Introduction
A purchase invoice is a document provided by a supplier. It includes details of the goods or services purchased, date, amount, purchase order number, invoice number, and payment terms.
Stage Workflow
Default stages are as follows
| Stage Name | Stage Description |
| Draft | The invoice created and not confirmed |
| Active | The invoice with a temporary number. |
| Completed | The invoice is successfully generated. |
| Partial Paid | The invoice with partial payment |
| Paid | The invoice with complete payment |
| Void | An invalid Invoice |
Portlets & Widgets
In the layout view, a Portlet accurately represents each functionality, and its corresponding data is precisely viewed as a Widget. The following section includes the default portlets and widgets of the Purchase Invoice App.
This section contains the Tax details, item details, Invoice value summary, billing address, and shipping address
Details
This Widget contains the Purchase Invoice information
| Field name | Description |
| Invoice no. | Displays Invoice number of the order. A unique identifier assigned to each invoice, facilitating tracking and management of billing-related activities for both the buyer and the seller |
| Invoice date | It refers to the date when the order is placed. It is important for tracking purposes and helps determine the expected delivery timeline |
| Due date | The date by which the buyer is expected to make the payment for the goods or services received. It is based on the invoice date and agreed payment terms between the buyer and the seller |
| Order no | A unique identifier assigned to the order, allowing both parties to track and manage the order throughout the fulfillment process. |
| Ref no | Displays the reference number of the invoice. Reference number is assigned for quick identification purpose |
| Ref date | Displays the reference date of the invoice that helps in quick identification |
| DC no | A unique identifier assigned to the delivery challan accompanying the shipment. This number helps to link the shipment to the corresponding order and invoice. |
| LoB | LoB refers to the specific industry segment or product category associated with the transaction. It is useful for managing and tracking sales data and inventory related to different product lines or divisions within a company. |
| Payment type | Displays payment mode of the transaction. Payment type refers to the method the customer makes payment for the goods or services received like cash, credit, debit, bank transfers, or digital wallets. |
| Payment term |
1.Payment term refers to Specific term of days or Period for which the Invoice due to be cleared. If the Payment Term Exceeds penalties/ Discount can be applied for Late & early Payments 2.User can select the payment term manually or will be loaded by default based on the Payment Term rules Configured |
| Sale by | Displays the name of the Purchase manager. Purchased by refers to the individual or entity responsible for initiating and completing the purchase transaction. |
Items
Item section contains details about the items that are returned, which means that the item was returned back to the person who has shipped the product.
| Field name | Description |
| Item name | Item name refers to the name or title of a product, service, or item that is being offered for sale or purchase. It is typically used to describe the product or item in a concise and clear manner, so that customers can easily understand what it is and what it does. |
| SKU | Displays SKU code of the item. A SKU, which stands for Stock Keeping Unit, is a unique identifier for each of the products that makes it easier to track inventory |
| Quantity | Quantity refers to the numerical value that represents the number of items, products, or units that are being purchased or sold in a transaction. It is the total number of units of a product or service that a customer is ordering or a seller is providing. |
| Field name | Description |
| Invoiced Amount | It refers to the total amount of money that has been billed or invoiced for a product or service. This amount represents the value of the goods or services that have been provided to the customer, and is typically based on the agreed-upon price or rate for the product or service. |
| Paid Amount | It refers to the payment amount paid for the Invoice. |
| Clearance Amt | The amount for which the receipts were created but not yet confirmed. |
| Due Amount | It can refer to an outstanding balance of Customer as well as an unpaid invoice or bill for goods or services rendered. |
| Pay: User can click on Pay option which directs to Payments module for making payment |
Invoice Value summary
An invoice value summary provides a comprehensive overview of the total cost of the order, including all the items purchased, their individual costs, and any additional charges such as taxes, discounts, and shipping fees.
| Field name | Description |
| Gross Amount | Gross Amount refers to the total amount of money or value of a transaction before any deductions or expenses are taken into account. It includes all charges, fees, taxes, and other costs associated with the transaction. |
| Discount | Total discount value given on the item. The “Discount on Items” value is loaded automatically. |
| Total Tax amount | Total Tax Amount refers to the sum of all taxes that are applicable to a transaction or purchase. |
| Assebl. amount | Assessable Amount refers to the before tax and after discount amount. |
| TCS amount | TCS amount applied is displayed. Tax Collected at Source (TCS) is a tax payable by a seller which he collects from the buyer at the time of sale of goods. |
| Adjustment | Adjustment amounts made from the wallets |
| Net Total | Net Total refers to the final amount that remains after all deductions, discounts, taxes, and other charges have been subtracted from the Gross Amount. It is the actual amount that a customer is required to pay for a product |
Tax details
Tax details refer to the information related to taxes that are applied to a transaction, such as the sale of goods or services. Tax details are usually included in invoices or other financial documents to ensure proper calculation, reporting, and payment of taxes as required by law.
