Add New Purchase Invoice

Overview

In Zumzum Financials, a Purchase Invoice is a document that records the details of goods or services a company has received from a supplier and the corresponding amount that needs to be paid. It acts as a formal acknowledgment of the vendor’s delivery and serves as a basis for making payments.

Here’s what a Purchase Invoice in Zumzum Financials typically includes:

1. Supplier Information: Details of the supplier, such as name, address, and contact information.
2. Invoice Number: A unique identifier for the invoice.
3. Items or Services Purchased: Description, quantity, and price of the items or services received.
4. Taxes and Charges: Applicable taxes like VAT or sales tax, along with any additional charges like shipping or handling fees.
5. Payment Terms: Terms regarding when the payment is due (e.g., within 30 days).
6. Total Amount Payable: The final amount, including taxes, after discounts (if applicable).
7. Date Information: The date the invoice was issued and the due date for payment.
8. Account Allocation: In Zumzum Financials, the costs can be allocated to specific nominal accounts or Dimensions (cost centers), making tracking and financial reporting easier.

A Purchase Invoice ensures the company accurately tracks liabilities and accounts payable, helping maintain financial control and prepare for payments.

You are able to add Purchase Invoices in the same way you add Purchase Credits by selecting the Type field on the new or edit purchase invoice screens.  You are able to programmatically add new purchase invoices to Zumzum Financials using the Purchase Invoice API or other Salesforce automation tools, so this article deals with creating Purchase Invoices in the web interface.

Limits

• In Zumzum Financials, the maximum number of line items you can include in a purchase invoice is 50. Please review the article What is the Maximum Number of Purchase Invoice Line Items for more information.
• The maximum number of line items which you may pay via the Bank Supplier Payment screen is 50. Please review the article What is the Maximum Number of Line Items That May be Paid Via the Bank Supplier Payment Screen? for more information.

Add Purchase Invoices From the Web Interface

Below are the various user interface methods for adding a new Purchase Invoice.

Create Purchase Invoices From The Purchasing Tab

Visit the Zumzum Financials Purchasing Tab to add new Purchasing transactions.

1. Go to the Purchasing tab.
2. Click Add New Purchase Invoice.
3. Click the New button, which is in the top right.
4. In the Supplier field, enter the Account name of your Supplier or use the lookup button to view a list of Supplier
5. The Invoice Date is referring to the day the Invoice was created.
   • This autocompletes with today’s date. You can edit this by clicking the field and selecting a date from the drop-down calendar.
6. The Invoice Due Date is the date in which the Invoice should be paid by.
   • Select this by clicking the field and selecting a date from the drop-down calendar.
7. The Purchase Invoice Type, will auto select Purchase Invoice and should be left like this as a Purchase Credit is its own feature.
   • You are able to link/complete other fields but they are not necessary to complete the Invoice so at this point go ahead and link the records accordingly.
8. Now you need to add the Purchase Invoice Line Items, these are the items that you are buying on the Purchase Invoice.
9. Enter the Nominal Account, using * as a wildcard in order to increase the search speed.
10. Next, in the Narrative enter the name of the product or service you are purchasing.
11. Now enter the Qty (Quantity), which is the number of this specific item bought.
12. Enter the Foreign Net Amount  and then click outside of the box to update Foreign Tax Total, Foreign Net Total, Foreign Gross
13. Now select the Tax Rate from the drop-down menu, this will automatically be applied to the price to work out the new total.
14. Select to Add, in the Options box, this will add the item to the Purchase Invoice
15. Repeat Step 8 –> Step 13 for every item on the invoice.
16. Finally, Click Save once all the items are added.
17. When you are happy that your Purchase Invoice details are correct, go ahead and Post your Purchase Invoice to the Zumzum Financials general ledger.

Create A Purchase Invoice From The Purchase Invoice Tab

Visit the Standard Salesforce Purchase Invoice tab to add new Purchase Invoices.

