Purchase Invoice

Purchase Invoice

A Purchase Invoice is a bill you receive from your Suppliers against which you need to make the payment.

Purchase Invoice is the exact opposite of your Sales Invoice. Here you accrue expenses to your Supplier. Making a Purchase Invoice is very similar to making a Purchase Order.

1. Prerequisites 

Before creating and using a Purchase Invoice, it is advised to create the following first:

·         Item

·         Supplier

·         Purchase Order

·         Purchase Receipt (optional)

2. How to create a Purchase Invoice: 

A Purchase Invoice is usually created from a Purchase Order or a Purchase Receipt. The Supplier's Item details will be fetched into the Purchase Invoice. However, you can also create a Purchase Invoice directly.

To fetch the details automatically in a Purchase Invoice, click on the Get Items from. The details can be fetched from a Purchase Order or Purchase Receipt.

For manual creation, follow these steps:

1. Log in to ASAERP:

   • Open your web browser, navigate to your ASAERP instance, and log in with your credentials.

2. Access the Purchase Invoice Module:

   • From the ASAERP dashboard, click on the "Module" icon in the top left corner.

   • Select the "Buying" module.

3. Create a New Purchase Invoice:

   • In the Buying module, click on "Purchase Invoice" to access the purchase invoice list.

   • Click the "New" button to create a new purchase invoice.

4. Select the Supplier:

   • In the Purchase Invoice form, under the "Supplier" section, select the supplier for whom you are creating the invoice. You can choose an existing supplier from your database or create a new one by clicking the "New" button.

5. Invoice Details:

   • Set the invoice date in the "Posting Date" field.

   • The "Due Date" is automatically calculated based on the invoice date and payment terms, but you can adjust it if necessary.

   • Choose the payment terms for this invoice from the "Terms" dropdown list.

   • Specify the currency for the invoice in the "Currency" field.

6. Add Items to the Invoice:

   • In the "Items" section, click the "Add Row" button to add products or services to the invoice.

   • For each item, enter the following details:

     • Item Code: Search for and select the product or service from your ASAERP database.

     • Description: Provide a description of the item.

     • Qty: Enter the quantity of the item that you are being billed for.

     • Rate: Specify the unit price or rate for the item.

     • Tax: If applicable, select the appropriate tax from the dropdown.

     • Discount (%): Enter any applicable discount as a percentage.

7. Save and Submit:

   • After filling in the necessary details, click the "Save" button to save the purchase invoice as a draft.

   • If the invoice is ready to be confirmed, click the "Submit" button. This action will confirm the invoice, and it can no longer be edited.

8. Payment and Transactions:

   • You can add payment information to the invoice, such as the payment method, reference, and amount paid, in the "Payments" section. This is important for tracking payments against the invoice.

9. Print or Email the Invoice:

   • If needed, you can print or email the invoice to the supplier by clicking the "Print" or "Email" buttons.

10. Manage the Invoice:

    • You can track the status of the invoice in the "Status" field. As the payment is made and the invoice progresses through the payment cycle, you can update its status accordingly.

 These steps should guide you through the process of creating a Purchase Invoice in ASAERP. Adjust the steps based on your organization's specific configuration and requirements if necessary.

Consult your ASAERP documentation or administrators or consultant for any variations or additional settings you might need.