A purchase invoice (PI), otherwise known as a bill, is an essential and standard document used by businesses. Organisations use purchase invoices to inform buyers of the amount they owe vendors in exchange for goods or services that were sold.
A purchase invoice (PI) typically includes the items the buyer had purchased, the number of items that were purchased, any discounts received, and the total amount owed to the vendor. Most purchase invoices will always include information as to when payment is due to be paid to the vendor.
On the Desk Mobile dashboard, tap on the Purchase Invoice icon under the Business Modules section to access the purchase invoicing module.
Fig. 1 Desk Mobile Dashboard Fig. 2 PI – Empty data
If this is your first time here, you will be prompted to create a new purchase invoice by tapping on + Create Purchase Invoice.
Otherwise, you will see the Purchases dashboard with all your existing purchase invoice records. Tapping on Create a New Purchase Invoice will direct you to a new Purchase Invoice form.
Fig. 3 PI – With transactional data
Start by adding a Vendor. If you haven’t added any vendors, you can type the vendor’s name, and it will be added to the list.
Fig. 4 Add Vendor Fig. 5 Select Vendor
The Purchase Invoice Date is set to the current date, and the Due Date is 30 days from now as default options. You can change the respective dates by tapping on the field and selecting an appropriate time.
Fig. 6 PI Date and Due Date
Enter the Purchase Invoice number. Use the appropriate toggle setting for prices inclusive/exclusive of taxes.
Fig. 7 Product prices inclusive of Tax
Tap on Add Item and enter the details of the product. If you have added products in the past, the product list will be available for you to choose. Else, you can add new products on the fly and add to the purchase invoice. You can choose to add existing items by scanning their barcodes / QR codes.
Tapping on Options will allow you to modify tax and discount settings for the product in the purchase invoice.
Fig. 8 Add Item to Purchase Invoice Fig. 9 Select Existing Product(s) / Service(s) Item
While adding a new product on the fly, you may be required to enter additional information depending on if the product is a “Service” (no stock tracking required) or “Inventory” (stock tracking required).
If you wish to edit any added items, you can:
- Tap on an item and edit the details
- Or on iOS, Swipe Right for a quick edit
- Or on Android, Long Press for a quick edit
Fig. 10 Product Details, Fig. 11 Update Item Unit Price & Product Quantity
To add tax and discount to your added items in the purchase invoice, tap on Options and fill in the details of Tax and Discount
Fig. 12, 13 Tax and Discount
Once the items are added, you can save the purchase invoice, or save it as a draft.
Fig. 14 Save purchase invoice
You will be directed back to the main Purchase Invoices screen, where you’ll be able to view all your purchase invoice records.
Fig. 15 View all purchase invoices