Accoxi's Purchase Invoice boasts several key features:

1. Debit Application:
• Users can apply debits directly to the invoice, offering flexibility in managing financial transactions.
2. Duplicate Invoice Option:
• The platform provides a convenient duplicate invoice option, simplifying the process of creating copies for various purposes.
3. Paperlez Integration:
• Invoices can be associated with documents seamlessly through Paperlez integration, enhancing document management.
4. Balance Adjustment:
• Users have the ability to adjust balances, allowing for the write-off of any remaining amounts.
5. Transaction View via Journal Entries:
• The system enables users to view transactions in the form of journal entries, providing a detailed overview of financial activities.
6. History Tracking:
• Purchase invoices display a comprehensive history of transactions, allowing users to review and track all changes and actions taken.
7. Detailed Bill Overview:
• Users can access detailed information on all created bills, including supplier names, reference numbers, outstanding balances, and current statuses.
8. Purchase Return and Cancellation Management:
• Effortlessly handle purchase returns and cancellations, with a user-friendly color format for easy identification (blue for purchase returns, red for cancelled bills).
9. Payment Terms Configuration:
• Users have the flexibility to create custom payment terms for suppliers, tailoring the financial arrangements to specific needs.
10. Recurring Bill Creation:
• Streamline regular purchases by creating recurring bills for transactions that occur at regular intervals.
11. Payment Details and History:
• Users can view detailed information on payments made and access the complete history of payments for each transaction.

The purchase module provides users with access to various purchase-related functions. Within this module, users can specifically access the purchase invoices function by clicking on it. This feature allows users to manage and interact with purchase invoices efficiently.

Purchase/Bill Search

The purchase/bills search function displays a comprehensive list of purchases, invoices, and bills associated with the business. This feature provides users with a convenient way to search and access relevant information related to their procurement and financial transactions.

DATA AVAILABLE IN PURCAHSE / BILLS SEARCH TABLE:

Menus Available in Search

1. Filter option

the key points summarizing the purchase/bills search filter features:

1. Search Options:
• Users can directly enter supplier names, invoice numbers, or reference numbers into the search bar or use the filter drop-down.
2. Filtering Criteria:
• Data can be filtered by Supplier name, Ref no, status, and invoice no.
3. Sorting Functionality:
• Users can sort data in ascending or descending order based on reference no. or invoice date.
4. Date-Based Filtering:
• The option "By selecting the by date, by due within" allows filtering based on the due date or dates of the invoice or bills.
5. Document Type Filter:
• Users can filter data based on purchase invoices and purchase drafts.

These features collectively enhance the search and filtering capabilities within the purchase/bills module, providing users with versatile options for data retrieval and analysis.

2. New Purchase Invoice

Clicking the "New Purchase Invoice" button opens the purchase invoice form, allowing users to input details for a new invoice. Certain fields in the form are marked in red, indicating their mandatory nature. Users can set a new voucher format, and for specific suppliers, this format can be configured in the voucher settings menu. This customization enables the creation of new purchase invoices according to the specified voucher format. The same concept applies when creating a sales invoice.

To create a new purchase invoice, follow these steps:

1. Click the "+ New" button located on the top right-hand side of the page.
2. Choose the supplier from the list. The corresponding details will be automatically populated.
3. Enter the date and the invoice number for the purchase.
4. Select the applicable tax type and enter any discounts, if applicable.
5. Optionally, add a description and include purchase order details.
6. Finally, add the products/services/expense accounts, specify the quantities, and click "Save" to complete the creation of the new purchase invoice.

Menu available in purchase view

1. New Purchase

The "New Purchase" option redirects the user to the purchase invoice creation page for generating a new purchase invoice.

2. Filter

The filter menu allows the user to categorize supplier purchase invoice data based on criteria such as partially paid, unpaid, overdue, overdue by today, cancelled, and draft.

3. Make Payment

This is utilized to make payments to the supplier for the created invoice.

Steps to make a payment:

1. Click on the "Make Payment" button, which will redirect you to supplier payments.
2. Select a date, choose the account, and enter a narration.
3. Choose the instrument type, provide the number, and select the bank name.

Enter the amount and click "Save."

4. History
   This menu assists the user in accessing the history details of the purchase invoice.

OPTIONS AVAILABLE IN THE HISTORY WINDOW

1. Comments and history

Displays all the edits and modifications made to the purchase invoice, along with the corresponding dates of the changes.

2. Payments history

Provides information about the payments made, including the date of payment, reference number, instrument number, payment mode, and amount.

3. Debits applied

This section displays the details of debits applied through the use of debit notes, showcasing the date, debit note number, and the applied debit amount.

5. View Journal

This menu presents the journal view of the transaction, displaying both the debit and credit aspects along with their respective amounts.

