Purchase Invoice

1. Purchase Invoice List

In Purchase Invoice List screen, Vendors can see a list of all Purchase Invoices which have been created by Vendor before. This list will contain some useful information related to Purchase Invoice such as:

1. Purchase Invoice#
2. Updated At
3. Date
4. PO#
5. Currency
6. Amount
7. Status
8. Action

The PO# column showing a list of Purchase Orders belong to this Purchase Invoice

There are 2 values for Status column:

• Pending indicates that the Purchase Invoice is not ready for billing yet, Vendor needs to click on Confirm button in Purchase Invoice Detail screen to mark it as ready for purchasing Read more
• Confirmed indicates that the Vendor is happy with all the data inside Purchase Invoice detail and the Purchase Invoice is ready for billing

There are several action that Vendor can apply for each of the Purchase Invoice:

• Click on View button on each of the Confirmed Purchase Invoice to view more information related to that Purchase Invoice Read more
• Click on Edit button on each of the Pending Purchase Invoice to edit information related to that Purchase Invoice Read more
• Click on Delete button on each of the Pending Purchase Invoice to delete that Purchase Invoice completely from the system Read more

When vendor click on Delete button, there will be a confirming popup asking if Vendor really wants to delete that Purchase Invoice as below:

The listing provides the ability to:

• Sort each column by clicking to the column header. By default, the list is sorted by Updated At in descending order
• Search the whole list by entering to the Search box at the top right of the list
• Export the current list to some supported format such as CSV, Excel, PDF
• Copy or Print the current Purchase Invoice list
• Adjust the column visibility to show the columns that needed
• Adjust the number of items showing in one page by changing the value in Show entries dropdown above the data table

2. Purchase Invoice Detail

By clicking to the View button or Edit button on each Purchase Invoice row in listing screen, Vendors will be redirected to Purchase Invoice detail screen where they can see more information related to that Purchase Invoice

In Purchase Invoice detail screen, Vendor can see some useful information related to selected Purchase Invoice such as:

1. Purchase Invoice#
2. Date
3. Selected PO#: The list of Purchase Orders which have been selected for this Purchase Invoice
4. Total PO Amount
5. Currency
6. Purchase Invoice Status: Pending or Confirmed

In Details section, Vendor can also see the list of all Purchase Order items that have been attached to this Purchase Invoice with some information listed below

1. PO#
2. Product ID
3. UOM
4. Width
5. Length
6. Qty
7. Price
8. PO Amount
9. Amount
10. Close Item

Vendor can click on each row in Details section to view the Description of each Purchase Order Item

If the Purchase Invoice has already been Confirmed, then Vendor will not be able to edit its information

If the Purchase Invoice is in Pending status, Vendor can adjust Purchase Invoice information such as:

1. Purchase Invoice#: Can change to different number, but it must be unique
2. Date: Can change to different date; current, past or future date are all allowed
3. Select PO#: Can add or remove the selected Purchase Order attached to this Purchase Invoice, the selected Purchase Orders must be in the same Currency
4. Length: Can change the Length for each Purchase Order item
5. Qty: Can change the Quantity for each Purchase Order item; however, can not enter number that is greater than the maximum number in gray color
6. Close Item

For Select PO# dropdown, Vendor can select a single or multiple Purchase Orders to attach to this Purchase Invoice

For Close Item checkbox, there are several options:

• Vendor can enter a smaller Quantity (comparing to the max Quantity in gray color) and un-tick Close Item checkbox for Partial Delivery, meaning that Vendor still can bill this Purchase Order Item again with the remaining Quantity in another Purchase Invoice
• Vendor can enter a smaller Quantity (comparing to the max Quantity in gray color) and tick on Close Item checkbox for closing this Purchase Order item, meaning that Vendor will not be able to deliver the requested quantity and want to close this Purchase Order item. The closed Purchase Order item will be not available for selecting in another Purchase Invoice
• The system will automatically tick on Close Item checkbox if the Quantity input is exactly the same with max Quantity in gray color

There are several actions that Vendor can do for Purchase Invoice including:

• Click on Save button to update the information for this Purchase Invoice
• Click on Confirm button to mark this Purchase Invoice as ready for purchasing
• Click on Delete button to permanently remove this Purchase Invoice
• Click on Cancel button to navigate back to Purchase Invoice List screen Read more

There will be confirmation popup for Confirming or Deleting Purchase Invoice which are illustrated below:

3. Create New Purchase Invoice

Vendor can create new Purchase Invoice by clicking to the Create button at the top right corner of the Purchase Invoice Listing screen

The logic for creating new Purchase Invoice is the same as editing existing Purchase Invoice which described in Purchase Invoice Detail section Read more