Purchase Invoice
In this article, we will take you through the Purchase - Invoices section.
A Purchase - Invoice is an invoice you receive from your supplier (vendor) against the duties they have
completed for you.
To enter and record invoices received from companies you work with who you outsource duties too.
To create statements for driver cum owners (DCO)
You can view the duties your supplier has completed in the Purchase Duties section. To know more about purchase duties click
The Purchase - Invoices tab shows you all the supplier invoices that have been raised. You can find this
section under Operations > Purchase - Invoices.
When you open the Purchase - Invoices section, you can filter by supplier group, supplier name, supplier
invoice number. You can also filter the details by a custom date range.
You can add new purchase invoices by simply clicking on the 'Add Purchase Invoice’ button and filling out the details. Once you click save invoice the invoice will be displayed in this section.
View totals will show you the total amount, the amount paid to suppliers and the outstanding dues from
these duties.
You can use the large gear icon to export the purchase invoices.
You can use the small gear icon to cancel an invoices export invoice duties.
By clicking on view, you will get to know the total number of supplier invoices you currently have.
Once you receive an invoice from your supplier you can create an entry for the same in the purchase
invoice section. To add a new purchase invoice, click on the ‘Add Purchase Invoice’ button on the top right of the screen. Select the supplier name of the invoice you wish to enter. Once selected click on 'Select
Duties' to view a list of duties they have completed. You can filter by customer name, booking id, duty id and date range. Once you have filtered the results, select the duties that are a part of the invoice.
Once you select the duties, the descriptions of the same will get auto-filled. As you scroll to the bottom of the page, you will see the following buttons:
This allows you to add a custom row for taxable charges. You can edit the description to write down the
details of the charges.
This button allows you to add custom row of non-taxable charges. You can edit the description to write
down the details of the charges.
This button adds the taxes to the invoice. You can select the tax type from the drop down option in this
row. You can set the default tax for each supplier in the supplier masters.
If you deduct TDS while making supplier payments, you can add the percentage of TDS by clicking on
this button and entering the percentage. You can set the default TDS percentage for each supplier in the
supplier masters
If your supplier gives you a discount on a specific duty, you can add the same by clicking on the add
discount button. You can enter the amount in the discount row to deduct the same from the subtotal.
If you have made a payment against a fuel transaction for a Supplier/Vendor/DCO, you can add that fuel
transaction as a deduction. By clicking on ‘Add Fuel’ you will get a pop-up with all the fuel transactions for this supplier. Select the fuel transaction from the pop-up and it will be added as a deduction in the
invoice.
To learn more about Vehicle Fuel, click Vehicle Fuel
If you have made an advance payment to a supplier/vendor and have created a purchase receipt for the same, you will see an additional option of ‘Add Advance’ when you are creating a purchase invoice for
that supplier/vendor as well as a red line informing you that this supplier has advance payments added. If
you would like to include the advance payment in the invoice click on the add advance button.
Once you have completed adding in the invoice, click on ‘Save’. This will save the invoice and take
you back to the Purchase - Invoices listing section. Click on the invoice to view it. You can also Print or
Edit the invoice from the top right. The gear icon to the top right side lets you attach files from your system.
Tip: The Duty Summary columns can be customized from the Business settings section.
When you are making a payment for a single or multiple Purchase - Invoices, the entry to record the same can be done in the Purchase - Payments section.
What is a Purchase - Invoice?
A Purchase - Invoice is an invoice you receive from your supplier (vendor) against the duties they have
completed for you.
Purchase - Invoices can be used in two ways:
To enter and record invoices received from companies you work with who you outsource duties too.
To create statements for driver cum owners (DCO)
You can view the duties your supplier has completed in the Purchase Duties section. To know more about purchase duties click
Purchase Duties
The Purchase - Invoices tab shows you all the supplier invoices that have been raised. You can find this
section under Operations > Purchase - Invoices.
Let’s get acquainted with the purchase invoices section.
1 - Filters
When you open the Purchase - Invoices section, you can filter by supplier group, supplier name, supplier
invoice number. You can also filter the details by a custom date range.
2 - Add Purchase Invoice
You can add new purchase invoices by simply clicking on the 'Add Purchase Invoice’ button and filling out the details. Once you click save invoice the invoice will be displayed in this section.
3 - View Totals
View totals will show you the total amount, the amount paid to suppliers and the outstanding dues from
these duties.
4 - Large Gear Icon
You can use the large gear icon to export the purchase invoices.
5 - Small gear icon
You can use the small gear icon to cancel an invoices export invoice duties.
6 - Total
By clicking on view, you will get to know the total number of supplier invoices you currently have.
Adding a Purchase - Invoice
Once you receive an invoice from your supplier you can create an entry for the same in the purchase
invoice section. To add a new purchase invoice, click on the ‘Add Purchase Invoice’ button on the top right of the screen. Select the supplier name of the invoice you wish to enter. Once selected click on 'Select
Duties' to view a list of duties they have completed. You can filter by customer name, booking id, duty id and date range. Once you have filtered the results, select the duties that are a part of the invoice.
Once you select the duties, the descriptions of the same will get auto-filled. As you scroll to the bottom of the page, you will see the following buttons:
1 - Add row
This allows you to add a custom row for taxable charges. You can edit the description to write down the
details of the charges.
2 - Add Row (Non-Taxable)
This button allows you to add custom row of non-taxable charges. You can edit the description to write
down the details of the charges.
3 - Add Tax
This button adds the taxes to the invoice. You can select the tax type from the drop down option in this
row. You can set the default tax for each supplier in the supplier masters.
4 - Add TDS
If you deduct TDS while making supplier payments, you can add the percentage of TDS by clicking on
this button and entering the percentage. You can set the default TDS percentage for each supplier in the
supplier masters
5 - Add Discount
If your supplier gives you a discount on a specific duty, you can add the same by clicking on the add
discount button. You can enter the amount in the discount row to deduct the same from the subtotal.
6 - Add Fuel
If you have made a payment against a fuel transaction for a Supplier/Vendor/DCO, you can add that fuel
transaction as a deduction. By clicking on ‘Add Fuel’ you will get a pop-up with all the fuel transactions for this supplier. Select the fuel transaction from the pop-up and it will be added as a deduction in the
invoice.
To learn more about Vehicle Fuel, click Vehicle Fuel
Adding an advance
If you have made an advance payment to a supplier/vendor and have created a purchase receipt for the same, you will see an additional option of ‘Add Advance’ when you are creating a purchase invoice for
that supplier/vendor as well as a red line informing you that this supplier has advance payments added. If
you would like to include the advance payment in the invoice click on the add advance button.
Once you have completed adding in the invoice, click on ‘Save’. This will save the invoice and take
you back to the Purchase - Invoices listing section. Click on the invoice to view it. You can also Print or
Edit the invoice from the top right. The gear icon to the top right side lets you attach files from your system.
Tip: The Duty Summary columns can be customized from the Business settings section.
When you are making a payment for a single or multiple Purchase - Invoices, the entry to record the same can be done in the Purchase - Payments section.
Next: Purchase - Payments
Updated on: 15/09/2020
Thank you!