This section contains the Tax amount(s) applied on the Invoice.
| Field name | Description |
| Tax Group name | Tax group name is displayed. A tax group facilitates collecting more than one set of taxes under a single set of rules. |
| CGST | Displays CGST (Central Goods and Services Tax) tax amount on the invoice. The GST to be levied by the Centre on Intra state supply of goods and / or services is Central GST (CGST) |
| SGST | Tax amount of SGST (State Goods and Services Tax) in the invoice. The GST to be levied by the State on Intra state supply of goods and / or services is State GST (SGST) |
| IGST | IGST (Integrated Goods and Services Tax) tax amount added in the invoice is displayed. On supply of goods and services outside the state, Integrated GST (IGST) will be collected by Centre. |
Billing and shipping address
| Field name | Description |
| Bill To | Billing Address refers to the address where a customer receives their billing statements or invoices for goods or services they have purchased. |
| Ship To | Ship To address refers to the physical location where a package or item is intended to be delivered. It typically includes the recipient’s name, street address, apartment or unit number (if applicable), city, state or province, zip or postal code, and country |
| Bill From | Sold By refers to the entity or business that is offering a product or service for sale. It could be the manufacturer, distributor, retailer, or a third-party seller. |
| Ship From | Ship from refers to the location or origin from where a product or package is being shipped or sent to its destination. It is the physical address or location where the product is being dispatched from. |
Connect GRN
User can able to make Connect other GRN’s irrespective of the GRN created for the Invoice.
GRN can be disconnected to make any changes/cancel the Invoice or create New invoice at some special cases.
This section contains transaction details of the order placed. A transaction is an event or action that involves the exchange of goods, services, or financial assets between two or more parties.
Order details
This widget contains Order details like order number, quantity, reference number and order date.
| Field name | Description |
| Order no | Order number associated with the purchased items |
| Ref no | Reference number of the order for quick identification |
| Date | Date on which the Purchase Order is placed |
| Quantity | Quantity of items ordered. Quantity refers to the numerical value that represents the number of items, products, or units that are being purchased or sold in a transaction. It is the total number of units of a product or service that a Vendor is ordering or a seller is providing. |
Return details
A return in retail refers to the process where a customer brings back a purchased item to the store or seller due to various reasons, such as dissatisfaction with the product, defects, incorrect sizing, or simply a change of mind.
This section contains return details of the order like return number and return date.
| Return no. | Displays the return number of the order invoiced |
| Return date | Return date of the order invoiced |
GRN Details
This section contains details about the GRN created for the order placed. Goods received note is a document that acknowledges the delivery of goods to a customer by a supplier
| Field name | Description |
| GRN no | Goods received note – GRN number associated with the Purchase order. |
| Ref no | Reference number of the order |
| Invoice date | Date on which the invoice is created for the order |
| GRN Quantity | Quantity of order items for which GRN is created. It is the total number of units of the order items for which GRN is created. |
Payments
Details related to payments like payment number, payment date, total amount, payment mode and total invoice amount are displayed.
By clicking on specific payment, it will navigate user to the Payments module.
Adjusted From & Adjusted To
| Field name | Description |
| Adjusted From | Adjusted from shows the data of entries adjusted from wallets/Journals in payments. |
| Adjusted To | Adjusted To shows the Invoices data to which the wallet amount is adjusted. |
Connect DC
This template allows user to connect DC (Delivery Challan) with the GRN number. Click on GRN number to connect GRN and click on Confirm to apply the details.
Activity Log provide users with essential information, notifications, and real-time updates to keep them engaged and informed about key activities in apps related to updates, notifications, and stage changes.
| Field name | Field Description |
| Comments | User can write short notes or comments about the Purchase Invoice |
| Audit | |
| Created Date | The date when the Purchase Invoice is created |
| Created By | The name of the person who created the Purchase Invoice |
| Last Updated Date | The last stage changed of the Purchase Invoice |
| Last Updated By | The name of the person who last updated the stage |
| Status | Displays the current status of the Purchase Invoice |
| Time-Line | This widget tracks all the activities within the app. |
Reports
A report is a document that presents information in an organized format for a specific audience and purpose. Although summaries of reports may be delivered orally, complete reports are almost always in the form of written documents
- Purchase Invoices Data
- Purchase Invoice Item Data