Add / Update Purchase Invoice

Purchase Invoice is an official document which shows the quantity of good received and the amount pending to be paid. Purchase Invoice is created only when the order placed is received. This document acts as a proof of purchase and payment.  By confirming the receipt of goods ordered by creating a Purchase Order, you can create a Purchase Invoice. Or else, you can directly create a new Purchase Invoice.

Add New Purchase Invoice


Step 1.
From your Home page, click on Stock drop-down from the main menu.Step 2.
Click on Purchases module.

The following page will be displayed.

Step 3.
Click on Add Purchase Invoice option and the following page will be displayed.

Step 4.
In the Supplier Name field, enter the name of the supplier from whom you have purchased goods.

Step 5.
Select the supplier from the suggestions that appear. You can either select an existing supplier, or create a new supplier. List of the suppliers will appear based on the suppliers created in the Supplier section (refer Supplier).

Back on the Add Purchase Invoice screen you can now see the supplier you created/selected. To edit or view details of the selected supplier, click on the Edit option. In case you want to remove the supplier then click on Remove option.

Note
You can also add a supplier from the Justdial listing database. This listing database consists of all the suppliers who are registered with Justdial.

Step 6.
In case you are ordering from an existing supplier, on selecting that supplier, a modal will appear. This modal gives you an option to view the list of products that were previously ordered from that supplier.

Step 7.
On clicking Yes, View List ,the following list will open up. The list is separated in 2 tabs

  • Low Inventory
  • View All

Step 8.
Add products for which the payment has to be made to the supplier .You can also search for a product by typing the name in the search bar.

Step 9.
Once all the products are selected, click on Continue to proceed.

Step 10.
You can enter the number for the invoice in Invoice Number field and the date in Invoice Date section. Define the credit period (time period for which the payment can be postponed after product has been received) and select the outlet (if any).


Enter the quantity of each product that you have received.

Step 12.
If you do not want Input Tax Credit to be claimed for this purchase, enable the Ineligible for Input Tax Credit toggle.

Step 13.
If you want the tax to be paid by the recipient of the good, instead of the supplier (in case of unregistered supplier), enable Reverse Charge Mechanism Applicable toggle.

Step 14.
You can add a product by searching with the Item name or Barcode. You can also add a new product by clicking on Add New Item. The Net Wt/Cont will be filled automatically

Step 15.
Enter the HSN/SAC code and select the relevant one from the suggestions.

Step 16.
Enter the barcode if required. You can also automatically generate barcode by clicking on Yes

Step 17.
You an add product expiry date if you want. Click on Yes and the following slider will be displayed. You can set the expiry date by the manufacturing date or the expiry date.

Step 18.
You an add product expiry date if you want. Click on Yes and the following slider will be displayed. You can set the expiry date by the manufacturing date or the expiry date.


Note

Based on the configuration in the General settings, you will have additional options to enter the Batch/Lot Number, and/or add an expiry date for the product.

Step 19.
Enter the MRP and Selling Price of the goods received.

Step 20.
Check the ordered quantity and edit the received quantity (Qty Recd) if needed.

Step 21.
In the Tax section, add the applicable sales and purchase tax to the product.  Click on Yes to edit tax, and select the purchase tax and sales tax applicable for the product from the modal displayed.

Step 22.
Enter the Gross Amount. Once the gross amount is added, the Cost Price of each unit will be calculated accordingly.


Note
You can add Purchase Notes (for entire purchase order), Item Note (for individual products), IMEI/ Serial Number (electronics) and upload invoice copy if required.

Step 23.
All the cost details including tax will be displayed below. You can enter the Price Adjustment and Freight charges if any. The Net Payable amount will be calculated accordingly.


Note
If products are partially received, the purchase order will show both the pending products and the purchase order for the products received. Any adjustments will be made to the overall bill amount.

Step 24.
Once all the details are added, click on Save.Once saved, your purchase invoice is created. You now need to make payment for the goods received.

Step 25.
Click on Add Payment and the following slider will be displayed.

Step 26.
Select the mode of payment through which you want to pay supplier, fill in the required details and click on Save Payment

Once you have added all the details in purchase invoice, you can choose whether or not you want to make payment immediately. In case you want to pay supplier after few days, then you can Save your invoice. This invoice will be available in Payment Pending Purchase Invoice section.


You can save your invoice as draft so that you can edit it at anytime. Your purchase invoice will be visible in All Purchase Invoice as follows:

Invoice which are saved as draft will be visible with a draft tag. Clicking on any purchase invoice opens up purchase invoice detail page:

  1. Print and Send purchase invoice to supplier.
    Clicking on Send will open the following slider.

    On clicking Print option, the following slider will be displayed.
  2. Clicking on more option allows you to add product note, purchase note, IMEI / serial number or upload invoice.
  3. Return Items: In case you want to return items to suppliers, you can click on this option. A slider with the the ordered product list will be displayed.

