Manage Purchase Invoice

This guide explains how to create, view, and manage purchase invoices in O2VEND.

What is a Purchase Invoice?

A Purchase Invoice is a document received from your supplier that lists all goods or services provided. It shows the product name, quantity, unit, and price for every item purchased.

In O2VEND, purchase invoices help you:

• Track goods ordered and received from suppliers
• Monitor payment status and due dates
• Maintain accurate stock and accounting records

Navigate here:

Back Office → Voucher → Purchase

Purchase Invoice List

When you open the Purchase section, all your invoices are shown in a list view.

Each row in the list shows:

Column	Description
Created On	Date and time the invoice was created
Number / Supplier / Branch	Invoice ID (e.g., POINVC1003Tes), supplier name, and branch tag
Status / Channel	Order status (New, GoodsReceived) and channel (BackOffice)
Payment Status	PendingPayment or PaymentCompleted
Due On	Payment due date — shown in red if overdue
Created By	Admin who created the invoice
Total Amount	Total value of the purchase

The list also shows Total items and Received items count directly in the Status column (e.g., Total:1 | Received:1), so you can track delivery progress at a glance.

Filtering and Exporting

Use the filter bar at the top to search and narrow down invoices.

Filter Options

Filter	How to Use
From / To	Select a date range using the calendar icons
Number / Supplier / Branch	Type to search by invoice number, supplier name, or branch
Status	Select from dropdown — All, New, GoodsReceived, PartiallyGoodsReceived
Channel	Filter by channel (BackOffice, POS, etc.)
Payment Status	Select All, PendingPayment, or PaymentCompleted

Export Options

Button	What It Does
Export	Downloads invoice records as a .csv file
Export with Line Items	Downloads invoices with full product-level detail as a .csv file
Schedule	Schedule automated export or email delivery
Email	Email the invoice list directly

Order Status Types

Status	What It Means
New	Invoice created — goods not yet received
PartiallyGoodsReceived	Some goods arrived — remaining items still pending
GoodsReceived	All goods received from supplier

Payment Status

Status	What It Means
PendingPayment	Payment not yet completed — bank transfer in progress or invoice unpaid
PaymentCompleted	Full payment received — online or cash

Due On date appears in red when payment is overdue.

Creating a Purchase Invoice

Click + Create Purchase (F9) from the top right, or press F9 anywhere on the page.

Empty Create Purchase Form

When the form opens, it has three tabs: Supplier Information, Payments, and General Ledger.

Supplier Information Tab — Fields

Field	What to Enter
Invoice	Select payment method — Cash or Credit
Receive To	Select the warehouse for delivery. Choose None if not applicable
Supplier	Search and select the supplier name. Click + to add supplier invoice number
Sup.INVC.No	Enter the supplier's own invoice number for reference
Credit Days	(Credit only) Number of days the buyer has to pay
Transport	Transport mode — lorry, van, bus, auto, etc.
Scan	Scan a product barcode to add it quickly
Reference	Reference number to link this invoice to a supplier order

Tip: Click inside the Supplier field to place your cursor first, then press Alt + C to create a new supplier. This shortcut only works when your cursor is active inside the field — it will not work if you press it from anywhere else on the page.

Right Panel Options

Option	Description
Margin	View the profit margin for this purchase
Show Tax	Toggle to show or hide tax on the invoice
Is Reverse Charge	Toggle for reverse charge tax applicability
Note	Add an internal note for this purchase

Dispatched From / To

• Click Dispatched From + to add the supplier's dispatch address and phone
• Click Dispatched To + to add your receiving warehouse address and phone

Filled Create Purchase Form

Here is an example of a filled purchase form with a product added:

Product Table Fields

Field	Description
SL	Serial / lot number for the product
Product	Search by product name — purchase cost 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 to apply
Discount	Discount amount calculated from Disc%
Total Amount	(Price × Qty) − Discount

Tip: Click inside the Product field to place your cursor first, then press Alt + C to create a new product. This shortcut only works when your cursor is active inside the field — it will not work if you press it from anywhere else on the page. Use + Bulk Entry to add multiple products at once.

Invoice Summary (Bottom Right)

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

Click Save or Save And Close to create the invoice.

Saved Purchase Invoice

After saving, the invoice opens in detail view with a confirmation message.

The invoice header shows:

• Invoice Number (e.g., POINVC1004Tes)
• Date and Time of creation
• Status badges — New / GoodsReceived / PendingPayment / PaymentCompleted / BackOffice

Tabs in Invoice Detail

Tab	What It Shows
Supplier Information	Supplier details, products, dispatch addresses, and totals
Goods Received	Items received against this invoice
History	Timeline of all status changes
Change Status	Manually update the invoice status
General Ledger	Accounting ledger entries for this invoice
Documents	Attached documents for this invoice
Update History	Log of all edits and updates made

Quick Action Buttons (Right Panel)

Button	Action
Print	Print the invoice
Add Goods Received	Record items received from this invoice
Download	Download invoice as PDF
Share	Share the invoice via email or link
Clone Invoice	Duplicate this invoice
Print Barcode	Print barcode labels for products
Margin	View profit margin for this purchase
Create Debit	Create a debit note against this invoice

Goods Received Tab

When you click Add Goods Received, the Goods Receive screen opens.

This screen allows you to confirm which items have physically arrived from the supplier.

Goods Receive Fields

Field	Description
Reference	Auto-filled with the invoice number (e.g., POINVC1004Tes)
Transport / Courier	Enter the courier or transport company name
Rider	Search and assign a delivery rider if applicable
LR Number / Tracking Number	Enter the lorry receipt or shipment tracking number
Tracking URL	Paste the shipment tracking link
Branch / Location	Select the branch where goods are received
Scan / Type	Toggle to scan barcodes or type product names
Receiving Address	Auto-filled from the invoice dispatch address

Product Receipt Table

Column	Description
Index	Row number
Product Name	Name of the product to be received
Product SKU	SKU code of the product
Quantity	Original ordered quantity
Quantity to Receive	Enter how many units you are receiving now
Units	Unit of measure
Available Quantity	Current stock available in the warehouse

You can receive partial quantities — the invoice status will update to PartiallyGoodsReceived automatically.

Use + Add Package, Print Pickup List, or Save buttons at the top to complete the receipt.

Inline Actions from Invoice List

Hover over any invoice row to see quick inline action buttons.

Button	Action
Received Goods	Quickly open the Goods Receive screen from the list
Create Payment	Record a payment directly from the list
Create Debit	Create a debit note from the list

Success notifications appear at the bottom left (e.g., "Shipment is created", "Purchase Invoice is Created") to confirm your actions.

Keyboard Shortcuts

Shortcut	Action
F9	Open the Create Purchase Invoice screen
Alt + C	Create a new Supplier — cursor must be active inside the Supplier field
Alt + C	Create a new Product — cursor must be active inside the Product field

Step-by-Step: How to Create a Purchase Invoice

1. Go to Back Office → Voucher → Purchase
2. Click + Create Purchase or press F9
3. Select Invoice type — Cash or Credit
4. Search and select the Supplier, add Sup.INVC.No if needed
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. Review the Invoice Summary on the right
10. Click Save or Save And Close — invoice is created with a success confirmation
11. Click Add Goods Received to record received items and update stock