Purchase Invoice

Purchase Invoice

Purchase Invoice is used to create Bills for the items purchased. 

Prerequisites

Purchase Invoice can be created from a purchase order or can be created independently. 

Creating Purchase Invoice From Purchase Order

To create a Purchase Invoice select Purchase --> Purchase Invoice --> Create New 

Select An Existing Purchase Order -> Review/edit the data copied to the form and click on Add button to confirm. 

When you select a purchase order, all the details from the Purchase order are copied to the Purchase Invoice form as shown in the screenshot below. You can then either edit the details or add to confirm. 

Creating Purchase Invoice From Multiple Purchase Order

Purchase Invoice can be created for more than one PO i.e., for multiple POs. This helps in creating invoice for all the items purchased in one go even if the PO are different for those items.

In the Purchase Invoice form while selecting the Purchase Order, select more than one PO for which Invoice is to be created. 

The item grid will show all the items of the POs selected as shown in the screenshot below. 

Review/edit the data in the item grid and click Add button to confirm. 

What happens when Purchase Invoice is Created from a Purchase Order?

The Purchase Invoice/Payable bill is created against the selected vendor. This can be seen in the Vendor Bill Payment screen against the selected vendor. The Pay status of these Purchase Invoice would remain UNPAID until it is paid using Vendor Bill Payment screen.

After the Purchase Invoice is created for the selected POs, the Invoice status changes to Invoiced as shown in the screenshot below. 

Different Ways of Creating a Purchase Invoice from a PO

Purchase Invoice from a PO can be created in the following ways.

• Purchase Invoice created for All the items on the PO as mentioned above
• Purchase Invoice created for some/partial items on the PO
• Purchase Invoice created for some/partial items with reduced quantity

Purchase Invoice Created for Some/Partial items on the PO

Purchase Invoice can be created for some of the items of the PO, leaving the other items to be received at a later time.

For example,

1. Select purchase order, delete some items and save. When creating a Purchase Invoice for the same purchase order for the next time, remaining items will be listed.
2. Select purchase order, reduce the Quantity and save. When creating a Purchase Invoice for the same purchase order for the next time, only the remaining qty will be listed.

For Example, 

Remove 2 items from the list by selecting the item and clicking on Delete Icon. Then only the remaining 2 items will be listed in the grid as shown in the screenshot below. 

The Purchase Order Dropdown Box in the Purchase Invoice form will list the purchase order as long as there are items pending to be billed. 

Here in the above screenshot the total items of this purchase order was 3, but item receipt is created only for 2 items. As a result the PO remains OPEN and will still be listed in the Purchase Invoice's Purchase Order Dropdown.

If at a later time this PO is again selected, only the remaining 2 items will be loaded to be billed as in the screenshot below.

Creating Purchase Invoice for Some/Partial items with Reduced Quantity

Purchase Invoice can be created for some/partial items with reduced quantities for the items. As in the case of PO Created with items removed, the PO will remain open as long as all the items with their PO quantities are billed. 

At a later time if the same PO is selected, only remaining quantity that was removed previously will be listed in item grid. 

For instance, Take a PO with an item having Quantity as 10. But if this quantity is changed from 10 to 5 and the form is saved, then the quantity for that item will be the remaining 5 when Purchase Invoice is created for the same PO for the next time.

The Screenshot below shows the creation of PI for all the items with quantity as in the PO. 

The Screenshot below shows the creation of PI for items with the reduced quantity. 

Adding Stock to Inventory from Purchase Invoice

HAL ERP has introduced a new feature that will add stock to the inventory, directly from a Purchase Invoice

In the above screenshot, there is an option "Add Stock" in the purchase Invoice form, which when chosen to YES, an Item receipt is auto-created and the stock mentioned in the transaction is moved to the selected location in the grid.

Note: Purchase invoices can be created with or without reference to a Purchase Order.

The above screenshot shows the Item receipt auto-created from the Invoice and the stock movement to the selected location in the Invoice.