Purchase Invoice

Overview

The Purchase Invoice document is used to record and manage supplier bills related to Expense Entries. It ensures that invoiced amounts match the associated expenses and supports payment workflows.

Key Checks During Submission

• The Purchase Invoice must have a linked Expense Entry.
• Grand Total, Taxes, and Rounded Total must match exactly with the linked Expense Entry values.
• Duplicate Purchase Invoices for the same Expense Entry are prevented.

Using the Purchase Invoice Form

• After submission, if there is an outstanding amount and the invoice is not on hold, a button appears to create an Outward Bank Payment.
• Clicking this button will open a payment dialog to initiate the payment process.

Payment from Purchase Invoice List View

1. Navigate to the Purchase Invoice list.
2. Select one or more invoices that are submitted, have an outstanding amount, and are not on hold.
3. Click the "Outward Bank Payment" action.
4. The system validates eligibility and informs if any invoices are ineligible.
5. The dialog auto-fills the company from the first selected invoice.
6. Enter the payment amount, select company bank account, and transaction type (IMPS/NEFT).
7. Confirm to create Outward Bank Payment documents for the selected invoices.
8. Success or error messages will be displayed; the list refreshes to show updated statuses.

Bulk Payment Processing

The system groups invoices by supplier and processes payments in bulk, optimizing payment workflows.

Best Practices

• Ensure Purchase Invoices are accurate and linked properly with Expense Entries.
• Verify that amounts match with linked expenses to avoid validation errors.
• Use the bulk payment feature for efficient supplier payments.
• Review outstanding invoices regularly and clear payments promptly.