he Purchase Invoice feature in Flovix allows businesses to record and manage purchases made from suppliers. It helps track incoming inventory, update stock quantities, and maintain accurate financial records. When a purchase invoice is created, the system automatically updates inventory levels, calculates taxes and discounts, and records the payable amount for the supplier.
Using the Purchase Invoice module, businesses can manage supplier transactions efficiently while ensuring transparency in purchasing activities. It also supports attachments, payment tracking, and cost center allocation, making it easier to maintain complete documentation for every purchase.
Step-by-Step Guide to Create a Purchase Invoice in Flovix:
1. Open the Purchase Invoice Module
Go to the Purchase Invoice section in Flovix.
Click New to create a new purchase invoice.
2. Select Supplier
Choose the Supplier from the dropdown list.
This identifies the vendor from whom the products are being purchased.
3. Choose Warehouse
Select the Warehouse where the purchased items will be stored.
This ensures stock is added to the correct location.
4. Enter Invoice Details
Fill in the following fields:
Issue Date – Date when the purchase invoice is created.
Bill No – Supplier’s invoice number.
Delivery Date – Date when items were delivered.
Purchase Ref No – Reference number for tracking purposes.
Ship Via – Shipping method used for delivery.
Construction Project (Optional) – Assign the purchase to a project if applicable.
5. Add Products
Enter the details of purchased items:
Product – Select the item from the product list.
Batch – Choose or create a batch number if required.
U/M (Unit of Measure) – Select the measurement unit.
Sale Price – Optional selling price for the item.
Quantity – Number of units purchased.
Price Each – Cost per unit.
Discount – Apply any discount if applicable.
Tax – Select tax type (e.g., standard tax 15%).
The system will automatically calculate the amount for each product.
6. Update Sale Price (Optional)
Enable Update Sale Price if you want the system to update the product’s selling price based on the new purchase.
7. Add Memo or Attachment
Use the Memo field to add notes related to the purchase.
Upload supporting documents such as supplier invoices using the Attachment option.
8. Review Financial Summary
The system will automatically calculate:
Sub Total – Total amount before discounts and taxes
Discount – Applied discount amount or percentage
Tax – Applied tax based on the selected tax rate
Net Payable – Final amount payable to the supplier
9. Enter Payment Details
If payment is made immediately:
Select Payment Method (e.g., COD).
Enter Payment Amount.
Add Payment Reference if needed.
Choose the Account used for payment.
Assign Cost Center if required.
The system will calculate the Balance Due automatically.
10. Save the Purchase Invoice
Review all entered information carefully.
Click Save to finalize the purchase invoice.
Once saved, the system will update inventory levels and record the financial transaction in the accounting system.
Key Features of Purchase Invoice:
Record purchases from suppliers in a structured way
Automatically update inventory quantities
Apply discounts and taxes to purchase items
Track payment details and outstanding balances
Attach supporting documents such as invoices or receipts
Assign transactions to warehouses and cost centers
Maintain accurate supplier financial records
Benefits of Using Purchase Invoice:
Improves inventory management by updating stock in real time
Ensures accurate financial reporting
Helps track supplier payments and balances
Reduces manual accounting errors
Keeps all purchase transactions organized in one system