    Select the products that need to be returned and click on Return Items. The following page will be displayed. Fill in the quantity that needs to be returned.  The price will be adjusted accordingly in the Price Adjustment section.
    Click on Return Item(s) .  The return details will be displayed in the following format.
  4. Make Payment: In case you need to pay, then click on  this option. Collect Payment will be displayed in scenarios where payment needs to be collected . The following slider will be displayed.
  5. This section displays the products that are purchased from supplier.
  6. This section displays the purchase order number and date when it was created.
  7. Displays the invoice number and invoice creation date.
  8. Displays the credit period duration.
  9. In case if your payment is pending to be paid to supplier then, your payment due date is displayed here.
  10. You can link the purchase order by clicking on Add Purchase Order.
  11. Displays the supplier details that is associated with this PO.
  12. This section displays the payment summary. Hovering on  icon will display the cost/tax break up of the amount.

Note

You can view the details of each payment mode by hovering on the tool tip next to it.

Link Purchase Order
You can link only one purchase order to purchase invoice.

You can view all Purchase Invoices in the All Purchase Invoices section.

Click on All Purchase Invoices in Purchases section.

Step 1.
Click on Purchases module from the Homepage.The following page will be displayed.

Step 2.
Clicking on View Purchase Invoice and the following page will be displayed.

1.Supplier Name.
2. Purchase Invoice Number.
3. Purchase Invoice Creation date.
4. Total Amount.
5. Total Number of Items in the Purchase Invoice.
6. Payment Status.

Step 3.
You can sort data with the following filters.
Sort By: You can sort the date by the following parameters.

Payment Status: You can filter  the list by the following parameters.
1.  Payment Delayed
2.  Payment Pending
3.  Refund Pending
4.  Paid

Payment Due Date: Select the dates for which you want the data to be displayed.

Creation Date: Select the dates for which you want the data to be displayed.

Invoice Date :  Select the dates for which you want the data to be displayed.

Supplier: Filter Purchase Invoices by supplier name.

Step 4.
Click on any Purchase Invoice against a supplier name and the following page will be displayed.

  1. Name of the supplier and invoice number.
  2. The total order amount is shown along with pending amount.
  3. Clicking on Make Payment  displays the following page. Select the payment mode as per your requirement to complete the payment.
  4. Contact Supplier allows you to contact the supplier  via callWhatsapp, SMS and email.
  5. The Invoice Details section displays invoice creation date, purchase order number and creation date, credit period etc
  6. In Item Details all the product details will be displayed. Price/tax break up will be displayed on hovering over the icon.
  7. Payment Summary display the total payment details.
  8. You can select the purchase orders related to that supplier from the list of Purchase Orders.  Select the Purchase Order from the list and click on Yes, Add. You can only link Purchase Invoices with Orders that have the same Supplier. The following error message will be displayed in case the supplier names do not match.
  9. You can view the supplier details in this section. Click on Details  to view more information about the supplier.
  10. View the outlet details for which the Purchase Invoice was created. Click on  and the following options will be displayed.

You can add an Item Note (for every product), IMEI/Serial Number (for electronics),  Purchase Note (for entire invoice), Send Purchase Invoice , Upload Invoice Copy.

Return Items Section

This section of the purchase items shows the products that are to be returned to the supplier.

On expanding the Return Item(s) the product details are displayed.

Export Purchase Invoice to Tally

This functionality allows you to export all your financial data in a format that can directly be used with Tally. The exported report contains all supplier-purchase linked financial data, that is essential for your taxing purposes. Once exported, this can directly be imported into Tally, using the Jd Omni Tally Integration Utility.

On clicking the Export For Tally option, the following modal opens up:


Step 1.
From your Home page, click on Stock drop-down from the main menu.Step 2.
Click on Purchases module.

The following page will be displayed.

Step 3.
Click on Export Purchase Invoice. The following modal will be displayed.

Step 4.
Select if you want to export a Purchase Invoice Summary or Purchase Invoice Detailed.

Step 5.
Select the Start Date and the End Date between which you want to export the data.

Step 6.
Click on Export and the Export-Import History modal will be displayed, where you can view the export status

  • You can click on the Download file to download the file of any export that was carried out in the past.
  • By clicking on the Email Link you can directly send generated Tally file Link through Email.

Step 7.
Click on Export Purchase Invoice to Tally to download a report compatible with Tally software.

Select the outlet from where you want to download the data. Select the Start Date and the End Date between which you want to export the data. Click on Export to export the data.

Step 8.
Click on Export History to view the documents exported in the past.

This functionality is currently unavailable for mobile
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