Purchase invoice

Purchase

Purchase Invoice in ACCOXI

Purchase invoice is a commercial document or bill presented to a buyer by a seller or service provider for payment within a stated time frame that indicates what has been purchased, in what amount and for what price. A purchase invoice can be used to prove that something was bought and how much was paid for it. In ACCOXI, you can create invoices of purchase that you made with your suppliers.

Key Features:-
  • The purchase invoice in ACCOXI allows the user to apply debit notes
  • There is a duplicate invoice option in ACCOXI which helps the user to easily create copy of invoices
  • The supplier advance adjustment helps the user to adjust any advance payments
  • The balance write off option gives the user the permission to write off any remaining balances
  • The invoice gives access to the journal entries also
  • And one of the key feature the invoice shows history of the transactions made

Purchase Invoice (1)

When we click on purchase module it gives the user access to various purchase related functions and purchase invoices to access the purchase invoice function.

Purchase/Bill Search

Purchase/bills search shows the list of purchases, invoices and bills of the business.

DATA AVAILABLE IN PURCAHSE / BILLS SEARCH TABLE:

FIELD

DESCRIPTION

#

Serial number of the data available in the table

Supplier name

Shows the supplier name of the transaction

Invoice number

Displays the invoice number of the transaction

Ref. no.

Shows the reference number of the purchase invoice

Invoice date

Shows the invoice date of the transaction

Due date

Displays the due  date of the payment of the invoice

Type

Shows which type of invoice i.e. purchase invoice or bill

Total

The total amount of the transaction is displayed in this column

Amount paid

The amount paid against the invoice is displayed in this column.

By clicking the amount paid user can view all the history of the payments made against this invoice like advance payments, debit notes etc. It can be viewed in  the amount paid pop up window

Balance

The balance amount after paying against an invoice will be displayed in this column

Status

The status of the invoice is displayed in this column the status will be “paid, overdue, partially paid etc.”

 

Menus Available in Search

Purchase Search

1.Filter option

  1. Filter of purchase/bills search can be done in two ways- either you can directly enter the supplier name, invoice no, ref. number into the search bar near filter option or by clicking the filter drop down. You can filter the data by Supplier name, Ref no, status and invoice no
  2. There is also an option available to “By selecting the by date, by due within” and the data can be filtered according to the due date or dates of the invoice or bills. There is also an option to view all, purchase invoices, bills and purchase draft.

2.New purchase Invoice

The new purchase invoice button opens into purchase invoice form where the user can add new invoice. Some fields are marked in red where the details are to be entered compulsorily

  • User can set a new voucher format. For certain suppliers it can be set in the voucher settings menu. And by setting so, new purchase invoice can be created according to that voucher format.

 

Steps to create a new purchase invoice
  • Go to purchase module and select purchase invoices
  • Click the + New button on top right hand side of the page.
  • Select the supplier and the corresponding details will be automatically filled.
  • Enter date as well as invoice number
  • Select tax type and discount
  • You can also add description purchase order details
  • And finally add products and qty. and click Save

Purchase Invoice1

Fields

Description

Ref number

The reference number is Automatically generated. So this column is blocked.

date

Enter the date of the purchase invoice. But by default, the date will be set as the date of entering the transaction into ACCOXI.

Invoice number

Entering the invoice number of the transaction is mandatory. If the user tries to save the invoice without entering the invoice number, a validation message will appear

supplier

Select the supplier from the drop down menu

Phone number

Will be automatically filled when we select the supplier

GSTIN

Will be automatically filled when we select the supplier

description

Enter the decription of the purchase

Payment term

The payment term which is already set with the supplier will be shown here. User can change the term if you want

Po number

Enter the purchase order number here

Po date

Enter the purchase order date

email

Will be automatically filled when we select the supplier

 

Tax type

Select tax type

discount

Select type of discount

Reverse Charge Applicability

If the recipient of the goods or services is liable to pay the tax instead of the provider of the goods and services. The user can enable this option

Product or service

Enter the product here. By pressing the enter key it will give you the details of all products that you entered

batch

Select the batch of the product by clicking on the batches column

QTY

Enter the quantity of the products and save

Blocked columns

If a product is entered in the table, product’s product/service code, HSN/SAC, unit columns will be blocked because while we create the product these data are inserted.

When the quantity is entered tax%, taxable amount, tax amount, item total will change according to that.

TDS

TDS can be entered in this section in two ways

·         Firstly the user can select tax name from the drop down menu and in the amount column the calculated % of tax amount will be shown and the user cant edit that column

·         Second way is the user directly using the amount column to enter the TDS amount.

 

Discount

This column is to add any discounts given on purchases. This will may be an after tax/ before tax discount which can be selected previously. User can enter the amount in this column and it will be deducted from the item total.

Other charges

This column is to add any other expenses associated with the purchase.

Round off

This column is to round off small amounts and the round off may be downward, upward or nearest. This is selected from preferences menu à organisation settings.

 

Purchase View

Menu’s available in purchase view

After saving the purchase invoice it will redirect to the purchase view option where the user is available with various options like print, payment, journal etc.

