How to create Purchase Invoices in Accoxi?

In ACCOXI, you can create invoices for purchase that you made with your suppliers.

Purchase (1)


A purchase invoice is a formal document or bill issued by a seller or service provider to a buyer, specifying the items purchased, quantities, and prices. This document serves as a request for payment within a designated time frame and acts as evidence of a transaction, detailing what was bought and the corresponding payment. In ACCOXI, users have the capability to generate purchase invoices for transactions with suppliers, effectively documenting purchases made with them. A Purchase Bill is the document provided to the customer as a receipt for the product they've bought. The vendor refers to this document as a Sales Bill since they are selling the product. Conversely, the customer terms it a Purchase Bill as they are making a purchase from the vendor. In Accoxi, users can create bills to monitor payments owed to suppliers, and there's also the option to generate recurring bills for purchases occurring at regular intervals. This functionality enhances tracking and management of periodic procurement transactions. Accoxi has seamlessly integrated both Bills and Purchase Invoices into a unified interface. This comprehensive approach streamlines the management of expenses, product purchases, and services by combining them into a single invoice. This consolidation not only simplifies the process but also saves a significant amount of time for users.

Accoxi's Purchase Invoice boasts several key features:

  1. Debit Application:
    • Users can apply debits directly to the invoice, offering flexibility in managing financial transactions.
  2. Duplicate Invoice Option:
    • The platform provides a convenient duplicate invoice option, simplifying the process of creating copies for various purposes.
  3. Paperlez Integration:
    • Invoices can be associated with documents seamlessly through Paperlez integration, enhancing document management.
  4. Balance Adjustment:
    • Users have the ability to adjust balances, allowing for the write-off of any remaining amounts.
  5. Transaction View via Journal Entries:
    • The system enables users to view transactions in the form of journal entries, providing a detailed overview of financial activities.
  6. History Tracking:
    • Purchase invoices display a comprehensive history of transactions, allowing users to review and track all changes and actions taken.
  7. Detailed Bill Overview:
    • Users can access detailed information on all created bills, including supplier names, reference numbers, outstanding balances, and current statuses.
  8. Purchase Return and Cancellation Management:
    • Effortlessly handle purchase returns and cancellations, with a user-friendly color format for easy identification (blue for purchase returns, red for cancelled bills).
  9. Payment Terms Configuration:
    • Users have the flexibility to create custom payment terms for suppliers, tailoring the financial arrangements to specific needs.
  10. Recurring Bill Creation:
    • Streamline regular purchases by creating recurring bills for transactions that occur at regular intervals.
  11. Payment Details and History:
    • Users can view detailed information on payments made and access the complete history of payments for each transaction.

Purchase Invoice

The purchase module provides users with access to various purchase-related functions. Within this module, users can specifically access the purchase invoices function by clicking on it. This feature allows users to manage and interact with purchase invoices efficiently.

Purchase/Bill Search

The purchase/bills search function displays a comprehensive list of purchases, invoices, and bills associated with the business. This feature provides users with a convenient way to search and access relevant information related to their procurement and financial transactions.


Menus Available In Purchase Search




The serial number associated with the data present in the table.

Supplier Name

Displays the supplier's name for the transaction.

Invoice Number

Shows the invoice number associated with the transaction.

Ref. No.

Displays the reference number of the purchase invoice.

Invoice Date

Indicates the invoice date of the transaction.

Due Date

Shows the due date for payment of the invoice.


Indicates the type of invoice, i.e., purchase invoice.


The column displays the total amount of the transaction.

Amount Paid

The column shows the amount paid against the invoice. Clicking on the amount paid allows the user to view the entire payment history, including details such as advance payments, debit notes, etc. This information is accessible through the "Amount Paid" pop-up window.


The column displays the remaining balance amount after payments have been made against the invoice.


This column shows the status of the invoice, which could be "Paid," "Overdue," "Partially Paid," etc.

Menus Available in Search

1. Filter option

the key points summarizing the purchase/bills search filter features:

  1. Search Options:
    • Users can directly enter supplier names, invoice numbers, or reference numbers into the search bar or use the filter drop-down.
  2. Filtering Criteria:
    • Data can be filtered by Supplier name, Ref no, status, and invoice no.
  3. Sorting Functionality:
    • Users can sort data in ascending or descending order based on reference no. or invoice date.
  4. Date-Based Filtering:
    • The option "By selecting the by date, by due within" allows filtering based on the due date or dates of the invoice or bills.
  5. Document Type Filter:
    • Users can filter data based on purchase invoices and purchase drafts.

These features collectively enhance the search and filtering capabilities within the purchase/bills module, providing users with versatile options for data retrieval and analysis.

Filter Option In Purchase

2. New Purchase Invoice

Clicking the "New Purchase Invoice" button opens the purchase invoice form, allowing users to input details for a new invoice. Certain fields in the form are marked in red, indicating their mandatory nature. Users can set a new voucher format, and for specific suppliers, this format can be configured in the voucher settings menu. This customization enables the creation of new purchase invoices according to the specified voucher format. The same concept applies when creating a sales invoice.

