The Invoices page allows users to manage supplier billing records and link them to related purchase orders and warehouse receipts. It provides a clear overview of invoice status, due dates, and amounts, supporting accurate payment processing and financial tracking.
On the left, you’ll find a comprehensive table listing all invoices. On the top, you can add new invoice by clicking + Invoice Button. On the right, detailed information is displayed for the selected invoice, including the invoice code and linked purchase order. It also includes options to:
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Only received purchase orders can have invoices created for them.
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Click on + Invoice in the top right corner of the Inventory Management - Invoices page to and select Purchase Order you want to create invoices for to open the Create Invoice Form.
Create Invoice Form
Fill in all required fields marked with * before clicking the Issue or Save Draft button at the bottom. If any required fields are missing, the system will show a popup and highlight missing fields in red.
Denoted with *
| Field | Description | Input Type |
|---|---|---|
| Vendor * | Auto-filled from the selected PO. | Disabled Dropdown |
| Currency * | Currency used for the invoice. | Dropdown |
| Due Date * | Invoice payment due date. | Date picker |
| Line Items * | Select PO line items to invoice. | Inline selection |
When adding an invoice, select the line within the table that is being invoiced and click the invoice icon on the top right of the Line Items table to open the Create Line Invoice form.
Create Line Invoice form
To ensure the entered invoice matches with existing warehouse receipt records, a list and summary of associated warehouse receipts is displayed below. Entry fields such as Quantity Invoiced, Unit Price, and Subtotal are color-coded (green for matches and red for mismatches) to reflect accuracy of inputs in relation to the existing warehouse receipt records.
| Field | Description | Input Type |
|---|---|---|
| Quantity Invoiced* | Quantity being invoiced for this item. | Numeric input |
| Unit Price* | Price per unit of the item. | Numeric input |
| Tax Code* | Tax applied to this item. | Text input |
| Subtotal* | Auto-calculated based on quantity × unit price. | Editable numeric |
| Total Amount* | Final amount including taxes. | Editable numeric |
| Invoice File(s)* | Upload at least one invoice document. | PDF upload |
| Field | Description | Input Type |
|---|---|---|
| Comments | Add internal notes or payment instructions. | Text input |
Subtotal and total will be calculated automatically based on the selected line items and applicable taxes. These will be displayed in the Order Details section.
Once all required information is complete, click Issue to finalize the invoice or Save Draft to continue later.
To confirm a payment, on the Invoices page:
A form to create a payment document for a given invoice can be accessed through the Invoice Details section. Users can view each Line Invoice associated to the Invoice by clicking on the item card in the Line Invoices section of the popup. Once the Amount Paid input is filled in and any optional supporting documents are uploaded, hit the Confirm Payment button to complete the transaction.
Once submitted, ****invoice status will be updated to Paid and the bank card icon will no longer be visible.
Denoted with *
| Field | Description | Input Type |
|---|---|---|
| Amount Paid* | The paid amount to the vendor | Float |
| Field | Description | Input Type |
|---|---|---|
| Supporting Documents | Documents relating to the payment or invoice |
To edit an invoice, on the Invoices page:
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For details on how to fill out the form properly, refer to the **Add Invoice** section.
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Each invoiced line item can be edited by clicking on the item card in the Line Invoices section of the popup. Refer to **Add Invoice** section under the Adding Invoice Lines section for details on how to fill in the Line Invoice form.