FIELDS

DESCRIPTION

1.New purchase

 

A new purchase button redirects to create new purchase  window

 

2.Filter

Filter menu enable the user to filter the purchase invoice data according to partially paid, unpaid, overdue, over due by today, cancelled and draft

3.Refresh

If your latest data is not displayed, click on the refresh icon on the top left corner of the page to fetch the new data.

4. Pagination control

 

It controls the page navigation and the page size. Page size can be set to 10, 20, 50 or 100. By giving page number in the box and clicking on Go button launches the user to said page.

 

 

 

 

5.History

 

This menu helps the user to obtain the history details of the PURCHASE INVOICE.

 

 

OPTIONS AVAILABLE IN HISTORY WINDOW

1.Comments and history

·         Shows all the edits and alterations of the purchase invoice with date of the changes made

2.Purchase hitstory

·         Shows the details about the payments made with date of payment, reference number, instrument number, payment mode and amount.

3.Credits applied

·         Details of the credits applied using the debit note is shown here with date, debit note number and debit applied.

6.VIEW JOURNAL

 

It is the menu that shows the journal view of the transaction. Journal view shows both debit and credit aspects with amount.

 

7. Zoom in and out

 

This menu helps the user to zoom in the purchase invoice

Zoom out button reduces the view size of the purchase invoice

 

 

8. Page size

 

There are three types of paper size menus available on the top side of the purchase invoice form and the user can select appropriate paper size format from paper size A4, paper size A5 or paper size letter.

 

9. Edit

Edit menu helps the user to edit or correct the details entered in the purchase invoice and can save again after it.

 

10. Export to PDF

If the user wants to convert the purchase invoice to PDF format, then export to PDF option is available.

After clicking export to pdf, a save as directory option will appear and the user can opt the pdf file saving location

11. Print

Print menu helps the user to print the created purchase invoice if required.

After clicking the print button it will redirect to print options where the user can select the printer, number of copies to be taken etc.

 

12.EMAIL

The user can send the created purchase invoice to the suppliers or to anyone through Email by using the Email button.

 

By clicking the mail button it will redirect the user to mail format window where the “TO” mail address automatically appear with the mail id of the supplier.”

13.Make payment

This is used to make payment to the supplier.

Steps to make payment

  • Click on make payment button which will redirect you to supplier payments
  • Select date by account and enter narration
  • Select the instrument type, number and bank name
  • Enter the amount and click Save

SUPPLIER PAYMENT

Fields

Description

Ref number

Will be automatically filled when we select make payment from invoice view

 

Date

Enter the date of the payment

Supplier

Will be automatically filled when we select make payment from invoice view

 

Phone number

Will be automatically filled when we select make payment from invoice view

 

GSTIN

Will be automatically filled when we select make payment from invoice view

 

 

Narration

Enter the narration of the payment

By account

Select from which account amount is to be paid from

Instrument type

Select the type of instrument to be used to pay the supplier

If the user selects cash account the instrument number, date and bank name column will be blocked.

Instrument number

Enter the instrument number

Instrument date

Enter the instrument date

 

Bank name

Enter the name of the bank

TDS

 

Amount column

Enter the amount  to be paid you can also pay partially

Pay Full amount option

 by clicking it the amount will be paid fully

Save

Click on the Save button to save the details that is entered. After clicking save, payment made view will appear.

Clear

Clear menu is for clearing or removing the entire data entered by the user.

exit

Exit menu is used to exit from the payment window without saving the supplier payment form

14.More features option:

 

MORE OPTION1

Gives access to more features to the invoices like apply debit note supplier advance etc.

1.Apply debit note:

Debit note acts as the Source document to the Purchase returns journal. In other words it is an evidence for the occurrence of a reduction in expenses.

Applying debit note function is useful to adjust any purchase return balances to the invoice.

User can adjust the amount to be received from the customer using the debit note created.

This can be done by entering adjustment amount in the amount column. The user can’t enter the amount more than the debit balance.

Steps to apply debit note:

  • Create a debit note from purchase module against a supplier transaction which is fully paid
  • If another transaction happens with the same supplier after creating the new invoice go to invoice view
  • In more features option, select apply debit note
  • The debit note lookup window will popup
  • And enter the amount to be adjusted in the invoice and click update

DEBIT NOTE
  • If the user tries to add amount more than debit balance a validation message will appear

Fields

Description

amount

Enter the amount to be adjusted

 

update

To save the changes

 

2.Supplier advance adjustment: to adjust any advance payments made to the supplier

Steps

  • Go to purchase module and select payments made
  • Select supplier advance from the new option
  • Enter supplier details and amount and click save
  • When a transaction is made with a supplier click on more features in the invoice view and select supplier advance adjustment
  • And from supplier advance adjust window user can open and enter the amount to be adjusted and click ok

ADVANCE ADJUSTEMNT

Fields

Description

Voucher no

The voucher number of advance adjustment automatically appears

voucher date

The date of advance payment appear here

Adjustment amount

Enter the amount to be adjusted

 

ok

Saves the changes

close

Closes the window without saving

 

 

3.Balance write off: this function is used to write off any balances to be paid to the supplier. If the supplier gives you any allowances or extra discount you can adjust the amount in this function.

