Raising purchase invoices is a fundamental aspect of managing the financial operations within a business. These invoices serve as a formal request for payment from your suppliers for goods or services delivered, and they play a crucial role in accounting and financial management. This article provides a comprehensive overview of how to effectively raise purchase invoices, ensuring accuracy and efficiency in your financial transactions.

In Okappy, a purchase invoice can be generated by you on behalf of your supplier/subcontractor, or raised as a sales invoice by your supplier/subcontractor after the delivery of goods or services. It outlines the details of the transaction, including the quantity of goods or services provided, their price, and the total amount due. For the purchasing business, this document becomes a critical record for accounts payable, enabling them to confirm the receipt of goods or services before processing payment.

Before raising a purchase invoice, it’s essential to confirm that the goods or services ordered have been received and meet the agreed standards and quantities. This verification process helps prevent discrepancies and ensures that your business only pays for what was accurately delivered.

Read on for a step by step guide of how to raise a purchase invoice from the Invoices screen.

From the Invoices screen,

• click the New Invoice button at the top of the screen,
• choose Purchase invoice in the invoice type window, and
• click the Select supplier button.

• Select your supplier/subcontractor, then
• click Next

• Enter your purchase invoice details.

• Select whether you want the purchase order to be draft.
• Click Raise purchase invoice.

Your purchase invoice will be raised and can be viewed from your invoices received screen.

Click Preview purchase invoice to view your purchase invoice.

Note: When exporting invoices, purchase invoices are not included in the invoice export.

Raising purchase invoices is more than just a procedural task; it’s a critical component of your business’s financial health and supplier relationships. By following the steps outlined above, businesses can ensure that this process is carried out efficiently and accurately, leading to smoother operations and financial stability. Remember, the key to success in raising purchase invoices lies in meticulous attention to detail and the effective use of technology to streamline and automate processes wherever possible.

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