Purchases invoices are received against purchase orders to account for debt to vendors (suppliers) and to ensure that your inventory has the correct asset value. It is typically done once the vendor sends you their invoice, before payment has been made.
Purchase orders can only be invoiced individually (unless one purchase invoice is being received for multiple orders), because you must enter a purchase invoice reference for every invoice.
Invoicing can be reversed by un-invoicing, which allows corrections to be made to the order before re-invoicing.
Invoicing a purchase order will:
- Update the order status to the "invoiced" status defined by your purchase settings
- Update the vendor's account balance and financial history
- Lock the purchase order so no further changes can be made to the details
- Post a PI journal in accounting
Note: A purchase invoice can only be received where the inventory status is "not received" or "received in full" - it's not possible to invoice partially received orders.
How to invoice an order
- Open the purchase order.
- Confirm the prices, quantities, taxes and total match the invoice which has been received.
- Check the tax date and the payment due date match the invoice.
- Click Receive invoice.
- In the modal window, enter the vendor invoice reference. Optionally check the boxes to update your price lists, then click the green submit button.
Once you've received an invoice against a purchase order, it will be locked to further editing.
Where a single purchase invoice relates to multiple purchase orders, a batch invoice can be entered. Learn more about batch invoices here.
Where multiple invoices have been received for the same purchase order, you will need to adjust the purchase order to be able to invoice it. Learn more about receiving multiple invoices for a single order here.