A Purchase Direct Invoice in TamilAccounting ERP is used to record the purchase of goods or services directly from a supplier. This type of invoice is issued when goods or services are received immediately, and payment is expected to be made or recorded without the need for a prior purchase order.

Step-by-Step Guide to Filling Out the New Purchase Direct Invoice Form:

1. Supplier and Invoice Information:

   • Supplier: Select the supplier from whom the goods or services are being purchased from the dropdown list. If the supplier is not listed, you can add a new supplier by clicking the "+" icon.
   • Invoice Date: Set the date when the invoice is created. This date is essential for financial tracking and payment schedules.
   • Reference: Enter a unique reference number or code for this invoice. This helps in tracking the invoice within your system.
   • Due Date: Specify the date by which the payment for this invoice is due. This ensures that payments are made on time and helps manage cash flow.
   • Supplier’s Reference: Enter the reference number or code provided by the supplier. This is essential for matching the invoice with the supplier’s records.

2. Shipping and Delivery Details:

   • Receive Into: Choose the location (warehouse or inventory) where the items will be stored once they are received.
   • Deliver to: Enter the delivery address or location where the goods were delivered.
   • Branch: Select the branch responsible for receiving the goods or services.
   • Department: Choose the department that is receiving the goods or services.

3. Order Items:

   • Item Description: Select the items or services being invoiced from the dropdown menu. If the item description needs to be edited, click the edit icon next to the item. You can also create a new item description by clicking the "+" icon.
   • Test1, Memo: These customizable fields can be used to enter additional specifications or notes related to the item.
   • Quantity and Unit: Enter the quantity of the item being invoiced and select the appropriate unit of measurement.
   • Batch No: If applicable, enter the batch number associated with the item. This is particularly useful for tracking perishable goods or items with specific production batches.
   • Price before Tax: Input the price per unit of the item before taxes are applied.
   • Item Tax Type: Select the tax type that applies to the item. This ensures that the correct tax is calculated and applied to the invoice.
   • Line Total: The system will calculate the total cost for the line item based on the quantity and price entered.

4. Additional Financial Details:

   • Discount: Apply any discounts to the total order amount. This can be a percentage or a fixed amount.
   • Discount(-)/Round Off(+) Amount: Adjust the final total by applying additional discounts or rounding off the amount.
   • Amount Total: The form will display the grand total of the invoice after all items, discounts, and adjustments have been added.

5. Quick Entry:

   • Quick Entry: Use this field to quickly add additional expenses or charges related to the invoice, such as "Phone" or other services.
   • Amount: Enter the amount for the quick entry.

6. GL Items for this Invoice:

   • This section will automatically populate with the General Ledger (GL) accounts and items related to the invoice. Review this section to ensure that all financial entries are correct.

7. Memo and Attachments:

   • Memo: Add any additional notes or information relevant to the invoice. This can include special instructions, terms of the agreement, or any other relevant details.
   • Choose File: Attach any related documents or files by clicking the "Choose File" button. This could include contracts, specifications, or previous correspondence with the supplier.

8. Finalizing the Invoice:

   • Update: Click this button to save the invoice and refresh the totals based on any changes made.
   • Cancel Invoice: If you decide not to proceed with the invoice, click the "Cancel Invoice" button to discard the changes.

Summary:

The Purchase Direct Invoice form in TamilAccounting ERP is an essential tool for managing immediate purchases from suppliers. By carefully filling out each section, you can ensure that all purchase transactions are accurately documented, linked to the appropriate suppliers and departments, and prepared for timely payment processing. This helps in maintaining efficient procurement management and accurate financial records.