Documentation

Purchase Invoices

Purchase Invoice turns received supplier value into an Accounts Payable obligation. It is a financial boundary: review source receipt, supplier reference, quantities, pricing, tax, adjustments and dimensions before posting.

Accounts payable teamsBuyersFinance approversTax teamsImplementation teams

Last updated: 17-08-2026

What Purchase Invoice controls

Purchase Invoice records the supplier financial claim after purchasing/receipt activity. For a PO-linked invoice, AkshaERP enforces receipt before invoice creation so the accounting document does not become the first evidence that goods were physically received.

The invoice carries supplier/source references, commercial lines, tax, adjustments, financial dimensions, paid/balance amounts and procure-to-pay traceability.

Screen tabs

Tab	Purpose
General	Invoice identity, supplier, source PO, location, invoice/posting dates and comments.
Pricing & Terms	Price Fetch Source, Price List, payment terms, due date, currency, exchange rate and Tax Inclusive.
Adjustments & Totals	Freight, discount, insurance, surcharge, withholding, other and rounding adjustments including taxable adjustments.
Accounting	Business Unit and Cost Center financial dimensions where configured.
Lines	Items, source references, UOM, quantity, Unit Price, Price List, batch, discount, tax and line totals.

General tab – fields

Field	Requirement	Meaning / significance
Invoice Number	System/document identity	AkshaERP Purchase Invoice number. It becomes locked after the invoice has an ID.
Vendor Invoice #	Strongly recommended	Supplier own invoice number/reference. This is distinct from the AkshaERP document number and is important for AP matching/audit.
Supplier	Mandatory	Supplier whose liability is being recorded.
Purchase Order	Optional source, controlled when used	Selecting a PO loads source header/lines and creates traceability. A PO-linked invoice is subject to receipt-before-invoice validation.
Location Type / Location	Operationally required	Operating/receiving context. Defaults from the user where configured.
Invoice Date	Required business date	Date on the supplier invoice.
Posting Date	Required accounting date	Date used for accounting posting context.
Comments	Optional	AP/buyer explanation or supporting note.

Selecting a Purchase Order – what is seeded

Selecting a Purchase Order loads the full PO and seeds the invoice source reference, Supplier, Organization, Business Unit/Cost Center, Location, Currency, Payment Terms, Price List/Pricing Source and the active PO lines.

PO line mapping carries Item, UOM, Quantity, Unit Price, discount, taxable value, tax information, batch reference and source Purchase Order Line ID. This makes the PO relationship explicit instead of rekeying commercial lines.

Pricing & Terms tab

Field	Requirement	Meaning / behavior
Price Fetch Source	Mandatory	Controls automatic line pricing source using the same purchasing modes as Purchase Order. It can default from the PUR / FETCH_PRICE_FROM application setting scoped by Organization/Location.
Price List	Conditional	Required/enabled when a Pricing Engine mode is active; disabled in Item Masters mode. A default applicable list can be auto-selected.
Payment Terms	Optional / commercial	Supplier payment condition, often seeded from the PO.
Due Date	Optional / AP control	Expected payment due date.
Currency	Required	Invoice currency.
Exchange Rate	Required for foreign currency	Translation rate used for financial value context.
Tax Inclusive	Conditional	Indicates commercial price includes tax and changes how the tax engine interprets the entered amount.

Price Fetch Source meanings

Value	What it does	AP guidance
PRICING_MODULE	Uses the Pricing Engine and applicable Purchase Price List.	Use when invoice line pricing should follow controlled pricing rules.
ITEM_MASTERS	Uses Item Master purchasing price and does not use Price List.	Useful where Item purchasing price is the approved source.
PRICING_THEN_ITEM	Tries Pricing Engine then falls back to Item Master price.	Use when Pricing Engine is preferred but approved Item pricing is an allowed fallback.

Lines tab – important fields and behavior

Field / concept	Meaning / behavior
Source PO / GRN references	Line model can retain Purchase Order Line and Goods Receipt Line references so invoice value can remain connected to purchasing/receipt evidence.
Item	Supplier-invoiced item/service. Automatic pricing requires a valid Item.
UOM	Unit against which invoice Quantity and Unit Price apply. Automatic pricing requires UOM.
Quantity	Supplier-invoiced quantity. Automatic pricing requires Quantity greater than zero.
Price List	Line/header pricing context when Pricing Engine mode is active.
Unit Price	Invoice commercial unit price. Pricing requests can derive it; intentional manual-price behavior is protected from silent repricing.
Discount % / Amount	Commercial deduction and derived discount amount.
Tax code/category/rate	Tax context evaluated by the purchasing tax/GST logic.
Taxable Value / Tax Amount	Tax base and derived tax.
Batch	Batch reference where applicable.
Line Total	Taxable/commercial line value after discount and tax.

