TamilAccounting

GRNS To Invoice

GRNs To Invoice books a supplier bill against goods you have already received. It clears the temporary liability created by the goods receipt into Accounts Payable, claims the input tax, and closes the loop between what arrived and what you were charged for it.

Where to find it

Go to Purchases > Invoices > GRN to Invoice, or use the Invoice action on a goods receipt.

Before you start

The supplier must have at least one uninvoiced GRN. Check the GRN list.
The accounting period must be open for the invoice date.
You need the SA_SUPPLIERINVOICE permission.

Header field reference

Field	Required	Description
Supplier	Yes	Who is billing you. Selecting them loads their outstanding goods receipts.
Invoice Date	Yes	The date on the supplier's invoice. Must fall in an open accounting period.
Due Date	No	When payment falls due, defaulted from the supplier's payment terms.
Reference	Yes	Your unique identifier for this document type.
Supplier's Reference	No	The supplier's own invoice number — what you quote when querying the bill.

Current Debit

The live balance with this supplier. Positive means you owe them; negative means they owe you. Click it to open their transaction and payment history.

Tax Included (Toggle)

Setting	Effect
Yes	Prices entered are treated as the final cost including tax.
No	Tax is calculated and added on top of the price entered.

Barcode

Scan a product code to identify and add an item without typing.

Line Items (Order Items)

Lines are pulled from the outstanding goods receipts for this supplier. You only invoice what has actually been received.

Column	Description
Item Description	The item received.
Received	The quantity physically taken in on the goods receipt.
Price	The unit cost recorded at receipt.
Line Total	The line value being billed.

Compare the price here against the supplier's invoice before processing. A difference between the cost recorded at receipt and the cost actually billed is the most common source of a stock valuation that drifts away from reality.

GL Items for this Invoice

GL Items record non-inventory costs on the same invoice — freight, professional fees, utilities, anything with no quantity and no warehouse. This lets one supplier bill carry both the goods and the charges that came with them.

Quick Entry for GL Items

Quick Entries are reusable templates for recurring costs.

Go to Setup > Quick Entries, under the General Ledger section.
Create an entry with Entry Type set to Supplier Invoice/Debit.
It then appears in the Quick Entry dropdown on this screen.
Choose it, enter the amount, and the account splits are completed automatically.

Detailed Field Explanation (GL Items)

Field	Description
Account	The ledger account the cost is charged to, from your Chart of Accounts.
Amount	The value of the charge.
Memo	What the charge is for, which is what appears on the ledger line.
Dimension	Optional cost centre or analysis code for reporting.

Total Details

Field	Description
Sub-total	Order items plus GL items before adjustments.
Discount(-) / Round Off(+) Amount	A flat adjustment so your total matches the supplier's invoice exactly.
Tax	The input tax, broken down by rate.
Amount Total	The final invoice value.

Payment

Option	Effect
A bank or cash account	Pays the invoice immediately on submission and marks it paid.
Delayed	Books it as a credit purchase, leaving the balance in Accounts Payable.

Comments

Notes about the bill, stored with the invoice.

Attachments

Attach a scan of the supplier's invoice alongside the goods receipt documentation.

Action Buttons

Button	What it does
Update	Recalculates totals without committing.
Process Invoice	Finalises the invoice and posts the ledger entries.

What happens in the background

Account	Effect
GRN Clearing Account	Debited — reverses the temporary liability the goods receipt created.
Input Tax	Debited — the tax you can reclaim.
Accounts Payable	Credited — the firm liability to the supplier.

Stock was already taken in at the goods receipt, so nothing moves here. This step converts a provisional liability into a real one — which is why a growing clearing balance means goods received that nobody has billed you for yet.

Note

You can bill several goods receipts on one invoice, and you can bill part of a receipt and leave the rest. Anything not invoiced stays outstanding on the GRN and remains in the clearing account until it is billed.

GRN List — find uninvoiced receipts
GRN View — the source document
Direct Invoice — receive and bill in one document
Purchase Invoice View — the resulting document
Supplier Payment — settle the bill

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