How Do I Invoice a Purchase Order?

Here we go over the steps you need to take to invoice a purchase order in Acctivate

Acctivate streamlines the entire purchasing management process, including invoicing a purchase order. 

The purchase invoice is the document you receive from your vendor which covers the payable amount of a specific purchase order that you have placed with them. Enter a Purchase Invoice from Vendor in Acctivate completes the lines which you are invoicing on the Purchase Order. If you’re invoicing the entire Purchase Order, creating the vendor invoice will change the status of the PO to Completed. The vendor bill is coordinated with the purchase order and the actual amount that was shipped or received.

We recommend creating the PO Invoice after receiving the items into stock (when the products are inventoried or special order), however it is not required before entering the bill. When entering the invoice after receipt, Acctivate will reconcile any difference in PO pricing between the PO Invoice and Receipt session at the time the bill is created. The amount of time between receipt and invoice will not effect this transaction as long as the period is open. However in the current version (9.0 or before), the accountant will need to manually reconcile the Purchases account (Accrued Purchase Receipts) when creating the Purchase Invoice before receipt if difference in pricing exists between the receipt and vendor bill. For more information on the accounting side of these transactions, check out this article.

There are two ways to create a Purchase Invoice in Acctivate:

  1. Initiate from the Purchase Order
  2. Initiate from the Purchase Invoice window

Initiating from the Purchase Order Window

  1. Open the Purchase Order by going to Purchasing > Purchase Order or by clicking on the Purchase Order button on the icon bar
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  1. Type the PO number into the PO Number field and press the Tab key on your keyboard or click the magnifying glass to look up the Purchase Order. Make sure to open an Issued Purchase Order as this is the required status for creating a PO Invoice.
  2. Click the Invoice button on the Purchase Order. Note that the Status on the PO must be “Issued” before creating the Purchase Invoice.
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  1. The Purchase Invoice window will open with the details of the purchase order automatically populated.

Initiating from the Purchase Invoice Window

  1. Open the Purchase Invoice window by selecting Purchasing > Purchase Invoice from the menu bar. If the user does this often, they can add the Purchase Invoice button to their icon bar.
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  1. Type the PO number into the PO Number field and press the Tab key on your keyboard or click the magnifying glass to look up the Purchase Order. Make sure to open an Issued Purchase Order as this is the required status for creating a PO Invoice.

Entering the Purchase Invoice

  1. After following the steps above, click the Edit button on the Purchase Invoice window.
  2. Enter the Invoice Number and Invoice Date in the section above the product details on the Purchase Invoice. The Due Date, Discount Date, and Discount Amount will fill in automatically based on the Terms listed on the header of the PO Invoice.
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  1. Verify the Detail of the invoice by clicking the Detail tab.The Inventoried or Special Order items that have been received will fill in the Approved quantity automatically. If you purchased non-inventoried (i.e. matrix inventory/assortments) or non-standard items, you need to manually approve the quantity since these types of items cannot be received. This is done in the green fields on the detail of the PO Invoice window. Make sure to adjust the Price or Amt Approved for each line to match the vendor bill you’re entering, if it differs from the original issued Purchase Order. You’ll notice the red columns above the green. These will be filled in based on the original PO. The Received column will reflect the quantity received, as well as the Rec’d Price (Received Price) and Rec’d Amount (Received Amount). In this example, nothing has been received yet, so the Received quantities on this invoice are 0.
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  1. If the bill includes other charges like shipping or duties, these can be added to the Other Amounts tab. The user can either add them as an other charge or allocate the cost via a Landed Cost session (if you have purchased the Landed Cost module). When you want to land the cost, check the Landed Cost box. This will prompt the user to save the PO Invoice and open a Landed Cost session to allocate the cost across the related receipt sessions. If you do not want to land the cost or don’t have the module, enter the Description, Amount, and select the proper Expense Account for the other amount.
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  1. Once the Invoice Total matches the vendor bill, click the Save button.
  2. Click the Create Invoice button to complete the purchase invoice. If you are invoicing the full Purchase Order, you will be prompted to mark the PO as Completed. If there are remaining lines to be invoiced, close the Purchase Invoice window after creating the invoice.
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  1. After creating the Purchase Invoice, the user will not be able to view it in Acctivate. They will need to synchronize the bill to their accounting software (e.g. QuickBooks) to pay or review the information. For details on viewing the Vendor bill, check out this article.