Adjustments & Totals – adjustment types

Type	Typical purpose	Total behavior
DISCOUNT	Header/commercial deduction.	Normally SUBTRACT; otherwise follows selected Direction.
FREIGHT	Supplier freight/transport charge.	Flows into Freight total using ADD/SUBTRACT sign.
INSURANCE	Insurance charge.	Included in Other Charges according to Direction.
SURCHARGE	Additional supplier surcharge.	Included in Other Charges according to Direction.
WITHHOLDING	Amount withheld from supplier payable.	Reduces payable total; system treats withholding as a deduction.
OTHER	Another documented addition/deduction.	Included in Other Charges according to Direction.
ROUNDING	Explicit invoice rounding difference.	Signed rounding adjustment.

Adjustment columns

Field	Requirement	Meaning
Name	Mandatory	Human-readable reason/name for the adjustment.
Type	Required for correct categorization	Classifies the adjustment into discount/freight/insurance/etc.
Direction	Required	ADD increases the applicable total; SUBTRACT decreases it.
Amount	Mandatory	Adjustment amount.
Taxable	Conditional	Marks the adjustment itself as taxable.
Tax %	Conditional	Tax percentage when the adjustment is taxable.
Tax Amt	Derived	Calculated adjustment tax included in Total Tax.

Accounting tab

Accounting uses the shared Financial Dimension controls for Business Unit and Cost Center. Whether a dimension is mandatory depends on the installation configuration.

Dimensions should represent the responsibility/cost attribution for the purchase. PO-seeded invoices inherit source dimensions where available, but AP should review them before posting when business ownership has changed.

Status and posting boundary

Status	Meaning
DRAFT	Editable supplier invoice. Apply can save it without financial finalization.
POSTED	Financially posted invoice with tax finalization, supplier balance and accounting journal effects.
APPROVED	Recognized compatibility/finalization state; the active screen final action persists POSTED.
PARTIAL	Posted invoice with partial settlement.
PAID	Posted invoice fully settled.
CANCELLED	Cancelled/reversed through a controlled downstream process where available.

Action	When	Effect
Apply	DRAFT	Saves invoice work and keeps the screen open.
Confirm & Post	Saved DRAFT when no approval flow is configured	Finalizes the invoice using the non-workflow confirmation path.
Approve & Post	Saved DRAFT when an approval flow is configured	Finalizes the invoice using configured approval governance.
Traceability	Saved invoice	Opens the shared Traceability view for procure-to-pay source/downstream relationships.

What posting does

Final posting finalizes the GST/tax snapshot, records approval/posting state, establishes Balance Amount from Total minus Paid Amount and posts the Purchase Invoice accounting journal through the General Ledger gateway.

When linked to a Purchase Order, posting advances the source PO toward Invoiced status and preserves procure-to-pay traceability.

Traceability – how to use it

Open Traceability from the floating Account Tree icon.
Use Milestones to understand the procure-to-pay flow state.
Use Graph to see connected documents visually.
Use Events for timestamped lifecycle/status messages.
Use Relationships to review From / Relation / To, status, quantity and amount links.
Open a connected source document directly when the trace node has a routable document link.

Supplier Advances – current screen boundary

The codebase contains a Supplier Advance application component and related AP logic, but the reviewed active Purchase Invoice screen does not import or expose Supplier Advances as a tab.

For that reason, this public guide does not present Supplier Advances as a current clickable Purchase Invoice function. Documentation follows what the active user screen actually exposes.

Purchase Orders Purchase Returns

Frequently asked questions

Why can’t I create a Purchase Invoice from an Approved PO?

A PO-linked invoice requires receipt first. Complete Stock Receipt/Goods Receipt so the PO is Received or valid receipt evidence exists.

What is the difference between Invoice Number and Vendor Invoice #?

Invoice Number is the AkshaERP document identity; Vendor Invoice # is the supplier external invoice reference.

What is the difference between Confirm & Post and Approve & Post?

The finalization purpose is the same; the label/path depends on whether an active Purchase Invoice approval flow is configured.

Does selecting a PO mean I can skip AP review?

No. PO selection seeds source data. AP should still review receipt evidence, supplier invoice reference, quantities/UOM, price, tax, adjustments, terms and dimensions before posting.

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