Purchase Invoices List (Transactions)

The Purchase Invoices List is the dashboard for every bill your suppliers have sent you. Use it to track what is unpaid, spot invoices past their due date, settle them, and raise debit notes where you have been overcharged.

Where to find it

Go to Purchases > Invoices.

Filters Section

Filter	What it does
Reference	Search by the system reference number.
Supplier	View all invoices from one vendor.
Date	Show invoices recorded in a date range.
Project	Track procurement costs against a specific project.
Select an Employee	View invoices recorded by a particular user.
Branch	Filter by business branch. Visible when enabled in Setup > Preferences.
Overdue	A checkbox isolating every invoice past its payment due date.

New Direct Invoice

The + New Direct Invoice button records a bill that is not linked to a prior purchase order or GRN — useful for service bills and immediate purchases. See Direct Invoice.

Invoice Table

Column	Description
Type	The transaction type.
Reference	Your invoice reference. Click it to open the Purchase Invoice View.
Supplier	The vendor name. Click it to open their profile.
Supplier's Reference	The vendor's own invoice number, for their tracking and yours.
Date	The invoice date.
Due Date	When payment falls due.
Amount	The total invoice value.
Balance	The remaining unpaid amount.

Invoice Status

Status	Meaning
Yet To Pay	Recorded and finalised, with no payment applied yet.
Partially Paid	A payment has been made; a balance remains.
Paid	The full balance has been settled.
Overdue	The payment deadline has passed and the invoice is unpaid. Highlighted in red.
Partially Debited	A debit note has reduced part of the invoice; a balance is still owed.
Debited	A debit note or purchase return has been fully applied, clearing the liability.
Draft	Saved as work in progress, not yet finalised in the ledgers.

More Options (Action Menu)

Action	What it does
Payment	Open the supplier payment screen to settle this bill.
Debit This	Raise a supplier debit note against this invoice.
GL	View the ledger entries — the debit to inventory or expenses and the credit to accounts payable.
Edit	Modify the invoice where it has not yet been paid or settled.
Print	Generate a PDF record of the invoice.
Void	Cancel the invoice and reverse its ledger impact.

Direct Invoice — record a bill
Purchase Invoice View — read one in detail
GRNs To Invoice — bill goods received earlier
Supplier Payment — pay the bill
Direct Debit Note — reduce a bill

Previous Goods Receiving Note lists and Inquiries Next Supplier Debit Notes List