Receive Invoice from a Purchase Order

Posted2025-02-05

Updated2025-02-07

Byadmin

Step 1: Access the Receive Invoice Menu

Expand the Receive menu on the left-hand side and click on Receive Invoice to open the Receive Invoice section.

Step 2: Open the Add New Form

Click on the Add New (+) button located at the top-right corner of the Receive Invoice screen to open the Receive Invoice Information form.

Step 3: Fill in the Invoice Information

Invoice No.: Enter the invoice number.
Invoice Date: Specify the date on the invoice (e.g., 31/10/2024).
Receive Date: Enter the date of receiving goods.
Location: Select the storage location.
Supplier: Choose the supplier from the dropdown list.
Currency: Select the currency for the transaction.
Payment Term: Choose the payment terms from the dropdown.
Payment Term Date: Enter the date based on the payment terms.
Due Date: Specify the due date for payment.
WHT: Select the withholding tax type (if applicable).
VAT: Select the applicable VAT rate.
Exchange Rate: Enter the exchange rate (if applicable).
Customs Date: Specify the customs clearance date (if applicable).
Transportation No.: Enter the transportation document number (if applicable).
Transportation Date: Enter the transportation date (if applicable).
Remark: Add any additional remarks (optional).
Check Options:
- Receive Item: Check this box if receiving items.
- Receive D/O: Check this box if receiving based on the delivery order (Follow this link for more details).
- Use New Lot No Only: Check this box if only new lot numbers should be created.

Step 4: Add Purchase Order Details

Click on the + Purchase Order button to select the related Purchase Order(s). A list of available Purchase Orders will appear.

Select the required PO(s) by checking the box in the D/O No. column.
Click Select to add the selected Purchase Order details to the invoice.

Step 5: Enter Item Details

In the Receive Invoice Detail Information screen, you can input specific item details. Follow these steps:

Verify Read-Only Information:
- Check the information displayed on the screen to verify its accuracy.
- These fields are automatically populated based on the selected Purchase Order and cannot be modified.
Input Editable Fields:
- Invoice QTY: Enter the quantity as specified in the supplier’s invoice.
- Receive QTY: Input the actual quantity of items received.
- Supplier Lot No.: Enter the Supplier Lot No if available.
Verify Totals:
- Ensure the Amount and Total Amount fields reflect accurate calculations based on the input data.
Save the Item Details:
- After completing the required fields and verifying all information, click OK to save the item details and return to the main Receive Invoice screen.

Step 6: Review and Confirm Details

Review the added items in the Details tab. Verify the following fields:

Item Code, Item Name, Invoice Qty, and Unit Price.
Make adjustments if necessary.

Step 7: Save the Invoice

After verifying all details, click the Save button to save the Receive Invoice record. The status will update to Draft or Completed based on the input.

Step 8: Export or Generate Receiving Slip (Optional)

If needed, click on the Export or Receiving Slip button to generate the related documents.

If partial goods from the PO are received, the status on the Purchase Order page will show as Partial. However, if all goods are fully received, the status will show as Completed.

Category	Description
Company	Used to set up customer company information, including company name, address, tax ID, and other relevant business details.
Division	Used to define different divisions within the company, such as Sales, Production, and Finance, to structure the organization and manage access control.
Position	Used to manage employee job positions within the organization, such as Manager, Supervisor, and Staff, which may affect document approval workflows.
Cost Center	Used to define cost centers to allocate expenses by department, project, or function, ensuring accurate budgeting and cost analysis.
Responsible	Used to assign responsible personnel for specific processes or modules, such as accounting, purchasing, or production. It may be linked to approval workflows.
Working Calendar	Used to set up the company’s working schedule, including working days, working hours, shifts, and holidays.
Non-Working	Used to specify non-working days, such as public holidays, company holidays, or special leave days, ensuring accurate workday calculations.
Currency	Used to set up currencies used in the system, such as THB (Baht), USD (US Dollar), and EUR (Euro), along with related exchange rates.
Exchange Rate	Used to import or update exchange rates from sources like the Bank of Thailand (BOT) through Excel file import or API integration.
TAX	Used to configure tax-related settings, such as withholding tax rates, tax rules, and compliance with business tax regulations.
VAT	Used to define VAT (Value Added Tax) calculations, including VAT rates (e.g., 7%), VAT exemptions, and tax breakdowns.
BOI	Used to set up tax and investment privileges from the Board of Investment (BOI), including corporate tax exemptions and import duty reductions.
Additional Charge	Used to define additional charges such as shipping fees, insurance costs, bank fees, or any extra costs associated with orders.
Item Condition	Used to classify item conditions, such as new, used, defective, or repackaged items, which may affect pricing or quality control.
Item Type	Used to categorize items into groups such as raw materials, finished goods, semi-finished goods, or service items.
Location Type	Used to define types of storage locations, such as the main warehouse, secondary warehouse, receiving area, or distribution center.
Order Type	Used to define different types of orders, such as Job Order (work orders), Purchase Order (orders from suppliers), Remark (orders with special conditions or notes), and Delivery Order (orders for product delivery). Not Sure!!
Running No.	Used to configure automatic document numbering, such as invoice numbers, purchase order numbers, and tax invoice numbers, based on predefined formats.
Running Lot No.	Used to generate lot numbers for products, enabling efficient tracking of items through production and inventory management.
Approve Route	Used to configure document approval workflows, such as purchase order approvals, quotation approvals, and other approval processes.
Mail	Used to configure email notifications for system alert users, such as order confirmations, approval status updates, or inventory alerts.
Screen Label	Used to define labels for system screens, such as renaming buttons, field names, or customizing language settings.
Class List	Used to classify data types such as product categories, customer types, supplier categories, or cost groups for better data organization.
System Config	Used to configure system settings such as date formats, currency units, security policies, and general system behavior. Not Sure!!
Password Policy	Used to manage password policies, including minimum length, complexity requirements and security compliance.
User Group	Used to define user roles, such as Admin, General User, Accounting, or Sales, with different access rights to system modules. It also allows managing permissions for viewing, adding, editing, deleting, printing, and performing special actions on specific screens within the system.
User	Used to manage user accounts, including creating new users, assigning roles, resetting passwords, and disabling inactive accounts.

Receive Invoice