To create a new purchase invoice, follow these steps:

  1. Click the "+ New" button located on the top right-hand side of the page.
  2. Choose the supplier from the list. The corresponding details will be automatically populated.
  3. Enter the date and the invoice number for the purchase.
  4. Select the applicable tax type and enter any discounts, if applicable.
  5. Optionally, add a description and include purchase order details.
  6. Finally, add the products/services/expense accounts, specify the quantities, and click "Save" to complete the creation of the new purchase invoice.

New Purchase Invoice Creation



Ref Number

The reference number is generated automatically, and this column is locked.


Specify the purchase invoice date. By default, the date will be set as the entry date into ACCOXI.

Paperlez Icon 

This feature enables users with Paperlez integration in Accoxi to attach or associate documents with purchase invoices. Opening a tab displays all the documents uploaded in Paperlez, and users can choose the necessary documents to be attached to the invoice by associating them.

Invoice Number

Entering the invoice number for the transaction is mandatory. If the user attempts to save the invoice without providing the invoice number, a validation message will appear.


Choose the supplier from the dropdown menu.

Phone Number

Will be automatically populated upon selecting the supplier.


Provide a description for the purchase.

Payment Term

The payment term already established with the supplier will be displayed here. Users can modify the term if desired.

P.O Number

Input the purchase order number in this field.

P.O Date

Specify the purchase order date.


It will be automatically populated upon selecting the supplier.

Tax Type

Choose the tax type.


Choose the type of discount.

Reverse Charge Applicability

The recipient of the goods or services is responsible for paying the tax instead of the provider. The user can enable this option.

Product Or Service

Input the product, service, or account here. Pressing the Enter key will provide details for all entered products.


Choose the batch of the product by clicking on the Batches column.


Specify the quantity of the products.

Blocked Columns

If a product is entered in the table, the Product/Service Code, HSN/SAC, and Unit columns will be locked, as this data is inserted during product creation. Upon entering the quantity, Tax%, Taxable Amount, Tax Amount, and Item Total will adjust accordingly.


This column is for adding any discounts offered on purchases. It could be an after-tax or before-tax discount that the user has selected previously. The user can enter the amount in this column, and it will be deducted from the item total.

Round Off

This column is for rounding off small amounts, and the round-off method can be downward, upward, or nearest. The selection is made from the Preferences menu in Organization Settings.

Menu available in purchase view

Menus Available In Purchase View Screen

1. New Purchase

The "New Purchase" option redirects the user to the purchase invoice creation page for generating a new purchase invoice.

2. Filter

The filter menu allows the user to categorize supplier purchase invoice data based on criteria such as partially paid, unpaid, overdue, overdue by today, cancelled, and draft.

3. Make Payment

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

Steps to make a payment:

  1. Click on the "Make Payment" button, which will redirect you to supplier payments.
  2. Select a date, choose the account, and enter a narration.
  3. Choose the instrument type, provide the number, and select the bank name.

Enter the amount and click "Save."

Supplier Payment Screen



Ref Number

It will be automatically populated when you choose to make a payment from the invoice view.


input the payment date.

Paperlez Icon

This icon is exclusively accessible for Paperlez app users, serving as the option to search for Paperlez documents within the Paperlez tab. When clicked, the Paperlez icon directs users to the Paperlez Documents page, where they can conduct searches for the associated documents.


It will be automatically populated when you choose to make a payment from the invoice view.


provide the narration or description for the payment.

By Account

Choose the account from which the payment amount is to be deducted.

Instrument Type

Choose the type of instrument to be used for supplier payment. If the user selects a cash account, the Instrument Number, Date, and Bank Name columns will be disabled.

Instrument Number

input the instrument number.

Instrument Date

provide the instrument date.

Bank Name

input the name of the bank.

Invoice No

Displays the purchase invoice number.

Invoice Date

Indicates the purchase invoice date.

Due Date

Indicates the due date of this transaction.


It represents the total amount of the invoice.

Amount Paid

If there are any other payments made against this invoice, that amount will be displayed in this field.

Debits Applied

This table displays the debits applied in this transaction.


It represents the remaining balance amount to be paid.


This is the field where the user can input the amount of the payment made.

Pay Full Amount Option

Clicking on it will fully pay the specified amount.


Click the "Save" button to store the entered information. Once saved, the view for the payment made will be presented.


The "Clear" option is used to erase or remove all the data entered by the user.


The "Exit" option is utilized to leave the payment window without saving the supplier payment form.


  1. History
    This menu assists the user in accessing the history details of the purchase invoice.


  1. Comments and history

Displays all the edits and modifications made to the purchase invoice, along with the corresponding dates of the changes.

  1. Payments history

Provides information about the payments made, including the date of payment, reference number, instrument number, payment mode, and amount.

  1. Debits applied

This section displays the details of debits applied through the use of debit notes, showcasing the date, debit note number, and the applied debit amount.

Purchase History In Purchase View

5. View Journal

This menu presents the journal view of the transaction, displaying both the debit and credit aspects along with their respective amounts.

