Purchase invoice

Purpose

  • Record a supplier bill for goods or services you still owe. The invoice posts to the supplier control (you owe them), to the purchase, expense, or cost of goods sold account on each line, and (Premium) can increase stock.
  • Pay later with a Payment. For walk-in paid now, use Cash Purchase.
  • Screen: Purchase → Purchase Document → Purchase Invoice. New Purchase Invoice or double-click a row.
  • Assistant: Purchases & money out → Supplier bill, or type Record a supplier bill.
  • Required in chat: Supplier, what you bought (Item Description), Quantity, Unit Price, Account. Date is filled. Confirm accounts before KinraSoft posts. Reply add for another line; yes to create.
  • Chat does not cover every screen field (column layout, print format, attachments, Fast Purchase). Finish those on Purchase Invoice.
  • Do not type “how to record a supplier bill” if you want the wizard. Use Supplier bill.

Before you start

  • The supplier exists, with a control account.
  • Date on or after System Conversion Date for new work. A date before conversion asks you to confirm Save as past invoice, and that is only for opening bills.
  • Default Purchase account on Account Setup, so Account fills after unit price.
  • Tax codes if you claim SST.
  • Self-billed e-Invoice: company profile, and supplier TIN or category.

Screen — create

  • Purchase → Purchase Document → Purchase Invoice → New Purchase Invoice.
  • Select Supplier (required). Address and attention fill.
  • Leave Ref No. blank for Next No., or type a unique number. Set Date (required).
  • Optional: Supplier Inv No (their bill number), Project, Remark, currency and rate (if the supplier is foreign), Posting Date.
  • Line items: item code (optional), description, qty, unit price, discount, UOM, Account, tax. Use Column Setting (More…) to show or hide columns.
  • Click Save.
  • Print: choose a format, then PDF Preview or Download. Envelope to email (supplier email on Maintain Supplier).
  • When you self-bill for this supplier: Submit E Invoice.

Screen — from purchase order or goods received

  • On that listing, select the source → Transfer or Copy.
  • Tick Purchase → Transfer or Create.
  • Edit. Enter Supplier Inv No if you have their bill. Save.

Assistant

  • Record a supplier bill.
  • Pick the supplier, what you bought, qty, price, and account if it is not defaulted.
  • Read the confirmation. Line accounts should be Cost of Goods Sold or Expense, not bank or the supplier control.
  • Save, or yes.
  • For another line before confirm: add. To drop a line: remove line 2 (example).

Past invoice (opening balance)

  • Set Date before System Conversion Date.
  • Confirm Save as past invoice.
  • After all past bills, Save on Maintain Opening Balance.

Main fields

  • Header: Supplier (required), Ref No. (required), Date (required), Supplier Inv No, Description, Address, Attention.
  • Other: Project, Remark, Currency/Rate, Posting Date.
  • Lines: Item Code, Description, Qty, U/Price, Account, Tax, Discount, UOM.
  • Toolbar: Save, Save As New (Next No. or manual Ref No.), print format, email, Submit E Invoice, Column Setting, Create Recurring, attachments.
  • Ref No. blank uses Next No. A manual number must be unique. Supplier Inv No is their invoice number, not yours.
  • Simplify data entry: set default Purchase account on Account Setup. After you key Unit Price, description, qty, and account can fill.
  • If the supplier has unused deposits, the invoice or a later Payment can apply them.

Print remarks

  • Header Remark: type {@Your section title@} to print that title in bold above the line items.
  • A line with Description only (no item, qty, price, or account) prints as a section header.

Listing

  • Filters: Supplier, dates, Outstanding (All / greater than zero / equal to zero / Cancelled), Project, keyword.
  • More… includes Copy, Transfer, bulk print, export Excel, Column Setting, and Fast Purchase Entry.
  • PDF: print selected invoices, or by date range or bill-number range.
  • Import: the listing toolbar can Import CSV or Import GRN to generate purchase invoices from goods received.

If something goes wrong

  • Cannot save — supplier. Create the supplier first.
  • Account blank on the line. Set default Purchase on Account Setup, or pick an account on the line.
  • Assistant blocks Income, Bank, or control on the line. Pick a cost of goods sold or expense account.
  • Duplicate Ref No. Clear Ref No., or change Next No.
  • No “Save as past invoice”. The date is on or after conversion. Use an earlier date only for opening bills.
  • e-Invoice reject, missing TIN. Edit supplier e-Invoice, then submit again.
  • You already paid. You wanted Cash Purchase, or enter Payment next.

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