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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 purchases that you made with your suppliers.

How to Create a Purchase Invoice?

The following video takes you to create purchase invoices for purchases made from the suppliers. adjusting balances on invoices, integrating invoices through paperlez, and other features.

Key Features:-

The purchase invoice allows the user to apply debits to the invoice.
There is a duplicate invoice option which helps the user to easily create a copy of invoices
Invoices can be Associated with documents using paperlez integration.
The balance adjuatment option gives the user the permission to write off any remaining balances
The invoice gives access to view transaction in the form of journal entries
And one of the key features the invoice shows the history of the transactions made.

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

1. Filter option

The 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 the filter option or by clicking the filter drop-down. You can filter the data by Supplier name, Ref no, status and invoice no. Users can also sort data based on ascending and descending order on the basis of reference no. or invoice date of the invoice
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 filter based on purchase invoices, bills, and purchase draft.

2. New Purchase Invoice

The new purchase invoice button opens into the purchase invoice form where the user can add a new invoice. Some fields are marked in red where the details are to be entered compulsorily. Users 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. The same concept can be seen while creating a sales invoice

Steps to create a new purchase invoice

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 Sav

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.
Paperlez Icon	This option allows users who have integrated paperlez in Accoxi to attach or associate documents to purchase invoices. A tab will be opened showing all the documents uploaded in Paperlez and users can choose the required documents to be attached with the invoice by associating the document.
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
Description	Enter the description 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
P.O number	Enter the purchase order number here
P.O date	Enter the purchase order date
Email	It will be automatically filled when we select the supplier
Tax type	Select tax type
Discount	Select type of discount
Reverse Charge Applicability	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
ITC	Users can choose whether the transaction is eligible under ITC or not
Blocked columns	If a product is entered in the table, the product’s product/service code, HSN/SAC, and unit columns will be blocked because these data are inserted while we create the product. When the quantity is entered tax%, taxable amount, tax amount, and the 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 may be an after-tax/before-tax discount that 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 the preferences menu à organization settings.

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.

1. New purchase

the new purchase option redirects the user to purchase invoice creation to create a new purchase invoice

2. Filter

The filter menu enables the user to filter the purchase invoice of the supplier data according to partially paid, unpaid, overdue, overdue by today, canceled, and draft.

3. Make payment

This is used to make payments to the supplier for the invoice created.

Steps to make payment

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

Fields	Description
Ref number	Will be automatically filled when we select make payment from invoice view
Date	Enter the date of the payment
Paperlez Icon	This icon is available for Paperlez app users and this is the option to search Paperlez documents from Paperlez tab. While clicking on the paperlez icon, it opens to Paperlez documents page and the user can search the associated documents from the page.
Supplier	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 a 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	Enter the TDS amount on this field
Debits Applied	This table shows the debits applied in this transaction
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, the payment made view will appear.
Clear	The 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

4. History

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

OPTIONS AVAILABLE IN THE HISTORY WINDOW

1. Comments and history

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

2. Payments history

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

3. Debits applied

Details of the Debits applied using the debit note are shown here with the date, debit note number and debit applied.

5. View Journal

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

6. Paperlez Integration

This option allows users who have integrated paperlez in Accoxi to attach or associate documents to purchase invoices. A tab will be opened showing all the documents uploaded in Paperlez and users can choose the required documents to be attached with the invoice by associating the document.

Fields	Description
Search Tab	shows all the document lists uploaded in paperlez
Associated tab	Displays the list of all Associated Documents to the particular invoice
PNG/PDF	Users can choose the file format before associating
Associated	To attach the paperlez document to your invoice, the user needs to click on associate.
Download	This will download the paperlez document to your system.

7. Edit option

The Edit menu helps the user edit or correct the details entered in the purchase invoice and can save again after it. user will be redirected to the purchase invoice creation module user can edit the price change customer and once they click update, the updated invoice will be generated.

8. Export to PDF

If the user wants to convert the purchase invoice to PDF format, then the export to PDF option is available.After clicking export to pdf, a save as directory option will appear and the user can opt for the pdf file saving location

9. Print

The 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, the number of copies to be taken, etc.

10. E-mail

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 the mail format window where the “TO” mail address automatically appear with the mail id of the supplier.”

11. More Options

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

a.Apply debits :

Debits are unapplied balance amounts of suppliers from supplier advances or debit notes. Debits are amounts that the supplier has to owe to the customer.

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

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

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

Steps to apply debits:

Click on more options from the purchase invoice window
Click on apply debits option and a small pop-up window appears
here user can adjust the invoice amount according to the debits available to the user
click on update to save updated invoice

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

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

Steps to use Balance adjustment:

Select more features from the purchase invoice view
Then select the balance adjustment option
Then a balance adjustment window will popup
And then the user can select the account and date
Then you can enter the adjusting amount as well as the 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
Save	Saves the changes

c.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.

d.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 a recurring purchase window

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

f.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

g.Cancel invoice:

The cancel option enables 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 the 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

12. 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.

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.

How to create Purchase Invoices in Accoxi?

Purchase Invoice in ACCOXI