Create, check and post purchase invoices

Where: posted goods receipt → Create invoice.
Who: receipt viewing, invoice create/view permissions and the Purchase invoices feature. Posting needs purchase.invoice.post; Accounting must be configured for the posting integration.

Invoice lifecycle

1. Select the right receipt

Open the receipt and confirm it is Posted, with the correct PO, supplier, accepted quantities and delivery reference. Select Create invoice.

Only accepted receipt quantities are invoiceable. Zero-accepted lines are skipped. A line closed for invoicing or with insufficient remaining invoiceable quantity is refused.

The system permits only one non-cancelled invoice for a receipt. The current browser has no invoice cancellation screen; do not create a draft speculatively as if it were a disposable quote.

2. Enter invoice details

Field	What to enter	Example
Invoice date	Supplier invoice date	10/11/2026
Due date	Explicit agreed due date, or leave blank to use recognised payment terms	10/12/2026
Supplier invoice number	Supplier's exact invoice reference	NW-INV-8801
Notes	Reconciliation/context information	Matches first delivery NW-DN-501

Select Create draft invoice. The application opens the new Draft with its generated invoice number and numeric ID. Note both; Find invoice uses the ID.

Due-date examples

Input	Derived result when Due date is blank
Invoice date 10/11/2026, term NET30	10/12/2026
Invoice date 10/11/2026, term NET14	24/11/2026
Term containing ON_RECEIPT, IMMEDIATE or COD	Invoice date
Empty or unrecognised term without digits	Due date can remain empty; enter the agreed date explicitly.

The current rule recognises those immediate-payment strings or the first group of 1–3 digits in the term code as days. It is not a calendar-aware terms engine for month-end, working days or instalments. An explicit Due date wins, and cannot precede Invoice date.

3. Review the generated draft

The header shows total, paid and due amounts. Expand/read Invoice and matching details, including lines, accepted quantities, PO/receipt references and match-summary information.

Example: first delivery in the running exercise. Accepted 100 mugs at 2.50 plus 20 T-shirts at 6.00, all tax/discount/charges zero:

Invoice line	Amount
100 × 2.50	250.00
20 × 6.00	120.00
Total due	370.00

Compare that with the supplier's invoice. Matching information helps review the source quantities and amounts; it is not a full exception-approval workbench or a guarantee that the supplier bill is correct.

Partial quantities and additional charges

Generated lines use accepted receipt quantity and the PO unit price. The current routine copies whole PO line discount/tax amounts rather than prorating them to the receipt, and does not bring header charges/prepaid adjustments into the generated invoice total. See worked calculations.

There is no current Purchase screen for editing invoice lines, entering a standalone supplier invoice, consolidating several receipts into one invoice or resolving a pricing exception. If the generated invoice does not match, stop before posting and involve Accounts/application support.

Draft creation already changes PO progress

Creating the draft updates the PO's invoiced quantity and remaining invoiceable quantity. It can cause the PO to show Invoiced or Closed before Post invoice.

This does not post the accounting liability or mean the invoice is paid. Use the invoice's own status for those decisions. To review the PO quantities, select View refreshed purchase order.

4. Post the invoice

After checking against the supplier bill, select Post invoice. The button posts directly. Check status Posted, the amounts and any accounting response.

Posting requires a positive total and at least one line. Posting publishes the invoice to Accounting; it does not add stock again or record a payment. The current screen has no unpost/delete/correction action.

Continue using Post payment for this vendor. The payment is still a separate document and requires allocation.

Duplicate checks and recovery

Situation	What happens / what to do
Invoice already exists for this receipt	Open the existing invoice. Do not use another receipt to duplicate the bill.
Same supplier invoice number reused for that supplier	Active duplicate detection blocks creation. Case/spacing normalisation means cosmetic changes may still be duplicates.
Same number used by a different supplier	Supplier context is part of the duplicate rule; still verify the source bill.
Due date before invoice date	Correct the dates.
Goods receipt has no invoiceable lines	Review accepted quantities and prior invoicing/closure.
Purchase invoice total amount must be greater than zero	Review generated costs, tax and discounts before posting.
Save/post times out	Use the known invoice ID and check status before trying to create anything else.