View Purchase Details | O2VEND Purchase Invoice Information

Learn how to view and manage purchase details in O2VEND. Access supplier info, GRN records, documents, history all from one invoice page.

The purchase details page displays comprehensive information about each purchase invoice, including supplier details, GRN records, purchase history, documents, and financial ledger information.

Step 1 — Access the purchase list

  1. Go to Back Office → Voucher → Purchase
  2. View all purchase invoices in the section
  3. Click the purchase invoice Number to open the details page

Purchase list showing all purchase invoices View all purchase invoices and select one to see detailed information.

Purchase Details Page Overview

The purchase details page is organized into multiple sections:

  • General Information – Supplier name, invoice date, and purchase status
  • Supplier Info – Complete supplier details and address
  • Goods Receipt Note (GRN) – Received goods tracking and lot information
  • Purchase Documents – Attached files and receipts
  • Purchase History – Complete transaction log
  • Purchase General Ledger – Accounting entries and financial impact

Section 1 — Supplier Information

The supplier info section displays the vendor details and delivery address for the purchase.

Supplier Details Tab

Purchase supplier information section Supplier info showing vendor name, address, contact details, and delivery location.

Key information displayed:

  • Supplier name and contact details
  • Billing address
  • Shipping address
  • Payment terms and due date
  • Purchase invoice date and status

Section 2 — Goods Receipt Note (GRN)

Track received goods and allocated lots from this section.

Purchase detail GRN section with received quantities Goods Receipt Note showing received items, quantities, and lot allocations.

The GRN displays:

  • Products ordered vs. received quantity
  • Allocated lot numbers (if applicable)
  • Expiry dates for lot-tracked items
  • Sub-location where stock is stored
  • Stock adjustment status

Section 3 — Print Barcode Labels

Generate barcode labels directly from the purchase details page.

  1. Click the Print Barcode button at the top right
  2. Select the barcode template you want to use
  3. Enter the number of barcode labels to generate
  4. Verify the final print setup
  5. View the generated barcode result

Section 4 — Change Purchase Status

Update the purchase invoice status from the details page.

Change purchase status dropdown menu Click to change the purchase invoice status.

Available status options:

  • Open – Purchase order created and open
  • SentToParty – Purchase order sent to supplier
  • PartiallyGoodsReceived – Some goods received, more expected
  • PartiallyReStocked – Partial stock added to inventory
  • GoodsReceived – All goods received from supplier
  • ReStocked – All stock added to inventory
  • Closed – Purchase order completed and closed
  • PartiallyGoodsReturned – Some goods returned to supplier
  • GoodsReturned – All goods returned to supplier
  • Void – Purchase order cancelled or voided

Section 5 — Purchase Documents

Attach and view supporting documents for the purchase.

Purchase documents section with file attachments Upload and download purchase-related documents such as receipts and invoices.

You can:

  • Upload purchase order copies
  • Attach GRN receipts
  • Store supplier invoices
  • Add payment proofs
  • Download and reference documents anytime

Section 6 — Purchase History

View the complete transaction history for the purchase invoice.

Purchase history showing all transactions and changes Complete log of all changes, approvals, and status updates for the purchase.

The history shows:

  • Who created or modified the purchase
  • When each change was made
  • Previous status/amount changes
  • Payment receipts and adjustments
  • GRN and return note references

Section 7 — Purchase General Ledger

View accounting entries and financial impact of the purchase.

General Ledger showing accounting entries Accounting entries for the purchase showing debit/credit impact on accounts.

The general ledger displays:

  • Account codes affected by the purchase
  • Debit and credit amounts
  • Cost center allocation
  • Tax calculations
  • Payment status for accounting purposes

Quick Summary

Step Action
1 Go to Back Office → Voucher → Purchase and click invoice Number
2 View supplier info, delivery address, and payment terms
3 Check GRN section for received quantities and lot allocations
4 Use Print Barcode to generate product labels
5 Change Status as needed (Draft, Submitted, Approved, etc.)
6 Attach supporting documents in Purchase Documents
7 Review complete history in Purchase History
8 Check accounting entries in General Ledger

Pro Tips

  • Edit Supplier Details – Update address and payment terms if needed
  • Download Invoice – Export the purchase as a PDF for records
  • Allocate Lots – For products with expiry dates, use the GRN section to track lot numbers
  • Export Data – Export purchase details to CSV for reporting
  • Track Changes – Use the History section to verify all modifications to the purchase