1. Click the New button, which is in the top right.
2. In the Supplier field, enter the Account name of your Supplier or use the lookup button to view a list of Supplier
3. The Invoice Date is referring to the day the Invoice was created.
   • This autocompletes with today’s date. You can edit this by clicking the field and selecting a date from the drop-down calendar.
4. The Invoice Due Date is the date in which the Invoice should be paid by.
   • Select this by clicking the field and selecting a date from the drop-down calendar.
5. The Purchase Invoice Type, will auto select Purchase Invoice and should be left like this as a Purchase Credit is its own feature.
   • You are able to link/complete other fields but they are not necessary to complete the Invoice so at this point go ahead and link the records accordingly.
6. Now you need to add the Purchase Invoice Line Items, these are the items that you are buying on the Purchase Invoice.
7. Enter the Nominal Account, using * as a wildcard in order to increase the search speed.
8. Next, in the Narrative enter the name of the product or service you are purchasing.
9. Now enter the Qty (Quantity), which is the number of this specific item bought.
10. Enter the Foreign Net Amount  and then click outside of the box to update Foreign Tax Total, Foreign Net Total, Foreign Gross
11. Now select the Tax Rate from the drop-down menu, this will automatically be applied to the price to work out the new total.
12. Select to Add, in the Options box, this will add the item to the Purchase Invoice
13. Repeat Step 8 –> Step 13 for every item on the invoice.
14. Finally, Click Save once all the items are added.
15. When you are happy that your Purchase Invoice details are correct, go ahead and Post your Purchase Invoice to the Zumzum Financials general ledger.

Create A Purchase Invoice From A Supplier Account

Create Purchase Invoices directly from a Supplier account in Salesforce.

1. Select the Account the Purchase Invoice is related to, which can be found on the Accounts tab or by searching. The account type needs to be Supplier to be able to create a Purchase Invoice.
2. Go to the Related tab on the Account, scroll down until you find the Purchase Invoice section.
3. Click the New button, which is in the top right of the Purchase Invoice section.
   • The Supplier field will auto be complete with the Account which was selected in step 1.
4. In the Supplier field, enter the Account name of your Supplier or use the lookup button to view a list of Supplier
5. The Invoice Date is referring to the day the Invoice was created.
   • This autocompletes with today’s date. You can edit this by clicking the field and selecting a date from the drop-down calendar.
6. The Invoice Due Date is the date in which the Invoice should be paid by.
   • Select this by clicking the field and selecting a date from the drop-down calendar.
7. The Purchase Invoice Type, will auto select Purchase Invoice and should be left like this as a Purchase Credit is its own feature.
   • You are able to link/complete other fields but they are not necessary to complete the Invoice so at this point go ahead and link the records accordingly.
8. Now you need to add the Purchase Invoice Line Items, these are the items that you are buying on the Purchase Invoice.
9. Enter the Nominal Account, using * as a wildcard in order to increase the search speed.
10. Next, in the Narrative enter the name of the product or service you are purchasing.
11. Now enter the Qty (Quantity), which is the number of this specific item bought.
12. Enter the Foreign Net Amount  and then click outside of the box to update Foreign Tax Total, Foreign Net Total, Foreign Gross
13. Now select the Tax Rate from the drop-down menu, this will automatically be applied to the price to work out the new total.
14. Select to Add, in the Options box, this will add the item to the Purchase Invoice
15. Repeat Step 8 –> Step 13 for every item on the invoice.
16. Finally, Click Save once all the items are added.
17. When you are happy that your Purchase Invoice details are correct, go ahead and Post your Purchase Invoice to the Zumzum Financials general ledger.

Create a Purchase Invoice from A Purchase Order

Create a Purchase Invoice from an existing Purchase Order.

1. Locate and select the Purchase Order you wish to use.
2. Make sure Status field on the Purchase Order is set as Delivered or Part Delivered.
3. In the top right, on the button bar select Create Purchase Invoice.
   • Any data stored on the Purchase Order will be transferred onto the Purchase Invoice.
4. In the Supplier field, enter the Account name of your Supplier or use the lookup button to view a list of Supplier
5. The Invoice Date is referring to the day the Invoice was created.
   • This autocompletes with today’s date. You can edit this by clicking the field and selecting a date from the drop-down calendar.
6. The Invoice Due Date is the date in which the Invoice should be paid by.
   • Select this by clicking the field and selecting a date from the drop-down calendar.
7. The Purchase Invoice Type, will auto select Purchase Invoice and should be left like this as a Purchase Credit is its own feature.
   • You are able to link/complete other fields but they are not necessary to complete the Invoice so at this point go ahead and link the records accordingly.
8. Now you need to add the Purchase Invoice Line Items, these are the items that you are buying on the Purchase Invoice.
9. Enter the Nominal Account, using * as a wildcard in order to increase the search speed.
10. Next, in the Narrative enter the name of the product or service you are purchasing.
11. Now enter the Qty (Quantity), which is the number of this specific item bought.
12. Enter the Foreign Net Amount  and then click outside of the box to update Foreign Tax Total, Foreign Net Total, Foreign Gross
13. Now select the Tax Rate from the drop-down menu, this will automatically be applied to the price to work out the new total.
14. Select to Add, in the Options box, this will add the item to the Purchase Invoice
15. Repeat Step 8 –> Step 13 for every item on the invoice.
16. Finally, Click Save once all the items are added.
17. When you are happy that your Purchase Invoice details are correct, go ahead and Post your Purchase Invoice to the Zumzum Financials general ledger.

