How To: Manage Purchase Invoice in Ginesys Web

What is Purchase Invoice?

Purchase Invoice is raised by the Purchaser after he receives the purchased goods from the Supplier. The Invoice bears all the details of the transaction with the total amount to be credited to the Supplier. If a Purchase Invoice is not created, then the Supplier account will not reflect the purchase amount in its ledger. Purchase invoice is issued by the purchaser to the seller for confirming the order.

What is the purpose of this form?

The current module outlines the general Purchase Invoice. For making an Invoice for Consignment purchase you have to raise it at Consignment Invoice module. Under this module you can only make Invoices for Non-Consignment purchase.

Purchase Invoice and Consignment Invoice are merged in the Ginesys web module. This article describes the process of manage Purchase Invoice in Ginesys web.

Purchase Invoice

Pre-requisites

The users' role must have access to the Add app operation in the Purchase Invoice feature in Procurement - Operation - Purchase/Assets through Roles in Ginesys Web - Admin - Security.
Supplier must be created.
Site must be created.

Step-by-step guide

The steps are as follows:

Go to Ginesys Web > Procurement > Operation > Purchase/Assets > Purchase Invoice.
Purchase Invoice window will open.
Previously created Purchase Invoice will be listed.
Click on the Add button.
Purchase Invoice window will open.
You will get group of icons at the top right corner of the window.
1. The icons name from left to right are - Expand All, Collapse All, Print Document Report, Attachments, Clear Form and Open Side Panel.
  1. Expand All: Clicking on this icon, all the sections will be Expand if they are collapsed.
  2. Collapse All: Clicking on this icon, all the sections will be Closed if they are expanded.
  3. Print Document Report: Clicking on the Down Arrow beside this icon, you will get Print Preference option with already created Report File Template. This option is used to print document.
  4. Attachments: You can Upload some required documents from this option.
  5. Clear Form: Clicking on this icon, you can Clear all the data already entered.
  6. Open Side Panel: Clicking on this, you will get the details of the current Delivery Challan as follows:
    1. Document Summary: In this section you will get the details of Selected Items, Sale Type, Owner Site, Modified by etc.
    2. Vendor Details: You will get the Selected Customer Details like Address, Contact Details, Tax Region, Credit Limit, Overdue Amount etc.
    3. Vendor Statistic: This section describes the Received not Invoiced amount, Outstanding Amount, Last Invoice Date etc.
You will get three section in the Purchase Invoice main form - General, Item Details and Others.
General:
1. Select the Owner Site (Mandatory Field) for which you want to create the Purchase Invoice.
2. Select a Invoice No. (Mandatory Field) which is already created.
3. Select the Vendor Name (Mandatory Field) from the drop down list.
4. According to the selected Vendor Name, other fields like Trade Group, Agent,Term etc will be populated.
5. System Date will be populated in the Date field (Mandatory Field).
6. Document No., Purchase Ledger and Document Date are mandatory fields.
Item Details:
1. You will get two sections in the Item Details - Receipt Information and Item Information.
  1. Receipt Information:
    1. Click on Select Item Receipt.
    2. Select Receipt window will open.
    3. You will get the list of GRC in the Receipt Information section.
    4. Select the GRC against which you want to return.
    5. The items, present in the selected GRC, will be populated in the Item Information section.
    6. Click on the OK button.
    7. The selected GRC will be populated in the Receipt Information section with Receipt Date, Vendor Doc No. and Stock Point.
    8. If you click on the button left side of the populated GRC, you will get a drop down list.
    9. You will get Delete Record and Item Charge.
      1. Delete Record: You can delete the populated item from the list as per your requirement.
      2. Item Charge: The charges applied on the particular item will be displayed by clicking on this option. However, you may change the factors of the charges applied based on the settings in your user profile.
  2. Item Information:
    1. The items, present in the selected GRC, will be listed in the Item Information section with Barcode, Item Description, Order No. etc.
    2. You can modify Invoice Qty. and Rate.
    3. If you click on the button left side of the populated item, you will get a drop down list.
    4. You will get Delete Record, Item Charge and View Properties.
      1. Delete Record: You can delete the populated item from the list as per your requirement.
      2. Item Charge: The charges applied on the particular item will be displayed by clicking on this option. However, you may change the factors of the charges applied based on the settings in your user profile.
      3. View Properties: You can check the item details by clicking on this option. It will open the Item Master window but you cannot edit any details.
Now you need to calculate Charge. Click on the Calculate Charge button. But even if you skip this step, charges applied will be automatically calculated on saving the form.
Charge will be calculated and the final amount after charge application will be populated as Net Amount.
If you click on any applicable charge, Applicable Item window will open. You can alter the charge factor if you have enabled the proper user profile setting. The applicable charge amount or discount amount will be divided between all the items.
Click on the Save button to save Purchase Invoice. You will get a message - "Document <Purchase Invoice No.> saved successfully."

Edit Purchase Invoice

Pre-requisites

The users' role must have access to the Edit app operation in the Purchase Invoice feature in Procurement - Operation - Purchase/Assets through Roles in Ginesys Web - Admin - Security.
Purchase Invoice must be created and Un-Posted.

Step-by-step guide

The steps are as follows:

Go to Ginesys Web > Procurement > Operation > Purchase/Assets > Purchase Invoice.
Purchase Invoice window will open.
Previously created Purchase Invoice will be listed.
Select the PI you want to edit.
You can use Filter to search particular PI(s).

Note: If you select multiple Purchase Invoice, you will get the Edit option disabled. You cannot edit multiple PI at a time.
Edit: Purchase Invoice window will open.
All the details will be populated.
You will three new icons at the top right corner of the window - Show Message, Delete and Revert.
1. Show Message: You will get a message regarding edit of Purchase Invoice.
2. Delete: You can Delete the Purchase Invoice from the Edit Mode by clicking on this icon.
3. Revert: You can Revert the Purchase Invoice from the Edit Mode by clicking on this icon.
If you want to modify the Vendor, you need to remove the Receipt. Otherwise you will get a message - "Please remove the receipt(s) before changing the Vendor.". Others details will be changed as per Vender changed.
You can modify Agent, Reference Site, Trem etc.
You can also modify and delete Receipt and Items.
Click on the Save button to save the modified Purchase Invoice.
You will get a message - "Document <Purchase Invoice No.> saved successfully."