Chapter 6 – Creditor Maintenance

Chapter 6.2 – Purchase Invoice

Here is a summary table of various purchase documents and additional functions.


Inventory movement (stock level increase) will occur if:

    • New added-key in purchase invoice (not transferred from another document)
    • Transfer from Request Quotation or Purchase Order

The following actions will NOT affect inventory movement:

    • Transfer from Good Received Note (stock level increases when created and saved)

Will be posted to AP Invoice Entry upon save (if the Post to GL and Post to Stock checkboxes are checked).

To Create New Purchase Invoice

Go to Purchase > Purchase Invoice.

Click New to create a new Purchase Invoice.


Creditor: Select a creditor from Creditor Maintenance.

Address: Creditor Address.

Branch: Select the branch of the creditor (if any).

P/I No: <<New>> to use the auto-running numbering (maintained in Document Numbering Format Maintenance), but, you can enter a different number to change it. The next possible number is displayed at the top of the window.

Supplier D/O No.: Enter the supplier’s D/O number. If transferred from a goods received note, the D/O number will be captured automatically.

Supplier Invoice No.: Enter the supplier invoice number.

Date: System date is captured automatically, but you can change it.

Credit Terms: The default credit terms will be displayed.

Purchase Agent: Assign a purchase agent, if needed. The default purchase agent can be assigned in creditor maintenance.

Shipping Via: Assign a shipping method (maintained in Shipping Method Maintenance).

Ship Info: Enter shipping or transportation information.


Item Code: To add a new item, click the plus sign (+) and select an item. You can type the first few letters or numbers of the item code or description to search for it in the lookup screen.

Description: This is called the detailed description. It will automatically capture the item description, but you can edit it if needed.

Branch: Select the branch of the creditor (if any).

Further Description: To view or edit the further description of this item, click the ‘…’ button. The default content can be maintained in Stock Item Maintenance.

UOM: The default unit of measurement will be captured.

Qty: Enter the quantity of the item.

Unit Price: The selling price will be captured from the standard selling price or the auto price setting.

Discount: Column discount allows you to enter a discount for any item in the detail row. The discount can be a value, percentage, or multi-level discount.

C/N Amt.: Enter the C/N amount to reduce the cost price of the purchase (without affecting stock quantity), which will ensure that the costing is accurate.

Total: This is the line total (net).

SST Code/SST Rate/SST: These columns contains tax information from the Tax Configuration.

Total (ex): To show the subtotal before tax on the document.

Total (inc): To show the subtotal after tax on the document.

Subtotal (ex): To show the net total amount before tax on the document.

Outstanding: The outstanding payment for this document will be displayed once it is saved.

Functional Buttons


Print Purchase Invoice Listing

Click Preview and select report.