Create a purchase invoice 

Why create a purchase invoice? 

A purchase invoice, when posted, records the amount you need to pay a supplier. This can be done by converting a purchase order into a purchase invoice or by creating a purchase invoice directly. 

How to post a purchase order into a purchase invoice?  

In this process, we’ll demonstrate how to post a previously created purchase order into a purchase invoice.  

1. Search for Purchase Orders from the top right-hand corner of your page and select the related link. 
   
   
   
2. The purchase order list displays. Select the purchase order that you want to post into a purchase invoice. 
   
   Note: Purchase orders are created by staff to request goods or services from a supplier. When these goods arrive at the warehouse, the purchase orders are received by the warehouse or purchasing staff but must be invoiced before paying the supplier.  
3. The purchase order card displays.  
   1. In the General section: 
       
      1. Capture any invoices provided by the supplier in the Vendor Invoice No., and the Invoiced Received Date. 
      2. You may need to update the Vendor Order No., and Vendor Shipment No., as well if you have this information.  
   2. If required, review and update the Lines section.  
4. Select Home. Then, select Post. Select Post again.  
   1. A message box displays requesting you to confirm if you want to Receive, Invoice or Receive and Invoice.  
       
   2. Select Invoice or Receive and Invoice. 
   3. Then, select OK to continue.  
5. You’ve now posted a purchase order into a purchase invoice. 

How to create a purchase invoice? 

You can create a purchase invoice without using a purchase order when you are using a location without a warehouse setup or when you need to enter supplier invoices using general ledger accounts.  

1. Search for Purchase Invoices on the top right-hand corner of the page. 
    
2. Select the related link. The list displays.  
3. Select +New to create a new purchase invoice. 
4. The Purchase Invoice card displays. There are five fasttabs also known as sections, to update. These sections are General, Lines, Invoice Details, Shipping and Payment, and Application. 
   
   1. General section:  
      
      1. Select the vendor who the invoice is for from the drop-down menu. 
      2. Enter a Vendor Invoice No.  
         
         Note: When you select the vendor, their address details will be automatically filled in. If these details are different for this purchase, you can update them. This information will appear on the purchase invoice. 
      3. Check the Posting Date. It will default to today’s date. You can change it if you need to back date an invoice.  
         
         Note: Wiise calculates the Due Date based on today's date and the Payment Terms Code, which is the period within which payment must be made according to the terms set from receipt. If the purchase invoice is not paid immediately, ensure that the Payment Terms Code and Due Date (the date by which the supplier expects payment) are correct. 
   2. Lines section: 
       
      1. Select Item in Type. Then, identify the items that you’re paying the supplier for in the No., field from the drop-down list.  
      2. The Description will be filled in. You can edit this if you need to.  
      3. Update the Location, Quantity and Direct Unit Cost fields. 
      4.  You can include a Lines Discount % based on the payment terms. 
   3. Invoice Details section: 
       
      1. Toggle on the Price Include GST button if the invoice is subject to GST. Otherwise, you can leave it toggled off.  
      2. The GST Business Posting Group and Payment Terms Code will automatically update based on your vendor selection as these are setup on the vendor card. 
      3. If you use Department Code and Project Code dimensions, then you can update them from the drop-down list. 
         
         Note: You can select the Payment Method Code if you’re paying now or have already paid. If you select CASH, Wiise records the payment against the bank account, so you won’t need to enter it manually.  
   4. Shipping and Payment Section: 
       
      1. All details will update automatically based on your vendor card setup. 
   5. Application Section: 
      
      
      1. You can use this section to update details so that the posted purchase invoice can automatically be applied to an outstanding open invoice. 
         1. Applies-to Doc. Type: Select the appropriate document type to apply this invoice to. 
         2. Applies-to Doc. No.: Use the dropdown to select the specific document the invoice applies to. 
5. Select Release. Then, select Post. 
6. Select Yes to post the invoice or No to remain on the page. 
   
   1. The Invoice will post. Select Yes to view the posted document or No to exit the screen.  
       
7. You’ve created a purchase invoice.  

What’s next? 

Find out how to create a purchase credit note. 

Need more help?   

No problem, that's what we're here for. Reach out to support@wiise.com anytime you can't find what you're looking for.