Create a Purchase Invoice

This page explains how to record a supplier's invoice in PayInvoice Next.

Prerequisites

• You have the Accounts User or Accounts Manager role
• A submitted Purchase Order or Goods Receipt Note exists (for PO-based invoices)
• The supplier's physical invoice is available (invoice number, date, amounts)

Step-by-Step: Create PI from a Purchase Order

1. Open the submitted Purchase Order.
2. Click Create > Purchase Invoice.
3. PayInvoice Next creates a draft PI with items, quantities, and rates pre-filled from the PO.
4. Enter the Supplier Invoice Number (the number printed on the supplier's bill).
5. Enter the Supplier Invoice Date (the date on the supplier's bill).
6. Verify that the amounts match the supplier's physical invoice. Adjust if there are minor differences.
7. The Budget Code (WBS) carries over from the PO. The Available Budget updates automatically.
8. GST is auto-calculated based on the tax template. Verify the GST amounts match the supplier's invoice.
9. Click Save, then Submit.

Step-by-Step: Create PI from a Goods Receipt Note

1. Open the submitted Goods Receipt Note.
2. Click Create > Purchase Invoice.
3. Items and accepted quantities pre-fill from the GRN. Rejected quantities are excluded.
4. Complete the remaining steps (supplier invoice number, date, verify amounts) as above.
5. Click Save, then Submit.

Step-by-Step: Create PI Directly (No PO or GRN)

For non-PO invoices (e.g., utility bills, rent, professional services):

1. Navigate to Accounting > Purchase Invoice > + New.
2. Select the Supplier.
3. Add items manually in the items table.
4. Enter all amounts from the supplier's invoice.
5. Select the tax template and verify GST calculations.
6. Click Save, then Submit.

TIP

Creating PI from a PO or GRN is faster and reduces errors because items and rates pre-fill automatically. Use direct creation only when there is no corresponding PO.

After Submission

• Budget is validated (if WBS is selected). See PI with Budget Control.
• The PI enters the approval workflow (if configured). See PI Approval Workflow.
• The accounting entry is posted to the general ledger.
• If SAP Integration is enabled, the invoice syncs to SAP.

Related Pages

• PI from PO vs PI from GRN — When to use which method
• PI Field Reference — Every field explained
• PI GST and E-Invoice — GST and compliance details