Raising a Purchase Invoice from another transaction

This facility is useful, if a supplier has sent a Purchase Invoice for a large volume of different items. Instead of keying the items into the Purchase Invoice transaction, the Purchase Invoice can be raised from data already keyed in by the user, ie. a Purchase Order, Purchase Quote or Purchase Delivery.

The procedure is as follows:

1. Select Supplier. Enter the Supplier name, or click on the ? button for the Supplier List, then click to highlight and Select [F3].
2. Supplier Reference. Enter if required.
3. Click on the "Select" button at the bottom of the screen. This will bring up the list of available transactions that are available for the Purchase Invoice to be raised from.
4. Click to highlight on the appropriate Purchase Quote or Purchase Order and Select [F3].
   • This will automatically recall the items which have been quoted for or ordered. If there are any differences in item quantities delivered, or price, change by clicking in the appropriate boxes under the column headings.
   • It is possible to Add [INS] further lines for items not originally on the source transaction, and enter details as required.
5. Location. Ensure the correct location is being used. Click on the down arrow key to change if necessary.
6. Purchase Invoice Date, Actual Dispatch Date, Payment Due Date. To change if required, use the [up/down arrow keys] to change the day, and the [up/down arrow keys + shift key] to change the month.
7. Tax Invoice No. This must be completed.
8. Process [F9] using the following options
   • Process and complete immediately.If all items on the source transaction have been delivered exactly as requested, and there are no outstanding items to be delivered, then it may be completed immediately and elect to "Close Source", being the original transaction. This will have the effect of completing the Purchase Order, Purchase Quote or Purchase Delivery, and no further documentation will be able to be raised from it. This will also have the effect of confirming and completing the Purchase Invoice and journals will be raised.
   • Process, but do not complete immediately. This will allow a further version of the transaction, and also the original source transaction will stay Confirmed but not Completed.
   • Hold. The Purchase Invoice will remain in a 'Planned' state and is able to be edited.Delete.

NB. A Purchase Invoice for stock items which has been raised from a source transaction does not have the effect of adding to stock on hand, as the original transaction has already done so.