Add a New Purchase Invoice

This article explains how to create a new Purchase Invoice in Qoyod, the available fields, the direct payment options, the actions available after approval, and how to apply an earned discount to the remaining balance.

Path in Qoyod

Purchases › Invoices › Create Purchase Invoice

Steps

1. From the “Purchases” dropdown menu, open “Invoices”.
2. Click the (+) icon to create a new Purchase Invoice.
3. Fill in the fields (see the next section).
4. Click “Save as Draft” to keep the Invoice before approval, or “Save and Approve” to issue it directly.

Purchase Invoice fields

• Reference number (optional): a reference number for the Invoice from the Supplier.
• Description (optional).
• Supplier: select from the suppliers list, or add a new Supplier by clicking (+).
• Issue date.
• Due date.
• Payment terms: editable from the Payment Terms settings.
• Location: the location where the products will be received.
• Products: select the Product or service and specify the quantity. You can adjust the product price directly on the Invoice if the price differs between suppliers.
• Tax rate: set it if the product is subject to VAT.
• Terms, conditions, and notes: can be standardized across all invoices from “Supplier Invoice Settings” in the general settings.
• Attachments: attach a copy of the supplier Invoice or any supporting file.
• Additional information: includes the project and custom fields after configuring them in the settings.

Pay the invoice from the vouchers section

You can pay the Invoice amount directly when creating it through the vouchers section:

• Create a new voucher: a new Payment Voucher is recorded for the Supplier on the same Invoice.
• Use a previous voucher: allocate a voucher previously paid to the Supplier against the current Invoice.

Apply an earned discount to the remaining balance

To discount the remaining balance on the Invoice and reduce the amount due to the Supplier:

1. Create an “Earned Discount” account in the Chart of Accounts with type “Other Income”, and enable the “Can be used for payment and collection” option.
2. When paying, choose the “Allowed Discount” account to record the discount value on the Invoice.

Actions available on the invoice after approval

• View: review the Invoice details.
• Print: print the Invoice.
• Download PDF.
• Pay: record a payment to the Supplier.
• Duplicate: create a new Invoice with the same details.
• Delete: available only if the Invoice is not linked to a Payment Voucher.

Notes

• An Invoice cannot be edited directly after approval. To modify it, use the “Duplicate” option to create a new Invoice with the same details, edit what you need, delete the vouchers tied to the original Invoice, then delete the original Invoice and save the new one.