Steps

  • Select more features from the purchase invoice view
  • Select balance write off option
  • Then a balance write off window will popup
  • And then user can select the account and date
  • Then you can enter the adjusting amount as well as description
  • Then click save to save the changes

Fields

Description

Ref. number

Reference number of the adjustment

 

Date

Enter the date of adjustment

account

Select the account of adjustment

balance

The remaining balance to be paid to the supplier appears here

amount

Enter the amount to be adjusted

description

Enter the description regarding the adjustment

edit

Edit option enables the user to edit the amount of balance

delete

Delete option deletes the balance write off added

Save

Saves the changes

 

4.Convert to sale feature: Gives permission to convert the purchase invoice into a sales invoice. This means redirects to sales invoice and the value will be as per the sales rate.

5.Create recurring: If the purchase is recurring in nature user can create a recurring invoice by clicking create recurring option. This will redirect the user to recurring purchase window

6.Create debit note: The create debit function is readily available in the invoice view itself. By clicking the create debit note it will redirect user to debit note window where purchase return against the selected invoice can be created

7.Create duplicate: This function is an easy tool to copy invoices. This will redirect user to purchase invoice window with the same data that user entered previously

8.Cancel invoice:

Cancel option enable the user to cancel the prepared purchase invoice

  • When the user clicks the Cancel button, it shows a cancel window
  • By default it shows supplier details like name of the supplier, invoice number of the transaction and the amount
  • And the user needs to enter the reason for Cancellation.
  • And click ok to cancel the transaction

 

15.Exit: By clicking exit, user can exit from the purchase view window

3.Export

The purchase invoice list can be exported to Excel format. Click on the Export button at the top right corner near the +New button. Select the file location and click Save.

4.Refresh

If your latest data is not displayed, click on the refresh icon on the top left corner of the page to fetch the new data.

5.View icon: This icon redirects the user to invoice view window

6.More option

You can edit, view, make payment, export to pdf and print the invoice details if required using the more icon.

  • View option redirects the user to purchase view where the user can view the purchase invoice and use the available features in that window
  • Export to pdf: If the user wants to convert the purchase invoice to PDF format, then export to PDF option is available.
  • Print: Print menu helps the user to print the created purchase invoice.

7.Color Filter

Purchase return and cancelled invoices are represented either in red or green to denote return and cancelled.

8.Pagination Control

It controls the page navigation and the page size. Page size can be set to 10, 20, 50 or 100. And by giving page number in the box and clicking on Go button, user can jump to the said page.

9.Exit

Below the pagination control, there is exit button. If you want to exit the supplier search page click on exit button.

Frequently Asked Questions?

01How can I create a purchase invoice in Accoxi?

  • Click on the Purchase module and select the option Purchase Invoices.
  • Click on the menu, Add New purchase invoice on the top right side of the page.
  • New purchase invoice form opens
  • Enter the details.
  • Click on the save option to create new purchase invoice.

02Can I make payment, while creating the purchase invoice? How can I record it?

Yes. You can make payment while creating the purchase invoice.

  • Click on the Purchase module and select the option Purchase Invoices.
  • Click on the menu, Add new purchase invoice on the top right side of the page and need to enter the details to enter the details to create a new invoice.
  • Click on the save option to create new purchase invoice and it opens to Purchase Invoice View page.
  • Purchase view consist of various menus including Make Payment menu.
  • Click on the Make Payment menu on the top right side and enter the payment details on the payment form.
  • Click on the save option to record the make payment.

03Is it possible to convert the Purchase Invoice in to Sales Invoice?

Yes. You can convert the created purchase invoice in to sales invoice.

  • Click on the Purchase module and select the option Purchase Invoices.
  • Click on the menu, Add new purchase invoice on the top right side of the page and need to enter the details to enter the details to create a new invoice.
  • Click on the save option to create new purchase invoice and it opens to Purchase view page.
  • Purchase view consist of various menus and more options.
  • Click on the more options menu on the right side of the invoice view and select the option Convert to Sale.
  • It opens to Sales invoice form and click on the Save option to create sales invoice.

04How can I view the journal entry of purchase invoice?

  • Click on the Purchase module and select the option Purchase Invoices.
  • Click on the menu, Add new purchase invoice on the top right side of the page a
  • Enter the details .Click on the save option to create new purchase invoice and it opens to Purchase Invoice view page.
  • Purchase Invoice view consist of various menus including View journal.
  • Click on the View Journal icon on the top side of the invoice view and it shows the journal entry of the purchase.

05Can I cancel a Purchase invoice after created it?

Yes. You can cancel the created purchase invoice by following steps.

  • Click on the Purchase module and select the option Purchase Invoices.
  • Purchase/Bills search shows all the created purchase invoices. Click on the view icon to open the Purchase view.
  • Purchase view consist of various menus including more options menu. Click on the more options menu and select the option Cancel.
  • Then opens the cancel tab and enter the reason for cancellation.
  • Click on Ok to cancel the purchase invoice.