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  1. Guide
  2. Procurement & Purchasing

Purchase Invoices

Book the supplier's invoice against the receipt (three-way match) and post it.

Used byFinance UserFinance Mgr

Who: Finance User and Finance Manager can both create and submit; normally the Finance User prepares and the Finance Manager reviews and submits. Menu: Purchase → Purchase Invoice List (also on the Finance Home Dashboard).

Create from the receipt (three-way match)

  1. Open the submitted Purchase Receipt and click Create → Purchase Invoice. Items, quantities and rates come from the PO and GRN.
  2. Enter the supplier’s Supplier Invoice No (bill no) and Supplier Invoice Date.
  3. Check taxes (VAT) and mark any Is Zero Rated lines.
  4. Save. The invoice is a draft waiting for the Finance Manager.
Purchase Invoice created from the Purchase Receipt.
Purchase Invoice created from the Purchase Receipt.

Review and submit

Open the draft, review it against the PO and GRN, and Submit.

Submitted Purchase Invoice — now an amount payable.
Submitted Purchase Invoice — now an amount payable.

Pay the supplier

From the submitted invoice use Create → Payment — see Payments.

Purchase Invoice cards: Unpaid, Overdue, On Hold and Payable.
Purchase Invoice cards: Unpaid, Overdue, On Hold and Payable.

Last updated October 16, 2026