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This text refers to program version 4.3  

Operations Menu - Create Purchase Invoice

To raise a Purchase Invoice from a Purchase Order, select 'Create Purchase Invoice' from the Operations menu. For the function to have any effect, you must first save all changes to the Purchase Order (use the [Save] button), and the Supplier record must have a Cost Account specified on the 'Terms' card. You must first have created an approved Goods Receipt from the Purchase Order.

When you select the function, a new record will be created in the Purchase Invoice register (in the Purchase Ledger). It will be opened in a new window, entitled 'Purchase Invoice: Inspect'. This means that it has been created and saved and is being opened for amendment and approval.

The Purchase Invoice takes its information from the Purchase Order, and, as a default, assumes that all previously uninvoiced Items on approved Goods Receipts related to the Purchase Order are to be invoiced. The appearance of the Purchase Invoice will be determined by the Purchase Order Item Transfer Control options in the Purchase Invoice Settings setting in the Purchase Ledger. These options operate in the following manner:

Consolidate Items to Supplier Cost Account

The ordered Items are grouped together on a single row on the Invoice indicating that they are to be posted to the same Cost Account (taken from the Cost Account on the 'Terms' card of the Customer record for the Supplier). If the Items on the Purchase Order have different VAT Codes, there will be a separate row on the Invoice for each VAT Code. Objects specified in Purchase Order rows will not be transferred to the Invoice.

Consolidate by Items

The Purchase Invoice will feature a separate row for each received Item on the Purchase Order. The Cost Account in each case will be the Purchase Control Account from the Account Usage Stock setting.

Transfer Each Row Separately

Each ordered Item will have its own row on the Invoice. In each case, the Cost Account will be the Purchase Control Account from the Account Usage Stock setting. The appropriate Account for the Zone of the Supplier will be used. Objects specified in Purchase Order rows will be transferred to the corresponding row in the Invoice.

If you need to use FirstOffice's Intrastat reporting feature, you should use the second or third options (only the third option if you will also be creating Purchase Invoices from Goods Receipts). The Intrastat P/L document lists the Items that have been purchased from Suppliers in other EU countries. This document takes Item information from the fields on flip B of the relevant Purchase Invoices. If you are using the second or third option, these fields will contain the necessary information in Purchase Invoices created from Purchase Orders.

You can change the Amount of one or more rows on the Invoice screen as appropriate. You can also add more rows.

When you have checked that the Purchase Invoice is correct, click the OK check box and save. This signifies that the Purchase Invoice has been approved. Associated Transactions in the Nominal Ledger will now be raised (if so defined in the Sub Systems setting in the Nominal Ledger) and you will no longer be able to modify the Invoice.

Please click here for a full description of the screen.

To close the screen and return to the Purchase Order, click the close box. You will be asked if you want to save any changes. The Invoiced field of the Order (visible on flip B) will be updated automatically (you will need to close the Purchase Order and re-open it to see this). If you are using the Consolidate Items to Supplier Cost Account option, the Invoiced field is not updated until you approve the Purchase Invoice, and therefore you will need to take care if you need to return to the Purchase Order to create a second Invoice before the first one has been approved.

The Purchase Order and the Invoice will remain connected to each other through the Attachments facility. This allows you to open the Order quickly and easily when reviewing the Invoice, or to open the Invoice from the Order. When viewing the Invoice or Order, click the button with the paper clip image to open a list of attachments. Then double-click an item in this list to open it.

If the function does not create a Purchase Invoice, the probable causes are:

1. The Supplier has been marked as Closed or does not have a Cost Account specified.
   

2. There are no Items on the Purchase Order awaiting invoicing.
   

3. You have logged in as a user that is not permitted to create Purchase Invoices from Purchase Orders. This is controlled using Access Groups. To do this, deny access to the 'Purchase Invoice from Purchase Order' Action.
   

4. There is no valid record in the Number Series - Purchase Invoices setting (in the Purchase Ledger). This might be a fault in the setting itself, or it might be because the default Purchase Invoice Number in the Number Series Defaults setting (in the System module) is not in a valid Number Series. This problem will usually occur at the beginning of a new year.

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