TamilAccounting

Purchase Invoice View

The Purchase Invoice View is the full record of a supplier bill. It shows the header and supplier details, the goods and non-stock costs billed, the receipts it was matched to, the ledger entries it created, and the payments and credits applied against it.

Where to find it

Open any invoice reference from the Purchase Invoices List.

Invoice Information

Field	Description
Reference	Your unique invoice reference.
Supplier's Reference	The vendor's own invoice number.
Date	The invoice date.
Due Date	When payment falls due.
Created By / Created On	Who recorded the bill and exactly when.

Supplier & Address

The supplier name, contact information and registered address as held on the supplier record.

Line Details & GL Items

Two kinds of line sit on a purchase invoice. Order Items are physical goods, with quantity, price and a warehouse behind them. GL Items are non-stock costs — freight, professional fees, utilities — charged straight to a ledger account with no quantity at all.

GRN Tab

Column	Description
Reference	A link to the original goods receipt.
Supplier's Reference	The vendor's delivery reference.
Status	Confirms the link between the receipt and the bill.

General Ledger Tab

Account	Effect
GRN Clearing	Debited — reverses the provisional liability from the goods receipt.
Tax Accounts	Debited — input tax such as SGST and CGST that you can reclaim.
Shipping & Freight	Recognises delivery cost.
Discounts Received	Credited where the supplier gave a discount.
Accounts Payable	Credited — the total liability to the supplier.

Allocations Tab

Column	Description
Reference	The payment or debit note applied.
Total Amount	The full value of that payment record.
This Allocation	The amount from it applied to this invoice.
Left to Allocate	Any credit balance remaining after the invoice is settled.

Totals Details

The sub-total across order items and GL items, any discount or round-off, the tax breakdown, and the invoice total.

Purchase Invoice Status

Status	Meaning
Yet To Pay	Finalised and the liability recognised, with no payment recorded yet.
Partially Paid	Part settled; an outstanding balance remains.
Paid	Fully settled through payments or credit allocations, leaving zero balance.
Overdue	The due date has passed with a balance outstanding.
Partially Debited / Debited	A debit note has reduced part, or all, of the liability.
Draft	Saved but not finalised in the ledgers.

Action Buttons

Action	What it does
Payment	Record a payment against the invoice.
Debit This	Create a debit note, or purchase return, against this invoice.
Edit	Update details where the invoice is not fully paid or locked.
Print Invoice	Generate a PDF for physical records.
Void	Cancel the invoice and reverse all its accounting entries.

Note

Editing may be restricted by your country's tax rules as well as by permissions. Where a posted purchase invoice cannot be altered, reverse it with a debit note instead.

Direct Invoice — record a bill
Purchase Invoices List — find invoices
GRNs To Invoice — bill goods received earlier
Supplier Payment — settle the bill
Supplier Debit Note View — credits applied to it

Previous Goods Received Note GRN view Next Purchase Expenses View