Understanding Purchase - Invoices

A Purchase - Invoice is an invoice that you receive from your supplier (vendor) for the duties they have completed for you.

The Purchase - Invoices section shows you all the supplier invoices that have been raised and helps you track payments and outstanding dues.

Go to Operations - Purchase invoices - click on Add Purchase Invoice

Here you will see the following:

1- Supplier Group:

Select the supplier group to quickly filter the supplier you want to select

2- Supplier:

Select the supplier you want to create the entry for

3- Purchase Invoice for:

Select the company under which you want to generate this purchase invoice

4- Date:

Enter the date on which you are creating this entry

5- Supplier Invoice Number:

If your supplier has shared an invoice with you, enter their invoice number here. This is mandatory because you will not be able to view accurate reports otherwise.

6- Supplier Invoice Date:

Enter the date on which the supplier has shared their invoice with you. This is mandatory because you will not be able to view accurate reports otherwise.

7- Selected Duties:

Select the supplier duties you are creating the purchase invoice for

8- Add Row:

For creating a custom row that will be taxable

9- Add Duties:

Here you will see a list of duties that you can select to create a purchase invoice for

10 - Add Row (Non Taxable):

For creating a custom row that will be non-taxable

11- Add Tax:

Tax, if entered in Masters- Suppliers will be automatically applied to the invoice. If there is no default tax set up, you can select this and enter it here manually.

12- Add TDS:

TDS that has been deducted by you should be entered here. You can set the default TDS percentage for each supplier in Masters-Suppliers

13- Add Discount:

If the supplier has given you a discount on this purchase invoice, you can enter it here

14- Add Fuel:

If you pay your supplier for fuel and have created a fuel entry, you can apply the fuel amount here

15- Add Credit/Debit Note:

If there are any credit/debit notes for this supplier you can add them and adjust the total outstanding amount

16- Default Tax Classification:

Enter the tax classification your supplier falls under

How to receive a Purchase-Invoice from your supplier via the Network:

Once you receive an invoice from your supplier, you can create an entry for the same in the Operations - Purchase Invoices section.

Go to Purchase Invoices - click on Incoming - Click on VIEW - select Create Purchase Invoice - it will show you an invoice with the duties attached - click on Create Purchase invoice

1 - Incoming:

If you are connected via the Indecab Network, car rental companies can directly send you a purchase invoice through the network.

2 - Filters

When you open the Purchase - Invoices section, you can filter by supplier group, supplier name, and supplier invoice number. You can also filter details by a custom date range.

3- Date Range:

Select the date range for which you want to see data

4 - View Totals

View totals will show you the total amount, the amount paid to suppliers and the outstanding dues from these duties. You have 2 options to view - including TDS or excluding TDS.

5- Purchase invoice number:

Here you will see the number you have entered

6- Date:

Date on which the invoice was created

7- Supplier:

Supplier name

8- Supplier Invoice number:

Here you will see the supplier invoice number

9- Supplier Invoice date:

Date on which the supplier sent you the invoice

10 - Status:

Here you will see the invoice status

11- Amount:

This will display the purchase invoice amount excluding TDS

12- TDS:

This will display the TDS amount deducted

13- Paid Amount:

If any purchase payment is applied it will show the amount here

14- Outstanding amount:

Total due amount

15- Payable amount:

This will display the amount to be paid inclusive of TDS

To create a purchase invoice for incoming invoices - go to Purchase Invoices - click on Incoming - select VIEW - click on Create purchase invoice - make sure the incoming purchase invoice and your purchase duty amount match - click on Create purchase invoice