Window CREATE PURCHASE INVOICE

General Description

The window Create Purchase Invoice is the module where the acquisition of merchandise from suppliers is formalized. This window serves three functions depending on the state of the document you are working with: create new invoices from scratch, edit existing invoices that have not yet been approved, or view already closed invoices in read-only mode.

This window is the starting point of the purchasing cycle in Kardex Tauro, allowing you to record in detail which products are going to be acquired, from which supplier, in what quantities and at what prices.

What is a Purchase Invoice?

A Purchase Invoice (also called Purchase Order in some contexts) is the commercial document by means of which the company formalizes the acquisition of merchandise from a supplier. This document establishes the purchase commitment, specifying the products, quantities, prices and agreed conditions.

Key features:

  • It is the first step of the purchasing cycle in the system.
  • It must be approved before it can be printed or sent to the supplier.
  • Once approved, it is locked for editing and can only be received.
  • Upon receiving it, it automatically generates the receipt of merchandise into the inventory.
  • It does not request serial numbers at this stage; the serial numbers are captured at the time of receiving.

Window Structure

The window is organized into several clearly differentiated zones:

Upper Area - Third Party Identification

In the upper left part there are two fundamental selectors:

Supplier Selector:

It allows selecting the supplier from whom the purchase is going to be made. The selector works in two ways:

  • Direct search: The third party code can be typed in the text field.
  • Search with magnifying glass: When you click the button with the magnifying glass icon located next to the field, a dialog box opens where you can search for and select the supplier from a complete list.

Requester Selector:

It allows identifying which person or area is requesting this purchase. It works in the same way as the supplier selector:

  • Direct search: By typing the third party code.
  • Search with magnifying glass: By using the magnifying glass button to open the third party selector.

Upper Zone - Document Information

In the upper part the identifying information of the document is shown:

Document number:

  • When a new invoice is being created, the word appears in this field "NEW", indicating that the document has not yet been saved and therefore has no assigned number.
  • After saving the document, the system automatically assigns a unique consecutive number that appears in this field.

Date selector:

It allows setting the date of the purchase invoice. By default it takes the current date, but it can be modified if necessary.

Save Document Button:

At the top right there is a large, prominent button that says "Save document". This button finishes the process of creating or editing and persists the changes in the system.

Product List

Central Area - Product Grid

Below the document information is the list that shows the products that are going to be purchased. By default, this list appears empty when a new invoice is created.

Lower Left Area - Add Products

To add products to the invoice, the controls located at the bottom left are used:

Product selector:

It allows selecting the product that is going to be added to the purchase invoice.

Units field:

Numeric field where you type the number of units you want to purchase of the selected product.

Adding process:

  1. The product is selected in the selector.
  2. You type the number of units in the corresponding field.
  3. The product is automatically added to the central list.
  4. As many products as necessary can be added.

Lower Right Area - Totals

In the lower right part the financial calculations of the document are shown:

Subtotal: Sum of the values of all the products before discounts.

Discount: Total discounts applied (if any).

Total: Final value of the invoice after applying discounts.

These totals are automatically recalculated every time the quantities, values or VAT of the products are modified.

Editing of Added Products

Once the products have been added to the list, it is possible to modify their information before saving the document:

Quantity editing:

To modify the quantity of a product already added:

  1. Click on the product in the list.
  2. Double-click the "Quantity" column.
  3. Edit the numeric value.
  4. The total of the document is automatically recalculated.

Editing of values:

The unit value and the VAT percentage of each product can be modified. When either of these values is changed, the system automatically recalculates the document totals.

Editing flexibility:

As long as the document has not been saved or has not been approved, the information of the added products can be freely edited.

Special Cases in the Purchase of Products

Products with Serial Numbers

When products that have the use of serial numbers configured are purchased, it is important to understand that in this window the serial numbers are NOT requested.

