GRNS To Invoice
The GRN to Purchase Invoice form allows you to convert physical stock receipts into financial liabilities. You can process a single receipt by clicking the Invoice action button directly from the GRN View or Inquiry list. To settle multiple receipts at once, navigate to Purchases > Click New > Choose GRN to Invoice from the dropdown to select and combine several GRNs into one bill.
Supplier
A supplier must be selected to identify which vendor is billing you. When converting from a GRN, the vendor name is automatically pulled from the receipt. it is non-changeable
Invoice Date
This represents the official date as printed on the supplier's physical bill. This date determines the accounting period for tax and expenses. it is changeable
Current Debit
The Current Debit field displays the real-time financial balance between your business and the selected supplier. This value indicates the net amount you currently owe the supplier or, in cases of overpayment or returns, the amount the supplier may owe you. A negative value indicates the amount the supplier owes you, while a positive value indicates the amount you owe the supplier. The amount is displayed as a clickable link; by clicking on it, the user can view a detailed history of all previous transactions, payments, and outstanding balances associated with that specific supplier.
Barcode
Allows you to scan item barcodes to quickly verify that the billed items match the physical goods received. it is changeable
Reference
In the ERP system, the Reference field is used to uniquely identify each transaction, such as a Purchase Order, GRN, or Purchase Invoice. This is our unique reference for every transaction. The system allows the user to customize the reference number format as per your business requirement. User can define and modify the serial pattern in: Setup -> Transaction Reference. The reference value can also be edited and changed without affecting the format, giving the user flexibility while maintaining consistency in your numbering pattern.
Supplier's Reference
Enter the actual invoice number printed on the physical document received from the vendor. it is changeable
Due Date
The date by which the payment must be made to the supplier, usually calculated based on payment terms. it is changeable
Tax Included (Toggle)
Determines if the prices imported from the GRN already include tax or if the system should add tax on top. it is changeable
Line Items (Order Items)
This section lists the items received in the GRN that are now being invoiced:
- Item Description: The name and code of the products received. it is non-changeable
- Quantity: The number of units being invoiced. If you were only billed for a portion of the receipt, you can adjust this. it is changeable
- Price: The cost per unit as per the supplier's bill. it is changeable
- Line Total: The final calculated value for each row. it is non-changeable
- Remove Button(GRN Removal): Clicking this button at the end of a row will void the remaining items for that GRN line. If the item was already partially invoiced, only the remaining items are voided.
GL Items for this Invoice
The GL Items section is a specialized area used to record non-inventory expenses or services directly onto a purchase invoice. Unlike the "Order Items" section, which tracks physical stock movement, GL Items are used for costs that do not have a physical quantity or warehouse location, such as professional fees, electricity bills, or maintenance services. This ensures that all costs associated with a purchase are captured in your financial records, even if they aren't physical products.
Quick Entry for GL Items
To speed up the process, you can use the Quick Entry dropdown located just above the GL table. This allows you to select a pre-defined expense category. Simply select the category, enter the Amount in the adjacent box, and click the Go button. The system will automatically populate the corresponding General Ledger account and amount into the table below.
Detailed Field Explanation (GL Items)
- Account Name: Select the specific expense account from your Chart of Accounts. If you need to add a new ledger account, click the + icon next to the dropdown.
- Description: This text field allows you to provide specific details about the expense. This description will appear in your ledger reports for better audit tracking.
- Tax Type: Choose the appropriate tax rate for the service. If the service is not taxable, select No Tax.
- Price: Enter the net cost of the service or expense. Here the tax is applied.
- Add Button: Once all details for the row are entered, click Add to finalize the entry.
- Edit/Confirm/Cancel Icons: After adding a GL, if a user needs to change any information, they can use the edit pencil icon to update or revert changes.
- Remove Icon: To remove an item from the order, simply click the X (Delete) icon displayed at the end of the respective row.
Total Details
Summary of Sub-total, Shipping charges, and Tax breakdowns. For partial invoicing based on quantity, the system automatically pre-populates the prorated Shipping Cost, Discount, and Round Off amounts based on the total amount given. it is changeable
Payment
Choose to pay immediately by selecting a Bank/Cash account or select Delayed to record it as a credit purchase. it is changeable
Attachments
Upload a scan or photo of the supplier's physical invoice for record-keeping. it is changeable
Comments
Add any internal notes regarding the billing or price discrepancies. it is changeable
Action Buttons
- Process Invoice: Finalizes the bill and moves the value from the clearing account to Accounts Payable.
- Draft: Saves your progress without updating the ledger.
- Cancel: Discards the invoice entry.
Note
The system supports partial invoicing from a GRN. When you adjust the quantities to be invoiced, the system automatically calculates and pre-populates the prorated shipping cost, discount percentage, and round off amounts relative to the current invoice value. Users can modify these allocated values based on their specific needs before processing.