructions.

1. Navigate to Purchase / Invoice.

2. Choose one of the following methods to edit the desired invoice:

   • Click on the desired invoice to view its details and then click the "Edit" button (Top right corner)
   • Right-click on the desired draft invoice and select "Edit".

3. Once in edit mode, you can adjust the information of this invoice:

   For detailed information of fields, please refer to "Invoice Fields.

4. Click “Save” or “Save to Draft” once all information is entered.

Reset Invoice to Draft

This action reverts the invoice to an editable “Draft” status.

To reset an invoice to draft, proceed with the following steps:

1. Navigate to Purchase / Invoice.
2. Click on the desired invoice to view.
3. Click the “Reset to Draft” button. (Top right corner)
4. A confirmation pop-up will appear to ensure this action is intentional.
   Click “Confirm” to continue.

View Invoice

Performing this action will display the detailed information of the selected invoice.

To view an invoice, proceed with the following steps:

1. Navigate to Purchase / Invoice.
2. Choose one of the following methods to view the desired invoice:

• Click on the desired invoice to view.
• Right-click on the desired invoice, then click “View” from the context menu.

Cancel Invoice

To cancel an invoice, proceed with the following steps:

1. Navigate to Purchase / Invoice.
2. Right-click on the desired invoice and select "Cancel".
3. A confirmation pop-up will appear to ensure this action is intentional.
   Click “Confirm” to continue.

Delete Invoice

• Invoices linked to other records or document cannot be deleted.

To delete an invoice, proceed with the following steps:

1. Navigate to Purchase / Invoice.
2. Right-click on the desired invoice and select “Delete”.
3. Upon selecting delete, a confirmation pop-up will appear to ensure the action is intentional.
   Click “Confirm” to continue.

To access detailed instructions on common system actions, please refer to the following resource: Common Actions