Purchase Invoice

In PrismERP the Purchase Invoice helps businesses accurately record and manage vendor bills for goods or services received. It connects essential purchase details—including supplier information, delivery schedules, inventory locations, and accounting entries—so you can track both stock and payable amounts seamlessly. With this module, users can create new invoices, monitor deliveries, manage vouchers, track serial numbers, handle cancellations, and generate detailed reports, ensuring transparency and control over every purchase transaction.

1. New Purchase Invoice

Purchase Invoice:

Field / Section	Description / Action
Party	Select the party.
Order Date	Select the date the order was placed.
Delivery Date	Enter the expected delivery date.
Payment Date	Enter the scheduled payment date.
Inventory	Select the inventory location or center.
Center	Specify the relevant center for the invoice.
Budget	Enter the budget allocation for this purchase.
Shipment Type	Select the type of shipment.

Products:

Field / Section	Description / Action
Item/Dept	Search by item or department.
Product	Select the product to include in the invoice.
Barcode	Enter the product barcode (if applicable).
Quantity	Enter the quantity purchased.
UoM	Specify the unit of measure.
Unit Price	Enter the price per unit.

Account Information:

Field / Section	Description / Action
A/P	Select the Accounts Payable account.
VAT Acc.	Link VAT account.
AIT Acc.	Link Advance Income Tax account.

2. Purchase Invoice List

2.1 Purchase Invoice Search & Actions

Field	Description
Party	Filter party name.
Status	Filter by current status (e.g., Pending, Approved, Complete, All) and update status directly.
Project	Filter by linked project name.
Order No	Search by purchase order number.
Branch	Select the branch (or "--All--" to include all branches).
From Date	Select the starting date of the range for the search
To Date	Select the ending date of the range for the search

2.2 Purchase Invoice Details View

Field	Action
Details	View the core invoice information including vendor, address, delivery status, order date, FOB date, inventory, linked purchase request, project, created by, and other key details.
Deliveries	Track and update deliveries for this invoice, including planned vs. actual quantities, delivered items, and remaining quantities.
Vouchers	View and update the status of vouchers related to the invoice.
Accountant View	View invoice in an accounting context including party,account ,debit/credit amounts, and reference vouchers.
Serials	Track serial numbers products if applicable.
Purchase Cancellation	View and update details of cancelled items or quantities.
Attachments	Upload, download, or view supporting documents.
Quality Control (QC)	Track inspection notes, quality issues, and update QC status for delivered items.
Add Delivery	Add new purchase delivery.
Delivery Return	Add purchase delivery return
Add Voucher	Add different type vouchers related to the invoice.

2.3 Purchase Invoice Report

Field	Action
Report	Preview or download reports related to the invoice in multiple formats.