Behavior:

  • You can type the number of units to purchase (for example, 10 units).
  • The serial numbers are not captured at this moment.
  • The serial numbers will be specified later, at the time of receiving the purchase order.

Reason:

The real serial numbers of the products are only known when the merchandise physically arrives, not when the purchase order is created. That is why the system delays the capture of serial numbers until the reception process.

Kit/Combo Type Products

Products of type Kit/Combo are those that have subcomponents (such as gift baskets or packages). Technically it is possible to purchase this type of product in this window, but it is not recommended.

Behavior if a Kit/Combo is purchased:

  • The program manages the purchase correctly.
  • At the time of receiving the purchase order, the system automatically breaks down the Kit/Combo.
  • The Kit/Combo product remains at zero units in the inventory.
  • What actually grows in the inventory are the individual component products.

Recommended practice:

Products of type Kit/Combo are designed to be produced internally, combining simple unit products. The correct thing is to purchase the individual components and then assemble the Kit/Combo internally, not to purchase the Kit/Combo already assembled from the supplier.

However, if for some operational reason a Kit/Combo needs to be purchased directly from the supplier, the system will handle it correctly through the automatic breakdown at the time of receipt.

Absence of Context Menus

It is important to note that this window does not have context menus. There are no options when right-clicking on the products or in other areas of the window.

All operations are performed directly through the visible controls:

  • Selectors with magnifying glass buttons for third parties.
  • Text fields for quantities and values.
  • Double-click on specific columns to edit.
  • Save button to finalize.

This simplicity is intentional to keep the workflow direct and without distractions.

Saving the Document

The button "Save document" is the one that finishes the process of creating or editing the purchase invoice.

When clicking Save:

  • The system validates that all the mandatory fields are complete.
  • If it is a new invoice, it automatically assigns the consecutive document number (replacing the "NEW").
  • It persists all the information in the database.
  • The document is left in status "Not approved".

After saving:

  • The document already exists in the system and appears in the "Purchase Orders List" window.
  • It can be edited again if it has not yet been approved.
  • It cannot be printed until it is approved.
  • It has not generated any movement in the inventory or in the Kardex yet.

Document Statuses

A purchase invoice goes through different states throughout its life cycle:

Status: Not Approved (Draft)

  • Newly created or being edited.
  • It can be modified freely.
  • It cannot be printed.
  • It cannot be received.
  • It appears in the list of purchase orders.

Status: Approved

  • It has been validated and authorized by personnel with permissions.
  • It can no longer be modified (neither quantities, nor values, nor products).
  • It can be printed to send to the supplier.
  • It is ready to be received.
  • It generates a purchase commitment.

Status: Received (partially or fully)

  • The merchandise has been received in the warehouse.
  • The serial numbers have been captured (if applicable).
  • The inventory has been updated with the received products.
  • The corresponding record has been generated in the Kardex.
  • Depending on whether it was a partial or total reception, it may remain pending receipt or be closed.

Approval of the Purchase Order

Approval is a critical step in the purchasing flow. A purchase invoice in "Not approved" status cannot be printed or received; it must first be approved.

Where it is approved:

Approval is NOT done from this creation window. It is done from the window "List of Purchase Orders", where in the lower part there is the button "Approve purchase".

Required permissions:

To approve a purchase order, the user must have the specific permission "Approve purchase orders". Administrator users can approve without restriction, but regular users require this permission explicitly assigned.

Approval process:

  1. Go to the "List of Purchase Orders" window.
  2. Select the purchase order that you want to approve.
  3. Click the "Approve purchase" button.
  4. The system changes the document status to "Approved".

Consequences of the approval:

  • The document is locked for editing. Quantities, values, products, or any other data can no longer be changed.
  • The option to print the purchase order is enabled.
  • The option to receive the merchandise is enabled.
  • The document generates a formal purchase commitment.

Importance of the approval:

This approval mechanism implements a fundamental internal control: it segregates the function of the person who creates the order from the person who authorizes it. This prevents unauthorized purchases and maintains the company's financial control.

