How to Create a New Purchase Invoice

Step 1: Navigate to the Home page, use the Search box to find 'Purchase Invoices'. Select the related Purchase Invoices link. 

Step 2: On the Purchase Invoice page, choose the ‘+New' action.  

(Once you click on +New, you will open a blank Purchase Invoice.) 

Step 3: In the Vendor No. field, type a part of the vendor's name or number, and then select the vendor from the drop-down list. 

The vendor's default (or last used) buying-selling details will populate the fields on the purchase invoice General tab. 

(Highlighted in Green boxes are the ones which we auto populated from Vendor card. Highlighted in Yellow are the ones which we need to populate.)

Step 4: In the Posting Date field, change the date if you do not want the system to use today's date (green box in screenshot above). 

Step 5: Make sure to enter the Vendor Invoice No. Job/ Project No. as shown in the screenshot above. If you do not know the Job no. leave it empty. 

Step 6: In the Invoice Details Tab; Enter the Pillar and Cost code. 

Step 7: On the lines Section, click on “line” and then Functions drop down menu to select “Get Receipt Lines”. 

This will open a pop window to select the desired posted Receipt. 

Step 8: Select the posted Receipt you wish to invoice and press OK. This will get the receipt lines to the Invoice.   

Step 9: Once the receipt lines are pulled. Cross check the amount figures. 

Step 10: Once happy with the lines. Click on “Home” Tab on Purchase Invoice header and then click on Post drop-down and click on “Post” to post the Invoice.  

Once you click on “Post”; a pop up will open saying “Working on it…” 

Once posted, another pop-up will open saying invoice is posted, asking if you want to open the Posted Invoice. 

Click yes to view the Posted Invoice. 

You can go to vendor ledger entries to check the entries for the posted invoice. This process is shown in the guide "How to View a Purchase Invoice in Vendor Ledger Entries".