Language:


HansaManuals Home   >> Standard ERP   >> Stock   >> Goods Receipt Register  

Previous   Next               Entire Chapter in Printable Form               Search  

This text refers to program version 2026-06-25  

Create Menu - Goods Receipt - Purchase Invoice

This page describes the 'Purchase Invoice' function on the Create menu in the Goods Receipt record window. If you are using iOS or Android, the 'Purchase Invoice' function is on the + menu.

---

You can create a Purchase Invoice from a Goods Receipt or Purchase Order using the following methods:

  1. Open a Goods Receipt in a record window and select 'Purchase Invoice' from the Create menu (Windows/macOS) or + menu (iOS/Android). Mark the Goods Receipt as OK and save all changes before selecting the function. The new Purchase Invoice will be opened automatically for checking and approval, and will include the Items and quantities on the Goods Receipt together with any Freight, Customs and Extra Costs. This method is described immediately below.

  2. If you are using the Create Purchase Invoice when OKing Goods Receipt option in the Purchase Order Settings setting, a Purchase Invoice will be created automatically whenever you mark a Goods Receipt as OK and save, providing you created the Goods Receipt from a Purchase Order. If you are not using the Extra Costs Invoices from different Suppliers option in the same setting, this Purchase Invoice will also be marked as OK immediately and automatically. If you are using the Extra Costs Invoices from different Suppliers option, the 'Specify Create Purchase Invoice' window will open, allowing you to specify that any or all of the Freight, Customs and Extra Costs are to be included in the Invoice as well. In this case, the new Purchase Invoice will not be marked as OK automatically.

  3. Open a Purchase Order in a record window and select 'Purchase Invoice' from the Create or + menu. Save any changes you have made to the Purchase Order before selecting the function. If you are using the Extra Costs Invoices from different Suppliers option mentioned in point 2, the 'Specify Create Purchase Invoice' window will open, allowing you to specify whether you are creating a Purchase Invoice for the Items, Freight, Customs and/or Extra Costs. If you are not using this option, the new Purchase Invoice will be opened automatically for checking and approval. Please refer here for a description of this method.

    If you have many Purchase Orders, it may be difficult to find uninvoiced Purchase Orders in the 'Purchase Orders: Browse' window. You may find it easier to work from the Outstanding Purchase Orders report. You can drill down from this report to individual Purchase Orders, from which you can create Purchase Invoices.

Please refer to the end of this page for a discussion about when to create Purchase Invoices from Goods Receipts and when to do so from Purchase Orders.

To create a Purchase Invoice from a Goods Receipt, open the Goods Receipt in a record window and select 'Purchase Invoice' from the Create menu (Windows/macOS) or + menu (iOS/Android). For the function to have any effect, you must first mark the Goods Receipt as OK and then save it.

When you select the function, a new record will be created in the Purchase Invoice register (in the Purchase Ledger) and in a new window, entitled 'Purchase Invoice: Inspect'. This means that it has been created and saved and is being opened for amendment and approval.

The Purchase Invoice takes its information from the Goods Receipt, and, as a default, assumes that every received Item with full received Qty is to be invoiced as well as any Customs, Freight and Extra Costs.

The appearance of the Purchase Invoice will be determined by the selected Purchase Order Item Transfer Control option in the Purchase Invoice Settings setting in the Purchase Ledger, as follows:

Consolidate Items to Supplier Cost Account
The Purchase Invoice will be given a separate row for each Purchase Accruals Account used in the Goods Receipt (visible on flip E of each Goods Receipt row). If the rows in the Goods Receipt have different VAT Codes, there will be separate rows in the Invoice for each VAT Code. Tags/Objects specified in Goods Receipt rows will not be transferred to the Invoice.

Consolidate by Items and Project
The Purchase Invoice will feature separate rows for each Item in the Goods Receipt. If an Item appears in more than one row in a Goods Receipt (e.g. the Item is Serial Numbered), these rows will be brought together in to a single row in the Invoice. The Cost Account in each Purchase Invoice row will be the Purchase Accrual Account on flip E of the first Goods Receipt row for an Item. Tags/Object(s) specified in Goods Receipt rows will not be transferred to the Invoice.

Transfer Each Row Separately
Each row on the Goods Receipt will have its own row in the Purchase Invoice. Purchase Accrual Accounts in the Goods Receipt rows will be copied to the Cost Account fields in the corresponding Invoice rows, and Tags/Objects specified in Goods Receipt rows will be transferred to the corresponding rows in the Invoice.
If you need to use the Intrastat reporting feature, you should use the second or third options. The Intrastat P/L form in the Purchase Ledger will print a list of the Items that you have purchased from Suppliers in other EU countries. This form takes Item information from the fields on flip B of the relevant Purchase Invoices. If you are using the second or third options, these fields will contain the necessary information in Purchase Invoices created from Goods Receipts.

In all cases, any Freight, Customs and Extra Costs in the Goods Receipt will be transferred to the Purchase Invoice, as shown in the illustration above. The VAT Code (and therefore VAT calculation) for all these costs will be taken from the Account Usage P/L setting ('VAT' card) and will depend on the Zone of the Supplier. The Account will be the Freight Accrual Account, the Customs Accrual Account or the relevant Extra Cost Accrual Account from the Account Usage Stocksetting.

If the Goods Receipt includes any Items that you have purchased on Consignment (i.e. if the Goods Receipt includes any rows in which the Type on flip E is "Consignment"), then those rows will be transferred to the Purchase Invoice on a Transfer Each Row Separately basis, even if you have selected one of the other options. Any other rows in the Goods Receipt will be transferred to the Purchase Invoice using the selected option as usual.

