Purchase Invoices - Items

Welcome to Citicon Payroll and Accounting Systems - Purchase Invoices (Items) module. This module is designed to meticulously record and manage purchase invoices for individual items, ensuring accurate financial tracking and streamlined vendor payments.

Key Purposes

Accurate Invoice Recording: Facilitate the precise recording of purchase invoices for items, capturing critical details such as invoice number, vendor, and associated material receiving report.
Financial Obligation Tracking: Provide clear visibility into amounts due, balance outstanding, and payment terms, enabling effective management of accounts payable for itemized purchases.
Seamless Integration with Receiving Reports: Link purchase invoices directly to their corresponding Material Receiving Reports (MRRs), ensuring verification of received goods against billed items.
Workflow Status and Approval Management: Implement a structured process for tracking the status and approval levels of each purchase invoice, ensuring proper authorization before payment processing.
Efficient Data Handling: Allow for the addition, viewing, export, and batch approval of entries, enhancing administrative efficiency in managing vendor invoices for items.

Purchase Invoices (Items) Module User-Manual

This section provides details, and set-by-step instructions to view, and access the Purchase Invoices (Items) module.

Index Page

To access the Purchase Invoices (Items). Go to Accounting, select Purchases, Vouchers & Inventories, select Purchase Invoices, then select Items.

a. Adjust the paging, ordering, and sorting of the entries here.
b. Select the respective button to either Add or Approve entries.
c. Search for specific entry details using the search bar.
d. Select this button to either View, Export, or Edit entries.
e. Select here to view the Material Receiving Report (Items) of an entry.

Add Entry

Select the Add button to add a new entry.
Select an entry from the list, then select the CREATE button.
Input the necessary details for your new entry.
All fields that has an asterisk (*) are required to be filled up.
Select the Save button to save your new entry.

Show Entry

Select the folder button to view an entry.
Here you can view more specific details on the entry that you selected.
Select this button to Export the entry in PDF.

Update Entry

Select the folder button of the entry which you want to edit.
Only entries that haven't been submitted may be updated/edited.
Select the Edit button to update the details of the entry.
Select a detail section which you want to edit, and enter the necessary changes.
All fields with an asterisk (*) are required to be filled up.
Select the Save button to save the changes you have made.

Submit Entry

Select the Batch Approvals button to submit an entry.
Select the For Submission tab.
Select the entry that you want to submit.
Select the Submit button to submit the entry. In cases where you want to delete a entry, select the entry you want to delete, then select the Delete button. To view the details of an individual entry, select the folder button and from here, you may either Edit, Delete, Submit, or Cancel the entry.

Check Entry

Select the Batch Approvals button to check an entry.
Select the For Checking tab.
Select the entry that you want to be checked.
Select the Check button to check the entry. In cases where you want to return a entry, select the entry you want to return, then select the Return button. To view the details of an individual entry, select the folder button and from here, you may either Return, Check, or Cancel the entry.

Approve Entry

Select the Batch Approvals button to approve a entry.
Select the For Approval tab.
Select the entry that you want to approve.
Select the Approve button to approve the entry. In cases where you want to return a entry to submission section, select the entry you want to return, then select the Return button. To view the details of an individual entry, select the folder button and from here, you may either Return, Approve, or Cancel the entry.

Explore Citicon Payroll and Accounting System: Accounting - Purchase Invoices (Bulks)