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You create a purchase invoice or purchase order to record the cost of purchases and to track accounts payable. If you need to control an inventory, purchase invoices and purchase orders are also used to dynamically update inventory levels so that you can minimize your inventory costs and provide better customer service. The purchasing costs, including service expenses, and inventory values that result from posting purchase invoices or orders contribute to profit figures and other financial KPIs on your Role Center.

The creation of a purchase order is the first step in a business transaction, it is issued by the buyer and authorizes a seller to provide a product or service at a specified price. The invoice is a bill issued by the seller when that product has been delivered or the service has been completed. Here’s What We’ll Cover. Check your order's status, view invoices, request a return, and contact support Sign in to your account Signing in is the most secure way to access your order information and allows you to see all of your orders. The little bookshop on the seine pdf free download. Choose the type of account you’d like to sign in to. Enter eight-digit purchase order number in the Purchase Order Number field (be sure there are no spaces before or after the number) Select Search; Select the Requisition Number under Requisition Details to view the requisition details This is an unofficial copy of the purchase order and should not be used to place the order with the supplier.

Create purchase invoices

In addition to buying physical items (Inventory item type), which affect inventory valuation, you can purchase services represented by time units. You can do this either with the Service item type or with the Resource line type.

Note

You must use purchase orders if your purchasing process requires that you record partial receipts of an order quantity, for example, because the full quantity was not available at the vendor. If you sell items by delivering directly from your vendor to your customer, as a drop shipment, then you must also use purchase orders. For more information, see Make Drop Shipments. In all other aspects, purchase orders work the same way as purchase invoices. The following procedure is based on a purchase invoice. The steps are similar for a purchase order.

Purchase Order Invoice Process

When you receive the inventory items or when the purchased service is completed, you post the purchase invoice or order to update inventory and financial records and to activate payment to the vendor according to the payment terms. For more information, see Posting Purchases and Making Payments.

Caution

Do not post a purchase invoice for physical items until you receive the items and know the final cost of the purchase, including any additional charges. Otherwise, your inventory value and profit figures may be skewed.

Purchase

The item card can be of type Inventory, Service, and Non-Inventory to specify if the item is a physical inventory unit, a labor time unit, or a physical unit that is not kept on inventory. For more information, see Register New Items. The purchase invoice process is the same for all three item types.

Note

With the Resource purchase line type, you can also purchase external resources, for example, to invoice a vendor for work delivered. For more information, see Set Up Resources.

To use a purchased resource, you may need to set the resource's capacity and manually assign it to a job. Purchasing a resource will create a resource ledger entry, however, resource ledger entries are not tracked for quantity and value as, for example, items are. If quantity and value tracking is required, then consider using other line item types.

You can fill vendor fields on the purchase invoice in two ways depending on whether the vendor is already registered.

To create a purchase invoice

The following describes how to create a purchase invoice. The steps are similar for a purchase order. The main difference is that purchase orders have additional fields and actions for physical handling of items.

  1. Choose the icon, enter Purchase Invoices, and then choose the related link.

  2. In the Vendor field, enter the name of an existing vendor.

    Other fields on the Purchase Invoice page are now filled with the standard information of the selected vendor. If the vendor is not registered, then follow these steps:

    1. In the Vendor field, enter the name of the new vendor.
    2. In the dialog box about registering the new vendor, choose the Yes button.
    3. On the Select a template for a new vendor page, choose a template to base the new vendor card on, and then choose the OK button.
    4. A new vendor card opens, prefilled with the information on the selected vendor template. The Name field is prefilled with the new vendor's name that you entered on the purchase invoice.
    5. Proceed to fill in the remaining fields on the vendor card. For more information, see Register New Vendors.
    6. When you have completed the vendor card, choose the OK button to return to the Purchase Invoice page.

    Several fields on the Purchase Invoice page are filled with information that you specified on the new vendor card.

  3. Fill in the remaining fields on the Purchase Invoice page as necessary. Hover over a field to read a short description.

    You are now ready to fill in the purchase invoice lines with items or resources that you have purchased from the vendor.

    Note

    If you have set up recurring purchase lines for the vendor, such as a monthly replenishment order, then you can insert these lines on the invoice by choosing the Get Recurring Purchase Lines action.

  4. On the Lines FastTab, in the Item No. field, enter the number of an inventory item or service.

  5. In the Quantity field, enter the number of items to be purchased.

    Note

    For items of type Service and for lines of type Resource, the quantity is a time unit, such as hours, as indicated in the Unit of Measure Code field on the line.