If a Purchase Order contains an Item that requires Serial Numbers, it will usually be in a single Order row with the correct Quantity. When you create the Goods Receipt, it will contain the appropriate number of rows each with a Qty of one. The Invoice can mirror the Order (i.e. with a single row for the Serial Numbered Item with the Quantity from the Order) or it can mirror the Goods Receipt (i.e. with a number of rows each with a Quantity of one). If you wish to use the latter option, select the Invoice Based on Goods Receipt option in the Purchase Invoice Settings setting. This will be useful if you need to have the Serial Numbers stored in Purchase Invoices (on flip D) as well as in Goods Receipts. As this option causes Purchase Invoices to mirror Goods Receipts, it substantially overrules the Purchase Order Item Transfer Control options described above. The Cost Account in each Purchase Invoice row will be taken from the Purchase Accrual Account field in the corresponding Goods Receipt row. However, the Purchase Order Item Transfer Control options will be obeyed to the extent that Tags/Objects and Serial Numbers will only be copied to Purchase Invoice rows if you are using the Transfer Each Row Separately option. You should not use the Invoice Based on Goods Receipts option if you have Purchase Orders and Purchase Invoices connected to Projects.

The Creditors Account in the Purchase Invoice will be the Creditor A/C on the 'Accounts' card of the Contact record for the Supplier or, if this is blank, from the Account Usage P/L setting. The VAT Code on each row will be taken from the appropriate Goods Receipt row (flip C). The value in the Calc VAT field in the footer will be calculated using the VAT Codes from each row.

If you are using the Calculate VAT option in the Purchase Invoice Settings setting in the Purchase Ledger and the Supplier is from the Domestic, the Inside EU (Post VAT) or the Outside EU (Post VAT) Zones, VAT will be calculated backwards from the overall value of the Purchase Invoice using the VAT Rate specified in the same setting. This figure will be placed in the VAT field in the header, and may differ from the figure in the Calc VAT field in the footer if the Items have different VAT Codes. You will need to correct the header field before you can mark the Purchase Invoice as OK and save. For this reason, it is recommended that you only use the Calculate VAT option if you have a single VAT rate.

You can change the Amount in any row in the Purchase Invoice as appropriate. You can also add more rows. In both cases, you will also need to change the TOTAL in the header to ensure the Purchase Invoice still balances.

When you have checked the Purchase Invoice and found it to be complete and correct, tick the OK check box and save. This signifies that you have approved the Purchase Invoice. Associated Transactions in the Nominal Ledger will now be created (if you have so defined in the Sub Systems setting in the Nominal Ledger and in the Number Series - Purchase Invoices setting) and you will no longer be able to modify the Invoice.

To close the window and return to the Goods Receipt, click the close box (Windows/macOS) or tap < (iOS/Android). You will be asked if you want to save any changes. The Invoiced figure in each row in the originating Purchase Order (visible on flip C) will be updated automatically.

The Purchase Invoice and the Goods Receipt will be connected to each other through the Link Manager facility. This allows you to open the Invoice quickly and easily when reviewing the Goods Receipt, or to open the Goods Receipt from the Invoice.

You can use Access Groups to prevent certain users from creating Purchase Invoices from Goods Receipts. To do this, deny them access to the 'Purchase Invoice from Goods Receipt' Action. A separate Action, 'Purchase Invoice from Purchase Order', governs the creation of Purchase Invoices from Purchase Orders.

As mentioned at the beginning of this page, you can create Purchase Invoices from Goods Receipts (as described here) and from Purchase Orders. You can use the two methods in different circumstances:

  • This function allows you to create Purchase Invoices from Goods Receipts that you entered independently (i.e. without related Purchase Orders).

  • If you created a Goods Receipt from a Purchase Order, you can then create the Purchase Invoice from here or from the Purchase Order. The two methods use the Purchase Order Item Transfer Control options in the Purchase Invoice Settings setting in the Purchase Ledger in slightly different ways. Please refer to the description of that setting here for details about the differences.

  • If you related a Goods Receipt to several Purchase Orders using the fields on flip I and then the Supplier sends you a single Purchase Invoice covering all the Items on the Goods Receipt, create the Purchase Invoice from the Goods Receipt. If you receive separate Purchase Invoices for each Purchase Order, create them from the Purchase Orders.

  • This function will create a Purchase Invoice for the exact quantity on the Goods Receipt, even if you later returned some or all of the Items to the Supplier using the 'Create Returned Goods' function. If you want to create a Purchase Invoice for the remaining quantity only, do so from the Purchase Order.

  • If a Purchase Order is connected to a Project, you must create the Purchase Invoice from the Purchase Order, not from the Goods Receipt. Goods Receipts do not carry Project information, so if you create a Purchase Invoice from a Goods Receipt, it will also not have any Project information and so it won't generate Project Transactions on approval.

  • If you are using the Extra Costs Invoices from Different Suppliers option in the Purchase Order Settings setting, you will be able to create separate Purchase Invoices (with different Suppliers) for the Items, Freight, Customs and Extra Costs, but only when you create the Invoices from a Purchase Order. This option will not be used when you create a Purchase Invoice from a Goods Receipt, in which case a single Purchase Invoice that includes the Freight, Customs and Extra Costs together with the Items will be created.

  • If a Purchase Order and connected Goods Receipt contains any Items that you have purchased on Consignment, then you must create the Purchase Invoice from the Goods Receipt.
Please refer here for a full description of the Purchase Invoice window, including detailed information about marking the Purchase Invoice as OK and generating Nominal Ledger Transactions.

---

The Goods Receipt register in Standard ERP:

Go back to:

Previous   Next   Top            Entire Chapter in Printable Form