Purchase Invoice View

The Purchase Invoice view provides a centralized record of a supplier's billing for goods or services. It allows users to verify that the invoiced quantities and prices match the actual receipts (GRNs) and purchase orders. This view is the final step in the procurement process before payment, ensuring financial accuracy and maintaining a clear audit trail for accounts payable.
 
Invoice Information
The header contains the primary tracking and scheduling details for the bill:
  • Reference: The unique internal system identifier for the invoice (e.g., 181/2026).
  • Invoice Date: The date the supplier issued the bill (e.g., 19/03/2026).
  • Due Date: The deadline for payment to the supplier (e.g., 19/03/2026).
  • Created By: The user who entered the invoice into the system (e.g., Yokesh).
  • Created On: The system timestamp when the record was created (e.g., 19/03/2026 11:02 PM).
  • Branch: The company branch responsible for the expense (e.g., 4321 Storage Branch).
  • Project: The specific project or contract linked to this expense.
  • Work Order: The production order associated with these materials (e.g., 046/2025).
 
Supplier & Address
This section identifies the vendor and the logistical details of the transaction:
  • Supplier: The legal name of the vendor (e.g., Eran eager).
  • Supplier's Reference: The vendor's own invoice number or delivery reference (e.g., Eran001).
  • Location: The warehouse or storage area where the items are accounted for (e.g., A1).
  • Bank Account: The designated bank account for this supplier (e.g., Dummy bank).
  • Address: The physical or billing address of the supplier.
  • Choose File: A button to upload or view digital copies of physical supplier invoices or related paperwork.
  • Comment: Internal notes or instructions regarding the bill (e.g., "handle with care").
 
Line Details & GL Items
This tab breaks down the costs associated with specific items and additional ledger expenses:
  • Delivery: Shows the source of the item, such as "Auto" if linked to a system receipt.
  • Item Description: The name and code of the product (e.g., Alpha99 - alpha numeric).
  • Exp Date: The expiration date for tracked items (e.g., 19/03/2026).
  • Quantity & Unit: The number of units billed (e.g., 10 each).
  • Price: The unit cost before discounts and taxes (e.g., 20.00).
  • Discount: The percentage reduction applied to the line (e.g., 10.00%).
  • Item Tax Type: The tax category for the item (e.g., GST 5%).
  • Line Value: The net total for the item row (e.g., 180.00).
  • GL Items for this Invoice: A section for adding non-inventory costs, such as "5437 - Travel Allowance," including a description and the price before tax.
 
GRN Tab
The GRN tab lists all Goods Received Notes that have been matched to this invoice:
  • Reference: The link to the original receipt document (e.g., Auto).
  • Supplier's Reference: The vendor's delivery reference (e.g., Eran001).
  • Status: Confirms the link between the receipt and the bill (e.g., Invoiced).
 
General Ledger Tab
This tab displays the accounting impact of the invoice, showing how the total is distributed across various accounts:
  • Tax Accounts: Debits to Input SGST and CGST accounts (e.g., 2031 and 2033).
  • Shipping & Freight: Recognizes the cost of delivery as a receivable or expense (e.g., 4430).
  • Accounts Payable: The total credit to the supplier's liability account (e.g., 2100).
  • Discounts Received: Credits to the income account for savings earned (e.g., 5060).
  • Clearing Account: Reverses the temporary liability from the GRN (e.g., 1550).
 
Allocations Tab
The Allocations tab manages the link between the invoice and any payments and debit made:
  • Reference: The payment/debit document number (e.g., 104/2026).
  • Total Amount: The full value of the payment record.
  • This Allocation: The specific amount from that payment applied to this invoice (e.g., 289.00).
  • Left to Allocate: Any remaining credit balance after the invoice is settled (e.g., ₹ 15.00).
 
Totals Details
The final summary section calculates the total amount due:
  • Sub Total: The sum of all lines and GL items (e.g., 280.00).
  • Shipping: Added freight charges (e.g., 10.00).
  • Discount: Total discounts subtracted from the bill (e.g., -14.40).
  • Tax (SGST/CGST/VAT): The final calculated taxes (e.g., 7.00 each).
  • Total Invoice : The grand total to be paid (e.g., ₹ 289.00).
 
Purchase Invoice Status
The status of a Purchase Invoice indicates its current financial and settlement state:
  • Yet To Pay: The invoice is finalized and the liability is recognized, but no payment has been recorded yet.
  • Paid: The invoice has been fully settled through payments or credit allocations, leaving a zero balance.
  • Partially Paid: A portion of the invoice has been settled, but an outstanding balance remains due to the supplier.
  • Debited: A Purchase Return (Debit Note) has been issued for the full value of the invoice, effectively canceling the liability.
  • Partially Debited: A Purchase Return has been issued for a portion of the invoice value, reducing the total amount owed.
  • Draft: The invoice is currently being prepared and has not yet been processed to the General Ledger or accounts payable.

Action Buttons
  • Edit: Update invoice details if it has not been fully paid or locked.
  • Debit This: Create a Debit Note (Purchase Return) against this invoice.
  • Payment: Do payment for the invoice.
  • Print Invoice: Generate a PDF version for physical records.
  • Void: Cancel the invoice record and reverse all accounting entries.
 
Note
This Interface will be change based on apps user's company installed. Like, Landed Cost, Approval.

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