How to Create a Purchase Invoice

This guide walks you through every step to create a purchase invoice in O2VEND.

Getting Started

Navigate to:

Back Office → Voucher → Purchase

Click the + Create Purchase (F9) button at the top right corner of the Purchase list.

Shortcut: Press F9 anywhere on the page to instantly open the Create Purchase screen.

Create Purchase Form

When the form opens, you will see three tabs — Supplier Information, Payments, and General Ledger.

Step 1 — Fill in Supplier Information

Supplier

Search and select the supplier name in the Supplier field.
Once selected, the supplier's details fill in automatically.

Tip: Click inside the Supplier field to place your cursor first, then press Alt + C to create a new supplier instantly. This shortcut only works when your cursor is active inside the field.

Address

Click the + symbol next to the supplier name to open the address section.
Enter the supplier's billing and shipping address here.
This information will appear on printed invoices.

Step 2 — Select Invoice Type

In the Invoice field, select the payment method:

Cash

Select Cash when the full amount is paid immediately.

Credit

Select Credit when payment is partial, pending, or made via an online payment gateway such as Google Pay, Paytm, etc.

When Credit is selected, the Credit Days field appears — enter the number of days allowed before payment is due.

Step 3 — Select Receive To (Warehouse)

Select the warehouse where the purchased goods will be delivered.

• A Goods Receipt is automatically created when you click Save
• This field appears only when creating a purchase invoice
• If not applicable, select None

Step 4 — Fill in Other Details

Field	What to Enter
Credit Days	Number of days the buyer can wait before paying (Credit only)
Transport	Transport mode — lorry, van, bus, auto, etc.
Reference	Reference number to link this invoice to a supplier order
Sup.INVC.No	Supplier's own invoice number for tracking

Step 5 — Add Dispatched From / To Addresses

• Click Dispatched From + — enter the supplier's dispatch location with address and phone number
• Click Dispatched To + — enter your receiving warehouse address and phone number

Step 6 — Add Products

Search and add the products you are purchasing in the product table at the bottom.

Tip: Click inside the Product field to place your cursor first, then press Alt + C to create a new product instantly. This shortcut only works when your cursor is active inside the field.

Field	Description
Product	Search by product name — purchase price fills in automatically
SKU	Product SKU code
Quantity	Number of units being purchased
Units	Unit of Measure (e.g., pcs, kg, M)
Purchase Cost	Auto-filled from product records — editable if needed
Disc%	Discount percentage
Discount	Discount amount calculated from Disc%
Total Amount	(Price × Qty) − Discount — calculated automatically

Use + Bulk Entry to add multiple products at once quickly.

Step 7 — Adjust Advance Payment (If Any)

If an advance payment was already made before creating this invoice:

1. Click the Adjust Advance button
2. Enter the advance amount
3. Click OK — the advance is deducted from the pending balance automatically

Step 8 — Review Invoice Summary

Before saving, check the Invoice Summary at the bottom right of the form:

Field	Description
Subtotal	Total before tax and discounts
Tax	Tax applied
Discount	Total percentage discount
Fixed Discount	Fixed amount discount
Shipping Fee	Shipping charges if applicable
Payment Fee	Payment gateway fee if applicable
Round Off	Rounding adjustment
Total	Final invoice amount
Total Paid	Amount paid so far
Pending Payment	Remaining balance to be paid

Step 9 — Save the Invoice

Click Save or Save And Close to create the purchase invoice.

A success message — "Purchase Invoice is Created" — will appear at the bottom left to confirm.

The invoice is now created with:

• A unique Invoice Number (e.g., POINVC1004Tes)
• Status set to New or PaymentCompleted based on payment method
• Goods Receipt automatically generated if a warehouse was selected

After Saving — Quick Actions

Once the invoice is saved, use these buttons on the right panel:

Button	Action
Print	Print the invoice
Add Goods Received	Record items physically received from the supplier
Download	Download invoice as PDF (includes company name, logo, address, order details)
Share	Share the invoice via email or link
Clone Invoice	Duplicate this invoice for a similar purchase
Print Barcode	Print barcode labels for products in this invoice
Create Debit	Raise a debit note against this invoice

Add Payment

To record a payment against this invoice after saving:

1. Click the Payments tab inside the invoice
2. Click Add Payment
3. Enter the payment amount and method
4. Save — payment status updates to PaymentCompleted

Complete Step-by-Step Summary

1. Go to Back Office → Voucher → Purchase
2. Click + Create Purchase or press F9
3. Search and select the Supplier — address fills automatically
4. Choose Invoice type — Cash or Credit
5. Select Receive To warehouse (or None)
6. Fill in Credit Days, Transport, Reference as needed
7. Add Dispatched From and Dispatched To addresses
8. Search and add Products — enter quantity, cost, and discount
9. Adjust Advance Payment if applicable
10. Review the Invoice Summary on the right
11. Click Save — invoice is created with a success confirmation