Purchase invoice

The purchase invoice is what you owe the vendor. It enters their balance and VAT, and is paid on the bank statement. The menu is PurchasePurchase invoices.

How it's made

• From a purchase order or a purchase receipt, with Make an invoice – it's processed right away.
• Directly, with Add new record.
• From the vendor's invoice, with Invoice Scan or from Incoming e-Faktura invoices: Faster invoice entry.
• One invoice for several receipts, with Batch invoice from the receipt list: Faster invoice entry.
• From a prepayment invoice, with Actions > Purchase invoice.

The invoice carries the number, date and amount of the vendor's invoice in External document. The amount may not differ from the total by more than 1%, and the same vendor invoice can't be processed twice in a year: Overview.

Form

In the Payment section, Payment status and Remaining for payment show how much is paid; the Payouts and Transactions tabs show the payments. The other tabs: Document list and form.

Statuses

Status	Meaning
Draft, In progress, Pending Approval, Approved	A direct invoice before processing.
Processed	In the vendor's balance; the goods aren't received yet.
Processed(Waiting for delivery)	The receipt is waiting.
Closed	Processed and all goods received, or an invoice without goods.
Posted	Posted to the general ledger through a posting journal.
Canceled, Reversed	Not valid.

Invoices with Calculation type Foreign trade calculation (imports) also go through Waiting for calculation; they are described separately.

Next status and Next progress

A direct invoice is approved with Next status, then with Next progress:

Action	What it does
Process invoice	The invoice enters the vendor's balance.
Process invoice + Make a receipt	The goods are received too: Purchase receipt.
Process invoice + Make a receipt(Wait for delivery)	The invoice is processed, the goods wait to be received.
Make a receipt, Make a receipt(Wait for delivery)	A receipt for a processed invoice without one.

Actions and Finance

Action	What it does
Price correction	A credit memo for an extra discount, without returning goods.
Purchase credit memo	A credit memo for the selected lines, no goods move.
Purchase credit memo + Purchase return receipt	A credit memo and the goods returned.
Transfer to location, Transfer from location	A transfer order with the selected lines.
Generate sales document	A sales invoice for a customer with the same lines.
Clone	A new invoice in draft with the same lines.
Reverse purchase invoice	Correction and reversal.

The first five are described in Corrections, returns and transfers. Finance opens Payouts and the ledgers – account, VAT, product, service, voucher, deposit and virtual item: Postings and bank orders. Export also has Bank order export.

⇄Effect on stock and ledgers

• The processed invoice enters the vendor's balance and the books (payable to the vendor, VAT).
• An invoice without goods (for example for services only) is closed right after processing.
• The payment is recorded on the bank statement: Paying vendors.

↺How to fix or reverse it

A processed invoice isn't changed, it's reversed. An invoice linked to a bank statement line can't be reversed until the line is corrected: Correction and reversal.