6. Paperlez Integration

This option enables users who have integrated Paperlez in Accoxi to attach or associate documents with purchase invoices. Clicking on this option will open a tab displaying all the documents uploaded in Paperlez. Users can then select the necessary documents to be attached to the invoice by associating them.

7. Edit Option

The "Edit" menu allows the user to make corrections or modifications to the details entered in the purchase invoice. After editing, the user can save the changes. By selecting the "Update" option, the user will be directed to the purchase invoice creation module where they can edit the price, customer, and other details. Once the update is clicked, the system will generate the updated invoice.

8. Export To PDF

If the user wishes to convert the purchase invoice to a PDF format, they can use the "Export to PDF" option. After clicking on "Export to PDF," a "Save As" directory option will appear, allowing the user to choose the location for saving the PDF file.

9. Print

The "Print" menu assists the user in printing the created purchase invoice if necessary. Clicking the print button will redirect the user to print options where they can select the printer, specify the number of copies, and make other relevant choices.

10. Email

The user can send the created purchase invoice to suppliers or others via email using the "Email" button. Clicking the email button will redirect the user to the email format window where the "TO" email address will automatically appear with the supplier's email ID.

11. More Option

a. Apply debits:

Debits represent unapplied balance amounts owed by suppliers, stemming from supplier advances or debit notes. These amounts indicate what the supplier owes to the customer.

Applying debits is beneficial for reconciling any balances from purchase returns to the invoice. Users can adjust the amount to be received from the customer by utilizing the created debit note. This adjustment is made by entering the adjustment amount in the appropriate column. It's important to note that the user cannot input an amount exceeding the debit balance.

To apply debits, follow these steps:

1. From the purchase invoice window, click on "More Options."
2. Select the "Apply Debits" option, triggering a small pop-up window.
3. In this window, adjust the invoice amount based on the available debits.
4. Click on "Update" to save the updated invoice.

If the user attempts to add an amount that exceeds the debit balance, a validation message will be displayed.

b. Balance adjustment:

This function is utilized to adjust any balances paid to the supplier. If the supplier provides allowances or additional discounts, you can adjust the amount using this function.

To use the Balance Adjustment function, follow these steps:

1. From the purchase invoice view, choose "More Features."
2. Select the "Balance Adjustment" option.
3. A balance adjustment window will pop up.
4. Choose the account and date in the window.
5. Enter the adjusting amount and provide a description.
6. Click "Save" to save the changes.

c. Convert to sale feature:

Grants permission to convert the purchase invoice into a sales invoice. This entails redirection to the sales invoice, and the value will be determined by the sales rate.

d. Create recurring:

If the purchase is recurring, the user can create a recurring invoice by clicking on the "Create Recurring" option. This action will redirect the user to a recurring purchase window.

e. Create debit note:

The "Create Debit" function is conveniently accessible in the invoice view. Clicking on the "Create Debit Note" option will redirect the user to the debit note window, allowing the creation of a purchase return against the selected invoice.

f. Create duplicate:

This function serves as a convenient tool for copying invoices. It redirects the user to the purchase invoice window with the same data that was entered previously.

g. Cancel invoice:

The "Cancel" option allows the user to cancel the prepared purchase invoice. Upon clicking the Cancel button, a cancel window appears, displaying default supplier details such as the supplier's name, transaction invoice number, and amount. The user is required to enter the reason for cancellation and then click "OK" to cancel the transaction.

12. Pagination Control

It manages page navigation and page size settings. The page size can be configured to display 10, 20, 50, or 100 entries. Users can input a page number in the designated box and click the "Go" button to navigate directly to the specified page.

3. Export

To export the purchase invoice list to Excel format, follow these steps:

4. Locate the "Export" button situated at the top right corner, near the +New button.
5. Click on the Export button.
6. Choose the desired file location.
7. Click Save to complete the export process.

4. Refresh

To ensure the display of the latest data, click on the refresh icon located at the top left corner of the page to fetch the new data.

5.View icon

This icon directs the user to the invoice view window.

6.More option

You can edit, view, make a payment, export to PDF, and print the invoice details if required using the "More" icon.

• View Option:
• Redirects the user to the purchase view where they can review the purchase invoice and utilize the available features in that window.
• Export to PDF:
• If the user wishes to convert the purchase invoice to PDF format, the "Export to PDF" option is available.
• Print:
• The "Print" menu assists the user in printing the created purchase invoice.

7.Color Filter

Purchase return and cancelled invoices are indicated by either red or green, signifying return and cancellation, respectively.

8.Pagination Control

It manages page navigation and page size settings. The page size can be configured to display 10, 20, 50, or 100 entries.

9.Exit

Below the pagination control, there is an exit button. If you wish to exit the supplier search page, click on the exit button.