    The Line Amount field is updated to show the value in the Direct Unit Cost field multiplied by the value in the Quantity field.

    The price and line amount are shown with or without sales tax depending on what you selected in the Prices Including Tax field on the vendor card.

    The totals fields under the lines are automatically updated as you create or modify lines to display the amounts that will be posted to the ledgers.

    Note

    In rare cases, the posted amounts may deviate from what is displayed in the totals fields. This is typically due to rounding calculations in relation to VAT or sales tax.

    To check the amounts that will actually be posted, you can use the Statistics page, which takes into account the rounding calculations. Also, if you choose the Release action, the totals fields will be updated to include rounding calculations.

  6. In the Invoice Discount Amount field, enter an amount that should be deducted from the value shown in the Total Incl. Tax field at the bottom of the invoice.

    Note

    If you have set up invoice discounts for the vendor, then the specified percentage value is automatically inserted in the Vendor Invoice Discount % field if the criteria are met, and the related amount is inserted in the Invoice Discount Amount field.

  7. When you receive the purchased items or services, choose Post.

Order Invoices For Small Business

The purchase is now reflected in inventory, resource ledgers, and financial records, and the vendor payment is activated. The purchase invoice is removed from the list of purchase invoices and replaced with a new document in the list of posted purchase invoices.

Posted invoices

Once the invoice has been posted, you can find it in the list of posted invoices. Both the Posted Sales Invoices list and the Posted Purchase Invoices list show the posted invoices with the final invoice numbers. From the list, you can look up each posted invoice, and you can correct or cancel a posted invoice.

For each posted invoice, you can look up statistics, dimensions, and the ledger entries that are the result of the posted invoice. You can also print or send the posted invoice.

You can easily correct or cancel a posted purchase invoice before you pay the vendor. This is useful if you want to correct a typing mistake or if you want to change the purchase early in the order process. For more information, see Correct or Cancel Unpaid Purchase Invoices. If you have already paid for items or services on the posted purchase invoice, then you must create a purchase credit memo to reverse the purchase. For more information, see Process Purchase Returns or Cancellations.

Open the Posted Purchase Invoices list in Business Central.

See Related Training at Microsoft Learn

See Also

Purchasing
Setting Up Purchasing
Set Up Resources
Posting Purchases
Request Quotes
Purchase Items for a Sale
Register New Vendors
Prepare Drop Shipments
Working with Business Central

A purchase orderinvoice is a document used in business transactions. The name of this document stems from the fact that a purchase order number is included. This number will then be used throughout the duration of the transaction. It is possible to have numerous purchase order invoices between a buyer and seller at any given time. Such a document can be used for goods or for services.

For a contract to be legal there must be an offer and an acceptance. The exchange of money and goods between a buyer and supplier is a contract. In such a situation, the purchase order invoice can be viewed as an offer because the buyer expresses a willingness to purchase a specified amount of certain goods at a certain price. The supplier accepts by fulfilling the order, issuing a bill, and receiving payment.

A purchase order invoice generally contains numerous pieces of information. The buyer should clearly be identified, including his contact details. In addition to this, there is usually a space provided for the shipping address since businesses may have more than one place of operation. The purchase order number is a very important piece of information normally found at or near the top of the document.

Purchase Order Invoice Sample

The person who makes the order should be listed on the invoice. Special terms that apply to the transaction are generally included. The order should be thoroughly outlined including the names of items or services, the quantity, sku numbers, and prices. The buyer may also calculate tax, shipping and handling, and other costs.

A purchase order invoice can protect both the buyer and the seller. On the buyer’s behalf, there is evidence he asked for a certain number of specific products and was expecting to pay a specified price. If the seller provides other products or services or tries to increase the price, the buyer will have a document which records his original offer. The seller is protected because without such a document the buyer could request goods and then refuse to accept or pay for them.

Purchase Order Invoice Log

Numerous purchase order invoices may exist because a buyer may place new orders before previous orders are filled. For example, say Charlie’s Maintenance gets a contract to replace a roof. Charlie may use a purchase order invoice to request the supplies for the job. Later that day, Charlie’s Maintenance could get another contract to repair a dock. The supplies needed for this job would likely be placed on a different purchase order invoice.

What Is An Order Invoice

This highlights the importance of the purchase order number. Whenever the two parties communicate, this number will generally be used to eliminate confusion. This includes when queries are made regarding order status, when backorder notices are sent, and when bills are issued.