Manage purchase invoice

This section will guide to manage purchase invoice across channels.

Purchase Invoice

Purchase invoice allows to create and manage supplier's invoices. A purchase invoice is an itemized statement of the goods or services provided by the supplier. It indicates the quantity, unit and price of each product.

There are many ways to create a purchase invoice,

Create purchase Invoice automatically when click Deliver & Create sales invoice from purchase orders.
Create a purchase invoice from purchase invoice window.
Create purchase invoice using the reference number for the specific supplier.

Generate an invoice for an order before print it. To view or print the PDF

Number

This is a unique number for purchase invoice.

Supplier Name

Name of the supplier name will appeared.

Created On

The order created date will show in a created on the field.

Status

Purchase Status helps to view all the purchase status like open, goods received, etc.,

Status Types

Status helps to view all the purchase status like open, goods received, etc.,

Open

When the purchase order is created the status is updated as open

PartiallyGoodsReceived

When goods are partial received, status is updated partial goods received.

GoodsReceived

The buyer should set the order to this status once the order has been received from the seller.

Payment Status

O2VEND has the following pre-defined payment status - Pending payment and payment received.

Pending payment

A payment can be pending - the bank transfer or a credit/debit card payment and the transaction is being processed or not paid.

Payment received

A payment received status updated when the payment is completed via online or cash.

Due On

This is the payment due dates of supplier invoices.

Total

The total purchase amount will show in an order total.

Create Purchase Invoice

Go to the Voucher in the Back Office and select the Purchase. The admin can select the supplier from the list of suppliers in the dropdown and select the quantity of the product. Use shortcut key F9 easy to open the create purchase invoice screen.

Supplier Information

Enter the name of the supplier and the contact information. This information will appear on purchase invoices print.

Address

Click + symbol, the address section will open. Update the supplier address in this field.

Invoice

Select any payment method cash or credit.

Cash

The buyer or the admin paying the full amount of cash from the seller. Choose the invoice method name is cash in the Invoice field.

credit

The seller or the admin paid the partial or pending payment, choose the invoice method name is credit. This type of Invoice generally used against Online Payment through Payment Gateway. for example ( google pay, Paytm etc.. )

Payment

Payments can be made against a purchase invoice by using the Add Payment methods which opens the payment tab.

Adjust Advances

Adjust the adavnce paid against the created invoice. Click adjust advance button enter the amount then click OK.

Receive To

Select warehouse of the products. Goods received is created after click Save button. This will appear only when creating a purchase invoice. If not select none option.

Supplier

Enter the supplier name in this field.

Tip

Click Alt+C - Create a supplier at the supplier section.

Credit Days

If the select payment method name is credit, credit days will appear. The credit days is the number of days that a buyer is allowed to wait before paying an invoice.

Transport

Specify the type of transport service like lorry, van, bus or auto etc.

Referrence

Reference numbers are commonly used to identify items for a particular supplier, admin can enter the reference number of incomplete or new orders for the specific supplier.

Goods issue

The Goods issued items are displayed in this goods issue tab.

Note

Entered purchase note are displayed in the note tab.

History

The updated order status are displayed in the purchase history tab.

Product

Search the product buyer want to purchase. This field allows to add and edit the products. When adding the products it fills the product cost in the price field.

Tip

Click Alt+C - Create a product at the product section.

Quantity

Enter the minimum or maximum quantity of the product.

Units

Units of Measure (UOM) are used to define the measurement of the items.

Price

The product cost is updated in this field. It allows to edit or change the cost of the products.

Discount

Enter the discount amount on this field.

Total Amount

It shows the total amount of products. The total amount is reduced when the product has a discount.

Steps to Create Purchase Invoice

Click Create Purchase button in the top right corner.
Enter the supplier name in the supplier search box. The available supplier list will show the search dropdown related on search.
Select the supplier name, then the supplier-related information will fill automatically.
After selecting the supplier name enter the billing address and shipping address.
Select product name by entering the product name in a Product Name search box. The available product list will show the search dropdown related on search.
Purchase Summary will show at the end of the page. Kindly check the Order summary before saving the order.
Finally, Click the top right corner Save button to create a purchase.

Cancel

To cancel the purchase incoice, Click the Cancel button. Now click OK the invoice is cancelled and the invoice status is changed as cancelled. It has option to Reopen the cancelled invoice.

Goods Received

After creating the purchase invoice, click Goods Received button goods received section will open. Stock is increased after create the goods issue. Check the increased stock in stock history and stock inventory.

How to add Goods Received

Click Goods Received button.
The product name, UOM, SKU and quantity of the product will be shown.
Enter Tracking Number of the product. ( Tracking numbers are useful to the seller for knowing now which location ordered product is there and when it will deliver to the buyer )
select Location (for more details on how to create warehouse-warehouse section).
Enter quantity to Receive(Some items need to receive).
Quantity to Receive cannot be larger than the order quantity and receive quantity.
The order of the product is the goods received when click Save button.
Enter the serial number and lot number for serial and lot enable products. Click key symbol to enter the serial number based on quantity.
Click Print Challan button to print goods received items.

After creating goods received invoice status updated Goods Received.

Tip

After made changes in add goods received method should change the status of the order in a History box. This will help to manage orders.

Print Barcode

User can click a print barcode button, select the template name in the top right corner. Provide the number of barcode labels to be generated, and click on OK button.

Purchase Details

This section contains general information of the order like Order and supplier information, address information, Payment and shipment method, order note, order status and order total.

How to view Purchase Details

Open Back Office
Go to Voucher Menu.
Click and open Purchase section.
View All purchase List in the section.
If click Number it moves to the purchase details page.

Edit purchase Detail

Edit order details for supplier information and add the products.

How to edit purchase details

Open Back Office
Go to Voucher Menu.
Click and open Purchase section.
View All purchase List in the section.
When click the invoice Number it moves to the invoice details page.
Edit supplier information, enter supplier name and add supplier billing, shipping address.
Edit or add products to enter a product name in a search by product name.

Tip

If click Download Invoice to download the PDF Order. It includes the details of company name, company logo, Address, supplier order details.

Tip

Use Export Orders and Export Orders With Order Lines options to export the report details into a comma-separated CSV file.