Introduction - Invoice from a purchase order
Much like invoicing customers, the task of invoicing receipts is different from invoicing purchased services or expenses.
To invoice purchase receipts, use one of the following options:
Invoicing one receipt
Post the invoice from the purchase order
Use the Get Receipt Lines function in a purchase invoice
Multiple receipts - Use the Get Receipt Lines function in a purchase invoice
Processing expenses or purchased services is done by directly creating a purchase invoice.
Invoice from a purchase order
When you have completed all lines and entered all the information on the purchase order, you can post it.
When you post an order, you can create a receipt and an invoice, both of which can be done at the same time or independently. You can also create a partial receipt and a partial invoice by completing the Qty. to Receive and Qty. to Invoice fields on the individual purchase order lines before you post.
You cannot create an invoice for something that isn't received. That is, before you can invoice, you must have recorded a receipt or you must choose to receive and invoice at the same time.
When the posting is completed, the posted purchase lines are removed from the order. Then, a message appears, informing you when the posting is completed.
To post a purchase order, follow these steps:
Select the Search for Page icon in the top-right corner of the page, enter purchase orders, and then select the related link.
Open the relevant purchase order.
Select the Posting action, where the following posting functions are available:
Post - Posts the document or journal.
Post and Print - Posts the document or journal and then prints a report.
Preview Posting - Allows you to review the different types of entries that will be created when you post the document or journal.
Post and new – Posts the document and then create a new blank Purchase order.
You can also select Actions and then select the Posting action, where you can choose from additional functions:
Test Report
Post Batch
Review posted transactions
When a purchase order is posted, the vendor's account, the general ledger, and the item ledger entries are updated.
For each purchase order, a purchase entry is created in the G/L Entry table. An entry is also created in the vendor's account in the Vendor Ledger Entry table and a general ledger entry is created in the relevant payables account. In addition, posting the order might result in a VAT entry and a general ledger entry for the discount amount. Whether an entry for the discount is posted depends on the contents of the Discount Posting field on the Purchases & Payables Setup page.
For each purchase order line, an item ledger entry will be created in the Item Ledger Entry table (if the purchase lines contain item numbers) or a general ledger entry will be created in the G/L Entry table (if the purchase lines contain a general ledger account). In addition, purchase orders are always recorded in the Purch. Rcpt. Header and Purch. Inv. Header tables.
The Navigate function will allow you to get an overview of all related entries for a single transaction, such as the Vendor Ledger Entries, G/L Entries, Item Ledger Entries, Posted Purchase Receipts, and Posted Purchase Invoices pages.