How to: Create Purchase Invoices

When you use purchase invoices, you can register purchased items and update both your inventory and your payables at the same time. You can also assign item charges to items on an invoice or create a separate invoice for the item charge.

This task explains how to issue an invoice at the same time as you receive the items, that is, when you have not set up a purchase quote or order beforehand.

Before you can create a purchase invoice, you must set up a card for the vendor that has sent an invoice and a card for the item or items received.

To create purchase invoices

  1. In the Search box, enter Purchase Invoice, and then choose the related link.

  2. In the Purchase Invoice window, fill in the No. field.

  3. In the Buy-from Vendor No. field, enter the number of the vendor.

  4. In the Posting Date field, enter the date that you want to appear on the posted entries.

  5. In the Document Date field, enter the date of the vendor’s original invoice. The invoice due date and the payment discount date are calculated from this date.

  6. In the Vendor Invoice No. field, enter the invoice number from the original invoice that you have received from the vendor.

  7. On the first invoice line, in the Type field, select Item.

  8. In the No. field, enter the number of the item to be purchased.

  9. In the Quantity field, enter the quantity of items to be purchased.

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If the item is a bill of materials, you can explode it on the lines. This means that the components will be listed individually instead of collectively in the BOM. To do this, enter the item number of the BOM in the No. field. On the Lines FastTab, in the Functions group, choose Explode BOM.

If a vendor is also recorded as a contact in Sales and Marketing, and if you have specified an interaction template code for purchase invoices in the Marketing Setup window, when you print the invoice, the interaction is recorded in the Interaction Log Entry table.

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