Docs
How to create a purchase invoice in Pashkateb
A purchase invoice is what brings stock in and updates your item costs. Check the prices before you submit.
How do I create a purchase invoice?
From Transactions → Purchase Invoices, click Add Purchase Invoice. Choose the supplier and warehouse, add the items with quantity and purchase price, and set the status. Draft means nothing happens. Submitted means stock arrives, cost updates and the entry posts.
Permissions
purchase_invoices:view to see, purchase_invoices:add to create, purchase_invoices:submit to submit.
The header
| Field | Required? | Details |
|---|---|---|
| Supplier | ✅ | Selecting one shows a panel with their phone, address and tax ID |
| Invoice date | ✅ | The date on the supplier's invoice |
| Warehouse | No | Where the goods arrive. Falls back to your default |
| Status | ✅ | Draft or Submitted |
| Is Return Invoice | No | The return switch, at creation only |
Choose the warehouse carefully. If the stock is for online sale, choose Online Store Warehouse directly rather than transferring later.
The item lines
| Column | Editable? | Details |
|---|---|---|
| Item Name | ✅ required | A searchable list |
| Current Stock | ❌ | The balance before this invoice |
| Quantity | ✅ required | The quantity purchased |
| Price | ✅ required | The purchase price — this updates your cost |
| Discount % | ✅ | 0 to 100 |
| Discount | ✅ | The amount |
| VAT rate % | ✅ | From the item's setting |
| VAT amount | ❌ calculated | (quantity × price − discount) × rate ÷ 100 |
| Line total | ❌ calculated | Subtotal after discount, plus VAT |
You cannot repeat an item on two lines. Increase the quantity on the existing one.
There is no quantity cap — you are bringing stock in, not issuing it.
The totals
Subtotal · Discount % (applied across all lines) · Discount · VAT · Total Amount · Paid Amount · Remaining Amount · Notes.
What happens on submission
In one transaction:
- The supplier balance updates — the remaining amount is added to it.
- Stock arrives — quantities are added to the item's warehouse balance and its total, and a stock ledger row of type Purchase is written.
- Average cost is recalculated for each item:
new average = (old balance x old cost + new quantity x purchase price)
/ (old balance + new quantity)
- A journal entry is posted:
| Account | Debit | Credit |
|---|---|---|
| Cost of Goods Sold | Subtotal | |
| Input VAT | VAT amount | |
| Accounts Payable | Total |
- The invoice number is fixed as
PINV-{company code}-{year}-{sequence}.
Check the price before submitting
This is the most important point on this page.
A purchase invoice is the only place an item's average cost is updated. So a wrong price here pollutes:
- Your stock evaluation report.
- The valuation rate on stock adjustments.
- Any profitability calculation built on cost.
Check your prices before submitting. If you get it wrong, the only route back is a purchase return and a new invoice.
No credit limit check
Unlike sales, submitting a purchase invoice is not checked against any ceiling. Credit limits exist for customers only.
Frequently Asked Questions
I recorded a purchase and stock did not go up
The invoice is still a draft. Exactly as with sales: a draft does nothing. Change the status to Submitted or click the Submit action.
Does the purchase price I enter change the item's cost?
Yes, and this matters a great deal. On submission the system recalculates the item's average cost as a weighted average. A wrong price on a purchase invoice pollutes your cost in every report afterwards.
Which warehouse should I choose?
The one the goods are physically going into. If the stock is destined for online sale, choose Online Store Warehouse directly and save yourself a transfer.
Is there a credit limit check for suppliers?
No. Credit limits apply to customers only. Submitting a purchase invoice is never blocked, whatever your balance with the supplier.
Related Links
Use Pashkateb with Your Real Workflow
Start the free trial or move to the most relevant landing page for your workflow, then apply what you read using your own invoices, stock, and reports.