Step by step
- Open Orders > Purchase Order to Invoice, or click Action > P/o To Purchase Invoice on a row of Purchase Order List.
- In P/o ID type the purchase order number and pick it from the list. The supplier and the ordered products are loaded into the table with a received quantity of 0.
- Choose the Warehouse that receives the goods (leave it empty for the shop) and write the bill or challan number of the supplier in Reference and Challan No. Check the Date, Pay-Term and Purchase A/c.
- Click a product in the table. Pending Quantity shows what is still to come. Enter the Receive Quantity, check Unit Cost, Discount and Unit Tax, and fill Batch No & Expire Date, Lot Number or Serial/IMEI No. when the product needs them. Press Add.
- Do this for every product that has arrived.
- Below the table enter Purchase Discount, Purchase Tax, Shipment Charge and the notes. Total Invoice Amount should be the same as the bill of the supplier.
- Enter what you pay now in Paying Amount (F4), then choose the Payment Method and the Credit A/c. The rest stays as due to the supplier.
- Press Save & Print (F9) to save and print, or Save (F8) to save only.
Good to know
- Payment Method, Credit A/c and Purchase A/c are required, and the total received quantity must not be 0.
- Invoice ID can stay empty; the software then makes the purchase invoice number.
- On save the received quantity is added to the stock of the warehouse or the shop, the unit cost becomes the cost of the product and the ledger of the supplier is updated. When Profit(%) & Selling Price is shown, the selling price you enter is saved to the product.
- After saving, Received Qty and Pending Qty of the order change and its Receiving Status becomes Partial or Completed. Receive the rest later the same way.
- Only the purchase orders of your own shop can be found. The new purchase is listed in the Purchases menu.