Add / Update Purchase Invoice

Purchase Invoice is an official document which shows the quantity of good received and the amount pending to be paid. Purchase Invoice is created only when the order placed is received. This document acts as proof of purchase and payment.  By confirming the receipt of goods ordered by creating a Purchase Order, you can create a Purchase Invoice. Or else, you can directly create a new Purchase Invoice.

Add New Purchase Invoice


1. From the Homepage, click on Purchases.

2. From the Purchases landing page, click on Add Purchase Invoice.

3. Enter the supplier’s name or select from the drop-down list of suppliers.


Note

If you have previously received goods from a particular supplier, then upon creating a purchase order from the same supplier, a pop-up window gets displayed where you can add previously ordered goods into your current purchase order.

4. Enter the item names or select from the drop-down list of products that are either registered into your system or you can even add custom products into the list.


Note

For a Variant Product that is already registered in your system, a purchase invoice is placed variant wise

5. If you want to add a note regarding the purchase details of a particular purchase order, then you can click on Add Purchase Note > enter the note details > click on Update.

6. If you want to add a note regarding every item that you have ordered, then you can click on Add Item Note > enter the note details for each item if you wish > click on Update.

7. If you want to add an identification number for every item that you have ordered, then you can click on Add IMEI / Serial Number > enter the note details for each item if you wish > click on Update.


Note
For a Variant Product that is already registered in your system, IMEI / Serial Number is added variant wise


8. If you want to add an Invoice receipt, click on Upload Invoice Copy > select the document > click on Save.

9. Enter the Invoice Number, date, Credit period, Outlet.

What is an Invoice Number and an Invoice Date ?

Invoice Number is an identification number normally entered while creating a commercially generated bill.

Invoice Date is the day at which you have created the Purchase Invoice

10. Enter the pricing and tax details for every product entered.

11. To save Purchase Invoice as a draft click on Save as Draft.

12. Click on Save once you have edited the fields.

13. Upon saving your purchase invoice either completely or as a draft, an Add Payment slider appears from which you can add payment and transaction type details for that purchase invoice. You can click on Skip and Continue if you want to process payment details later.

14. On the All Purchase Invoices listing page, select an invoice for which you have received the goods and you would like to make payment.

The page gets displayed with the following details:

  1. Send: Enables you to send SMS or email messages to the supplier.
  2. Print: Enables you to print your purchase invoice.
  3. More: Enables you to add an item and purchase notes. You can also add an IMEI/ Serial Number and upload an invoice copy.
  4. Return Items: You can return the items to the supplier if the goods are found to be damaged or some items are missing.
  5. Make Payment: Enables you to make payment to the supplier.
  6. Displays the list of products and its pricing details
  7. Displays the purchase number, date of creation, purchase invoice number and invoice date, credit period, and payment due date.
  8. Enables you to add Purchase Order to a Purchase Invoice.
  9. Displays supplier’s detail and enables you to contact the supplier.
  10. Displays the Outlet details.

Important Note
You can link Purchase Invoice to a Purchase Order only if the supplier is the same.

Important Note
You can link Purchase Invoice and Purchase Order only belonging to the same Outlet.
What do you mean by linking Invoices and Orders ?

It is basically to keep a track of all orders & invoices that you have either received, payment is due, or order is yet pending from a particular supplier. It enables you to clear previous payments as well when you are creating another purchase order from that same supplier.

15. To pay for the goods you have received click on Make Payment.

16. Select the mode of payment from the list.

17. Enter the amount and click on Save Payment.

Your Purchase Invoice gets updated.

18. If the goods you have received are of substandard quality or found to be damaged, you can return the items to the supplier by clicking on Return Items.

19. Select the items from the list that are found to be defective and click on Return Items.

20. From the modal window enter the number of goods you want to return and click on Return Items.


Important Note
The Return quantity should be less or equal to the quantity you have received from the supplier or else you get a warning message.

Important Note

If you have paid the tax amount for a product during the purchase, before returning the item, check whether the Return Tax amount is selected or not. You can check the price break up next to the Total Refund Amount, by clicking on .

21. To receive payment back from the supplier, click on Collect Payment.

22. Select the mode of payment and click on Save Payment.

Your amount gets refunded.

1. From the Homepage, tap on Purchases.

2. From the Purchases landing page, tap on View Purchase Invoice.

The page gets displayed with the following details:

  1. Displays the supplier’s name.
  2. Displays the Purchase Order number, Purchase Invoice Number, and date of creation.
  3. Displays the amount of the purchase order.
  4. Displays the total number of items being ordered.
  5. Displays Payment status of the Purchase Invoice.

 

3. To make payment for a purchase invoice, tap on an invoice from the list.

The page gets displayed. Tap on  , and you can add the following details:

  1. Allows you to add or edit payment and transaction type details for your purchase invoices.
  2. Enables you to send notes about every product for which an order has been placed.
  3. Enables you to add identification or serial number for every item that you have ordered.
  4. Enables you to send notes regarding the purchase details of a particular purchase invoice.
  5. Enables you to add Purchase Order to a Purchase Invoice.
  6. Enables you to send SMS or email messages of a purchase invoice to a supplier.
  7. Enables you to upload Invoice receipt.

 

4. On the Invoice page, tap on Make Payment.

5. From the page that opens up, tap on any mode of payment that you wish to pay by.

6. Enter the payment details and tap on Save Payment.

Your payment details get updated.

Export Purchase Invoice to Tally

This functionality allows you to export all your financial data in a format that can directly be used with Tally. The exported report contains all supplier-purchase linked financial data, that is essential for your taxing purposes. Once exported, this can directly be imported into Tally, using the Jd Omni Tally Integration Utility.


1. From the Homepage, click on Purchases.

2. From the Purchases landing page, click on Export Purchase Invoice.

3. From the modal, select either a summary or details information of the purchase invoices > select the Date Range > click on Export.

4. An Export-Import History modal window opens up. Click on the Download file to complete the process.


Please Note
This feature is currently unavailable. You can export purchase invoices only through a computer.
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