Journal View In Purchase View Screen

6. Paperlez Integration

This option enables users who have integrated Paperlez in Accoxi to attach or associate documents with purchase invoices. Clicking on this option will open a tab displaying all the documents uploaded in Paperlez. Users can then select the necessary documents to be attached to the invoice by associating them.

7. Edit Option

The "Edit" menu allows the user to make corrections or modifications to the details entered in the purchase invoice. After editing, the user can save the changes. By selecting the "Update" option, the user will be directed to the purchase invoice creation module where they can edit the price, customer, and other details. Once the update is clicked, the system will generate the updated invoice.

8. Export To PDF

If the user wishes to convert the purchase invoice to a PDF format, they can use the "Export to PDF" option. After clicking on "Export to PDF," a "Save As" directory option will appear, allowing the user to choose the location for saving the PDF file.

9. Print

The "Print" menu assists the user in printing the created purchase invoice if necessary. Clicking the print button will redirect the user to print options where they can select the printer, specify the number of copies, and make other relevant choices.

10. Email

The user can send the created purchase invoice to suppliers or others via email using the "Email" button. Clicking the email button will redirect the user to the email format window where the "TO" email address will automatically appear with the supplier's email ID.

11. More Option

More Option In Purchase View Screen

aApply debits:

Debits represent unapplied balance amounts owed by suppliers, stemming from supplier advances or debit notes. These amounts indicate what the supplier owes to the customer.

Applying debits is beneficial for reconciling any balances from purchase returns to the invoice. Users can adjust the amount to be received from the customer by utilizing the created debit note. This adjustment is made by entering the adjustment amount in the appropriate column. It's important to note that the user cannot input an amount exceeding the debit balance.

To apply debits, follow these steps:

  1. From the purchase invoice window, click on "More Options."
  2. Select the "Apply Debits" option, triggering a small pop-up window.
  3. In this window, adjust the invoice amount based on the available debits.
  4. Click on "Update" to save the updated invoice.

Apply Debits In Purchase View

If the user attempts to add an amount that exceeds the debit balance, a validation message will be displayed.





input the amount to be adjusted.


To save the changes.

b. Balance adjustment:

This function is utilized to adjust any balances paid to the supplier. If the supplier provides allowances or additional discounts, you can adjust the amount using this function.

To use the Balance Adjustment function, follow these steps:

  1. From the purchase invoice view, choose "More Features."
  2. Select the "Balance Adjustment" option.
  3. A balance adjustment window will pop up.
  4. Choose the account and date in the window.
  5. Enter the adjusting amount and provide a description.
  6. Click "Save" to save the changes.

Balance Adjustment In Purchase View



Ref. Number

Indicates the reference number of the adjustment.


Input the date of the adjustment.


Choose the account for the adjustment.


The remaining balance to be paid to the supplier is displayed here.


Input the amount to be adjusted.


Provide a description related to the adjustment.


Click on "Save" to save the changes.

c. Convert to sale feature:

Grants permission to convert the purchase invoice into a sales invoice. This entails redirection to the sales invoice, and the value will be determined by the sales rate.

d. Create recurring:

If the purchase is recurring, the user can create a recurring invoice by clicking on the "Create Recurring" option. This action will redirect the user to a recurring purchase window.

e. Create debit note:

The "Create Debit" function is conveniently accessible in the invoice view. Clicking on the "Create Debit Note" option will redirect the user to the debit note window, allowing the creation of a purchase return against the selected invoice.

f. Create duplicate:

This function serves as a convenient tool for copying invoices. It redirects the user to the purchase invoice window with the same data that was entered previously.

g. Cancel invoice:

The "Cancel" option allows the user to cancel the prepared purchase invoice. Upon clicking the Cancel button, a cancel window appears, displaying default supplier details such as the supplier's name, transaction invoice number, and amount. The user is required to enter the reason for cancellation and then click "OK" to cancel the transaction.

  1. Pagination Control

It manages page navigation and page size settings. The page size can be configured to display 10, 20, 50, or 100 entries. Users can input a page number in the designated box and click the "Go" button to navigate directly to the specified page.


3. Export

To export the purchase invoice list to Excel format, follow these steps:

  1. Locate the "Export" button situated at the top right corner, near the +New button.
  2. Click on the Export button.
  3. Choose the desired file location.
  4. Click Save to complete the export process.

4. Refresh

To ensure the display of the latest data, click on the refresh icon located at the top left corner of the page to fetch the new data.

5.View icon

This icon directs the user to the invoice view window.

6.More option

You can edit, view, make a payment, export to PDF, and print the invoice details if required using the "More" icon.

  • View Option:
    • Redirects the user to the purchase view where they can review the purchase invoice and utilize the available features in that window.
  • Export to PDF:
    • If the user wishes to convert the purchase invoice to PDF format, the "Export to PDF" option is available.
  • Print:
    • The "Print" menu assists the user in printing the created purchase invoice.

7.Color Filter

Purchase return and cancelled invoices are indicated by either red or green, signifying return and cancellation, respectively.

8.Pagination Control

It manages page navigation and page size settings. The page size can be configured to display 10, 20, 50, or 100 entries.


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

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