Complete Workflow

The complete process from the creation to the reception of a purchase invoice follows these steps:

Step 1: Create the purchase invoice

  • Open the "Create Purchase Invoice" window.
  • Select the supplier using the selector or the magnifying glass.
  • Select who requests the purchase.
  • Add the products one by one, indicating quantities.
  • Adjust values and VAT if necessary.
  • Verify that the totals are correct.
  • Click "Save document".
  • The document remains in "Not approved" status with an assigned number.

Step 2: Approve the purchase order

  • Go to the "List of Purchase Orders" window.
  • Locate the newly created order.
  • Click on "Approve purchase" (requires permission).
  • The document moves to "Approved" status and is locked for editing.

Step 3: Print and send to the supplier

  • With the order approved, right-click on it.
  • Select "Print purchase order".
  • Generate the physical document or PDF.
  • Send it to the supplier (email, fax, physical).

Step 4: Receive the merchandise

  • When the merchandise arrives physically, go to the "Purchase Orders List" window.
  • Select the approved order.
  • Click "Receive purchase".
  • The "Receive Product" window opens.
  • Verify quantities and capture serial numbers if applicable.
  • Confirm the receipt.
  • The inventory is updated automatically.

Relationship with Other Windows

Purchase Orders List Window:

It shows all the purchase invoices created, allowing you to search, filter, approve, receive, print and delete purchase orders. It is the management center of the purchasing cycle.

Receive Product window:

It opens automatically when an approved purchase order is received. It allows you to capture the received quantities and the serial numbers of the products.

Warehouse Receipts List window:

It shows the history of all the receipts, including those generated by the reception of purchase orders.

Inventory Window:

It is automatically updated when a purchase order is received, increasing the stock on hand of the received products.

Kardex Window:

It automatically records the inbound movement when a purchase order is received, maintaining complete traceability.

Third Parties List Window:

Provides the list of suppliers and requesters used in the selectors of this window.

Usage Recommendations

Always verify the correct supplier

Before adding products, make sure that the selected supplier is the correct one. An error at this point can cause problems in the subsequent reception and payment.

Document who requests it

The "Requested by" field is important for internal traceability. Clearly identify which area or person needs the products.

Add products accurately

Carefully verify the quantities before saving. Although they can be edited later, it is more efficient to do it correctly from the start.

Review the totals before saving

Make sure that the subtotal, discount and total correctly reflect what is going to be purchased.

Do not purchase Kit/Combo products directly

Whenever possible, purchase the individual components and assemble the Kit/Combo internally. This gives greater control over the inventory.

Save the document before exiting

If you need to interrupt the creation, save the document so as not to lose the information entered. You can continue editing it later.

Do not try to print without approving

Remember that purchase orders can only be printed after being approved. If you need to print, you must first request approval.

Understand that after approving you cannot edit

Once the order is approved, it is locked. If you detect errors after approval, you will have to create a new order or make adjustments through other mechanisms.

Coordinate the receipt with the supplier

Before receiving, confirm the delivery date and time with the supplier so that everything is ready in the warehouse.

Capture serial numbers carefully when receiving

Although serial numbers are not requested in this window, they will be crucial at the time of receiving. Have the merchandise and the barcode readers on hand for an efficient capture.

Use the notes for relevant information

If there are special delivery conditions, specific deadlines, or any particularity, document this information for future reference.

Keep the dates in order

Make sure that the document date is correct, especially if you are recording retroactive purchases or planning future purchases.

Take advantage of the magnifying glass search

If you do not know the exact code of the supplier or requester, use the magnifying glass button to search by name or partial matches. It is more practical than memorizing codes.

Review orders pending approval

Periodically review the purchase orders list to identify those that are pending approval and manage them in a timely manner.

Train staff on the complete flow

Make sure that everyone involved in the purchasing process understands the complete flow: create, approve, print, send, receive.

Kardex Tauro - Professional Inventory Management System

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