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The purchase invoices screen
The same logic as sales, in the other direction — a supplier instead of a customer, stock in instead of out.
What is on the purchase invoices screen?
A list of every purchase invoice, with filters on status, payment status and date, and per-row actions.
Where to find it
Transactions → Purchase Invoices, or /dashboard/purchase-invoices.
Permission: purchase_invoices:view.
The same logic, the other direction
This screen mirrors sales invoices. The differences:
| Sales | Purchases | |
|---|---|---|
| The party | Customer | Supplier |
| Stock | Goes out | Comes in |
| Credit limit check | ✅ | ❌ |
| Lead source and shipping company | ✅ | ❌ |
| Average cost | Unchanged | Recalculated |
| The entry | Receivables / Sales | Cost / Payables |
The columns
Invoice number · date · supplier · status · total amount · payment status · type (purchase or return).
The invoice number takes the form PINV-{company code}-{year}-{sequence}.
The filters
Invoice number · supplier name · status (Draft / Submitted) · payment status (Unpaid / Partial / Paid) · invoice date · is return invoice.
The row actions
| Action | When it appears | Permission |
|---|---|---|
| View | Always | purchase_invoices:view |
| Edit | On drafts | purchase_invoices:edit |
| Submit | On drafts | purchase_invoices:submit |
| Return | On submitted invoices with returnable quantity | purchase_invoices:return |
| Delete | On drafts | purchase_invoices:delete_draft |
Submitted invoices lock
After submission the invoice cannot be edited. Open it in edit mode and you will find:
- The supplier, warehouse and status locked.
- The item lines locked.
- The overall discount locked.
- Only the payment fields open.
A banner warns you that you are editing a submitted invoice.
Additional payment
In edit mode on a submitted invoice you will find an Additional Payment field.
It lets you record a further payment against the invoice without reopening the items. The original paid amount is locked, and the new payment is added to it.
If the payment belongs to a particular bank account, or needs allocating across several invoices, use the Payment Entries screen instead — it gives you full control of accounts and allocation.
A draft does nothing
Exactly as with sales: a draft purchase invoice adds no stock, posts no entry and does not update average cost. All of that happens at submission.
Frequently Asked Questions
What is the difference between a purchase and a sales invoice?
A purchase adds stock rather than removing it, is tied to a supplier rather than a customer, and has no credit limit check, lead source or shipping company. The most important difference: submitting a purchase invoice updates your items' average cost.
Why can I not edit a purchase invoice?
Because it is submitted. After submission the supplier, warehouse, status and item lines are locked. Only the payment fields stay open, so you can record further payments.
What is the additional payment field?
A field in edit mode that lets you record a new payment against a submitted invoice without reopening the line items. The original paid amount is locked and the additional payment is added to it.
Do purchases post to the accounts?
Yes, at submission. Debit cost of goods sold and input VAT, credit accounts payable for the total.
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