Creating Purchase Invoices from Purchase Orders

Create a vendor invoice from the saved purchase order when recording the supplier's delivery. Check the quantities still to be received and the supplier's documents before posting the invoice.

The existing video presents an earlier interface; follow the written steps below.

Before you start

Open the purchase order and check the supplier, legal Counterparty, purchase terms, warehouse and remaining quantities. Confirm that the order reflects the supplier's agreement. For generation, review the order's Confirmed status and any unposted changes.

Have the actual delivered quantities, prices and supplier reference details ready. For items that require batch tracking, also have the batch number and expiry date available.

Generate the vendor invoice

1. Open the saved order from Purchase orders.
2. Choose the green-arrow Create based on document button, then Vendor invoice. This menu is separate from a text button labeled Generate.
3. If the application warns The document will be posted… because the order has unposted changes, review those changes and use Post and continue to post and continue.
4. Wait for the new Vendor invoice form to finish filling. Do not interpret an initial zero total or an initially empty goods tab as the final result.
5. Check that Source document is selected and links to the intended purchase order. Review the inherited supplier, legal counterparty, terms and warehouse.
6. Open Goods and compare the filled items, quantities, units and prices with the actual delivery and the quantities still to be received. Review partial or excess deliveries before proceeding.
7. Check the price-includes-VAT basis, applicable tax settings and final total. Confirm the tax treatment appropriate to the purchase.

Fill a required batch

If posting reports that the batch column is required, review the item's inherited batch policy. In the relevant line, open F4 from Batch, enter or select the batch in Specify batch, complete Number and the applicable expiry date, then choose OK. Check that the line now has a batch value.

See item batches and expiry for the detailed flow. Complete batches for each line that requires them.

Post and check the invoice

1. Choose Post and close after reviewing the document.
2. Find the saved Vendor invoice and reopen it.
3. Check the source-order link, supplier, legal counterparty, warehouse, items, quantities, units, prices and batches. Review the VAT inclusion basis and final total again.

Check the warehouse result separately

A saved vendor invoice does not by itself prove the physical warehouse stock balance. Check the relevant stock report. If the warehouse uses order-based receiving, complete and verify the separate warehouse receipt required by that process.

If the goods are still empty

Wait for filling to complete, then check the selected source order and the quantities still to be received. Do not save an empty document merely because it opened from the order. Review the order and any previous receipts before generating another invoice.

If posting is blocked, read the validation message and review required legal-counterparty and batch fields. Do not change the order status solely to resolve an empty form without checking the actual cause.

See also invoice creation without an order.