Purchase Invoice

Record vendor invoices against approved purchase orders. The system auto-loads PO line items, calculates GST from HSN/SAC codes, performs 3-way matching (PO ↔ GR ↔ Invoice), and tracks approval workflow. This guide covers creating invoices, entering tax details, matching verification, and payment linkage.

Module: Procurement · 8 steps · all roles

Browse Invoices
1Open Invoice List

Navigate to Procurement → Invoices or go to /procurement/invoices.

Invoices list showing invoice numbers, vendors, PO references, status badges, match indicators, and total amounts
2Filter & Columns
ColumnDescription
Invoice #Auto-generated internal reference.
Vendor Invoice No.Vendor’s own invoice number.
VendorSupplier name (auto-filled from PO).
PO #Linked purchase order reference.
StatusDraft, Submitted, Approved, or Paid.
Match3-way match indicator (Matched / Mismatch).
Grand TotalInvoice total including taxes.
Use the Status and Match filters to quickly find invoices that need attention — mismatched invoices require manual review before approval.
Create an Invoice
3Invoice Header

Click + New Invoice at /procurement/invoices/new. Select a purchase order to auto-populate vendor and line items.

FieldRequiredDescription
Purchase OrderYesSelect from authorized POs. Vendor and items load automatically.
Invoice DateYesDate on the vendor’s invoice.
Due DateYesPayment due date (auto-calculated from payment terms).
Vendor Invoice No.YesThe vendor’s own invoice reference number.
RemarksNoInternal notes (max 500 chars).
Invoice form with PO selector, invoice date, due date, vendor invoice number field, and auto-populated vendor details
4Line Items & Pricing

Line items are auto-loaded from the selected PO. Verify or adjust the Quantity and Unit Price for each item.

ColumnEditableDescription
PartNoPart number and name from PO.
PO QtyNoQuantity ordered on the PO (reference).
Invoice QtyYesQuantity being invoiced (may differ for partial invoices).
Unit PriceYesPrice per unit on the vendor invoice.
AmountNoQty × Unit Price (auto-calculated).
If the invoice quantity or price differs from the PO, the 3-way match indicator will flag a Mismatch. Review carefully before submitting.
5Tax & Total
FieldDescription
SubtotalSum of all line amounts (auto-calculated, read-only).
CGSTCentral GST — auto-calculated at 9% from HSN/SAC codes.
SGSTState GST — auto-calculated at 9% (intra-state).
IGSTIntegrated GST — 18% for inter-state transactions.
Grand TotalSubtotal + applicable GST (auto-calculated, highlighted).
GST rates default to 18% (9% CGST + 9% SGST for intra-state, or 18% IGST for inter-state). Tax is determined by the HSN/SAC code on each part.
Tax summary showing subtotal, CGST, SGST, IGST breakdowns, and highlighted grand total
Workflow
6Approval Flow
StatusMeaningNext
DraftInvoice created, under preparation.Submit → Submitted
SubmittedSent for approval review.Approve → Approved
ApprovedInvoice verified, ready for payment.Pay → Paid
PaidPayment recorded against this invoice.—
Only Draft invoices can be edited or deleted. Once submitted, the invoice is locked for the approval chain.
73-Way Matching

The system automatically performs 3-way matching between the Purchase Order, Goods Receipt, and Invoice:

CheckComparesResult
Quantity MatchPO qty vs GR qty vs Invoice qtyMatched / Mismatch
Price MatchPO unit price vs Invoice unit priceMatched / Mismatch
OverallBoth checksGreen badge if all match
A green Matched badge means quantities and prices align across all three documents. Mismatches are flagged in amber for manual review.
8Cross-Links
ActionGuide
View the purchase orderPurchase Orders
Record goods receiptGoods Receipts
Record vendor paymentVendor Payment
Track delivery follow-upsPO Follow-ups