Create Purchase Invoices using Clone With Line Items

Clone an existing Purchase Invoice as a new Purchase Invoice or Purchase Credit.

1. Go to the Purchase Invoice that you wish to copy and select the button Clone with Line Items
2. All the Purchase Invoice information and line items will open in an edit Purchase Invoice screen.
3. You can now Edit all of the information on the Purchase Invoice.
4. In the Supplier field, enter the Account name of your Supplier or use the lookup button to view a list of Supplier
5. The Invoice Date is referring to the day the Invoice was created.
   • This autocompletes with today’s date. You can edit this by clicking the field and selecting a date from the drop-down calendar.
6. The Invoice Due Date is the date in which the Invoice should be paid by.
   • Select this by clicking the field and selecting a date from the drop-down calendar.
7. The Purchase Invoice Type, will auto select Purchase Invoice and should be left like this as a Purchase Credit is its own feature.
   • You are able to link/complete other fields but they are not necessary to complete the Invoice so at this point go ahead and link the records accordingly.
8. The Purchase Credit Line Items will be loaded from the Purchase Credit you are cloning, ready for you to edit or add more lines.
9. To add new line items, navigate to the Purchase Credit Line Items grid and enter the Nominal Account
   • Tip: use an asterisk “*” as a wildcard in order to increase the search speed.
10. Next, in the Narrative enter the name of the product or service you are purchasing.
11. Now enter the Qty (Quantity), which is the number of this specific item bought.
12. Enter the Foreign Net Amount  and then click outside of the box to update Foreign Tax Total, Foreign Net Total, Foreign Gross
13. Now select the Tax Rate from the drop-down menu, this will automatically be applied to the price to work out the new total.
14. Select to Add, in the Options box, this will add the item to the Purchase Invoice
15. Repeat Step 8 –> Step 13 for every item on the invoice.
16. Finally, Click Save once all the items are added.
17. When you are happy that your Purchase Invoice details are correct, go ahead and Post your Purchase Invoice to the Zumzum Financials general ledger.

Post A Draft Purchase Invoice

To post a draft Purchase Invoice in the web interface please follow these steps

1. Go to the Purchase Invoice tab (or search for your purchase invoice number).
2. Select the “All” List View or an alternative list view
3. Scroll down to the Draft Purchase Invoice record you wish to post
4. Click on the PI Number of the Purchase Invoice record
5. Click the Post Invoice quick action on the bank transfer record.
   • If you do not see the Post Invoice quick action then you will need to request your Salesforce administrator add the permission set you need to do this.
6. Once you are directed to the Confirmation page
7. Select Post To Ledger to complete posting your invoice.

Dynamic Quick Action for Post A Draft Purchase Invoice.

This feature is only available in the Salesforce Lightning interface.

Note:  If you have cloned the default Zumzum Purchase Invoice Record Page, you will need to manually upgrade your custom page to use Dynamic Actions.  Follow this help article to learn more about implementing Dynamic Actions in Salesforce Lightning.

The Zumzum Purchase Invoice Record page contains a Dynamic Action for Post.  This action has visibility filters configured to only how you the action if  the status is Approved or Draft and you have the Zumzum Purchase Invoice – Post permission set.  Once you have upgraded your own custom purchase invoice record page to use Dynamic Actions, please implement the same action visibility filters on the Post quick action.

Go to the Zumzum lightning record page to view the filters of the dynamic quick action as described in the Salesforce Dynamic Actions in Salesforce Lightning.  You can then apply these visibility filter configurations on your own custom lightning record pages.