Create Purchase Invoice

Manually create new Invoice

• Go to menu: Accounting → Supplier → Payable

• Click “New Invoice” Button

After Click “Payable”, the system shows the Tab status :

• Tab : “Summary” is the tab that shows the dashboard page

• Tab “All” is the tab that shows all supplier payable status

• Tab “Draft” is the tab that shows supplier payable is draft

• Tab “Waiting Approval” is the tab that shows supplier payable t is waiting approve by click the button “Save & submit for approval”

After clicking the button “Save & submit for approval”

• Tab “Waiting Payment” is the tab that shows supplier payable is waiting payment

• Tab “Paid” is the tab that shows supplier payable is paid

• Tab “Void” is the  tab that shows supplier payable is cancelled

• Input invoice details:

• Tab General

• Contact: Supplier Name
• Date : Invoicing date
• Due Date : Payment due date
• Number : Running sequence number automatically generated by system
• Ref : Reference document number (If available)
• Currency : Automatically selected default currency
• Currency Rate : Please go to in tab “other info” by default take from currencies setting
• Tax Type : There are 3 types of tax

• Tax Exclusive (Purchase total before VAT)
• Tax Inclusive  (Purchase total included VAT)
• No Tax  (Purchase total without VAT)

• Tax Invoice Number :  Running sequence number automatically generated by system (n case tax components are selected in invoice line)
• Payment Terms: Automatically selected when selecting a contact (See how to configure payment term in how to set up “Payment Term Methods”) or manually select.  The system computes a payment due date by using the number of days that are set up in payment terms.
• Related To : Related document where the invoice copy from. For example,Copy invoice from purchase order.
• Memo : Memo as text
• Outstanding Credit : Outstanding credit amount. In case credit notes are made for this supplier and the credit amount is not allocated to any invoice yet.
• Outstanding Deposit : Outstanding deposit amount. In case debit notes are made for this supplier and the debit amount is not allocated to any invoices yet.

• Input invoice line details

• Product :Select product item (The product can be product or service)
• Description : Product name or description (This can be default product name by select product item) or type description manually.
• Qty : Product Quantity
• UoM : Unit of Measure of product
• Unit Price : Price per unit of product
• Disc % : Discount percentage per invoice line
• Disc Amt : Discount amount per invoice line
• Account : Expense/Purchase/ Good In Transit account
• Tax Rate : Select tax component per invoice line
• Tracking-1 : Select branch if record accounting by branch
• Tracking-2 : Select department if record accounting by department
• Amount : Automatically computes purchase amount by line
• Add a new line : Add more line by clicking the button
• Memo : Memo as text
• Note : Type text for note

• End of bill displays sub total (amount before vat), Tax amount (vat amount), Total (Amount includes vat) and Due amount (Remain amount to pay).

• Tab Taxes

• Tax Comp. : Tax type
• Base Amount : Tax base
• Tax amount
• Tax Invoice Number
• Tax Date
• Calculate Taxes : The system will calculate tax by automatic

• Tab Allocate Deposit

• Deposit : The document deposit
• Date : The date deposit
• Outstanding Deposit : the balance deposit
• Amount : the deposit amount

• Tab Other Info

• Sequence : The type sequence number
• Currency Rate : The money exchange rate

• Click save or Save & submit for approval button after completion. The Invoice status has changed to “Waiting Payment”

• After clicking the button “Approve”, The Invoice status has changed to “Waiting Payment”

• Make a payment detail

• Amount : The amount that paid
• Date : The date that paid
• Account : The account that paid
• Ref : The reference number
• Add Payment : The button to paid the payment

• View journal account by clicking  Options  →  View Journal Entry

• Journal entry of the invoice

The system can search the invoice by click the button “Search”

After clicking the button Search, can select the field to search the invoice

• Contact : The customer contact
• Currency : The currency of customer invoice
• Date : The receive date
• Subtype : The type of payment
• Type : The type of invoice
• Billing : The address of invoice
• Due Date : The paid date
• Memo : The detail in the field memo
• Number : The document number
• Product
• Ref : The reference number
• Status : The invoice status
• Tax Invoice Number

Create invoice from Dashboard.

Create invoice from Purchase Order (PO)

• Go to menu:  Purchasing → Purchasing >> Purchase Order . Open a confirmed Purchase Orders and click Options →Copy To Supplier Invoice

• System will create a draft invoice or find this invoice later by accessing the menu:  Accounting → Suppliers →Payable)  and then Click approve after completion.

• The status has changed to “Waiting Payment”

Note:  If amount is not covered with PO, can create Invoice by clicking the button “Copy To Supplier Invoice” until amount is covered with PO.

PO

Click the button “Copy To Supplier Invoice” to create the partial Invoice. And will get the first Invoice below

If the amount is not covered with PO, can create Invoice by clicking the button “Copy To Supplier Invoice. Will get the second Invoice below

After creating Invoice that the amount cover with PO and click the button “Copy To Supplier Invoice” again, the system will shows error and cannot create Invoice.

The system supports inputting the same product but the description is different.

PO

Invoice

Create Invoice from Good Receipt

• Go to menu:  Inventory → Inventory → Goods Receipt. Open an approved goods receipt and click Options →Copy To Supplier Invoice

• System will create a draft invoice or find this invoice later by accessing menu Accounting → Suppliers →Payable and then Click approve after completion.

• The status has changed to “Waiting Payment”

Note: If Invoice be related with Bill Acceptance, can’t draft or Void

Bill Acceptance

Invoice

If the total in the invoice is zero, the system can’t press the button Approve.