Registering a purchase invoice from a completed order

After completing an external (forwarding) order, the system automatically generates a draft sales invoice for issuance and a draft purchase invoice for registration.

The draft purchase invoice for registration can be found in Accounting >> Purchases >> Draft documents.

The purchase invoice generated after completing the freight forwarding order has the status New. 

By editing the invoice using the Register document option, you can fill in the missing invoice details (e.g., document number). You can also choose the Register document option directly from the list of documents in preparation (Accounting >> Purchases >> Documents in preparation). The system will open the same window with the option to complete the invoice details.

For purchase invoices where the payment method is Cash, providing the seller's bank account is not required. Similarly, when the payment method Other is selected, the seller's bank account is not a mandatory field. 

Note! During the first registration of a purchase invoice from a specific carrier, the VAT rate is not automatically filled in by the system. It must be selected manually. To do this, in the Document items section, select the item and choose the Edit option. 

In the item editing view on the invoice, the VAT Rate field allows you to select the VAT rate for that item, which will then be suggested by default for subsequent purchase invoices from the same contractor. 

During the registration of a purchase invoice, it is also possible to edit the currency exchange rate. To do this, go to the item editing view on the invoice and navigate to the Exchange rates tab, where you can adjust the exchange rate date. 

After registering the purchase invoice, its registration must be confirmed using the Confirm option. The approved purchase document will be moved to the Registered Documents list (Accounting >> Purchases >> Registered documents). Information about the registered purchase invoice will also appear in the All orders list (Orders >> All orders) in the Stages column. 

It is also possible to register a purchase invoice from a completed order via Accounting >> Purchases >> Register new document >> Purchase invoice. After selecting the Seller, you can add an order in the Document items section using the Add order option.

After selecting the order from the list, complete the remaining required fields and register the purchase invoice using the Register option. Then, to confirm it, select the Approve option.