Purchase Invoice

Staff guide for creating, matching, publishing, and reviewing vendor purchase invoices.

What Is A Purchase Invoice?

A Purchase Invoice records the vendor invoice that the office uses for accounting and purchase cost history. It is the Accounting Track that follows goods receiving when a delivery already has, or later receives, an invoice.

Purchase Invoices can be created in two ways:

From a Received Receipt, when warehouse receiving already recorded the goods.
Orphan, by selecting a vendor and adding invoice rows directly.

The Received Receipt path keeps the receiving record and accounting record connected. The orphan path is for invoices that are entered without starting from a Received Receipt.

Where To Find It

Open Purchasing > Purchase Invoices in the Web client.

Screen	Route	Use it to
Purchase Invoices	`/v2/purchase-invoice`	Search and open purchase invoices.
New Purchase Invoice	`/v2/purchase-invoice/new`	Create an orphan invoice directly from a vendor invoice.
Purchase Invoice detail	`/v2/purchase-invoice/:id`	Review vendor, document refs, totals, rows, and status.
Edit Purchase Invoice	`/v2/purchase-invoice/:id/edit`	Update an editable invoice draft.
Create Invoice from Receipt	`/v2/received-receipt/:id/invoice`	Start an invoice from Received Receipt rows.

Main Fields

Field	Notes
Vendor	Required supplier. The vendor is selected before invoice lines are added.
Issued Date	Required invoice date from the vendor document.
Document ID	Required vendor invoice number or document id.
Reference	Optional dispatch note, delivery note, or matching reference.
Note	Optional internal note.
Status	`DRAFT` while being prepared, `PUBLISHED` after publishing.
Received Receipt	Filled when the invoice was created from a Received Receipt.
Rows	Items, description, vendor code, RFD, received quantity, invoiced quantity, UOM, prices, tax flag, and line note.
Totals	Subtotal, GST, and total calculated from invoice rows.

Quantities are shown as normal decimal quantities to staff. Prices are shown in dollars. KTPv5 stores quantities and money internally using fixed integer scales.

Create From A Received Receipt

Use this path when warehouse staff already created a Received Receipt for the delivery.

Open the Received Receipt detail page.
Choose Create Invoice.
Review the vendor, document id, reference, and rows loaded from the receipt.
Fill in invoiced quantity, unit price, sale price, vendor code, and tax details as needed.
Click Save Draft to keep working later, or Save & Publish when ready.

KTPv5 loads the receipt vendor, receipt references, receipt rows, item details, and known vendor codes. The invoice keeps each receipt row link so publishing can link the invoice back to the receipt and update receipt-linked stock costs.

Create An Orphan Purchase Invoice

Use this path when the invoice should be entered directly instead of converted from a Received Receipt.

Open Purchasing > Purchase Invoices.
Click New.
Search and select the vendor.
Enter issued date and document id.
Add reference and note if needed.
Search items under the selected vendor.
Add invoice rows with quantity, price, RFD, vendor code, tax flag, and note.
Click Save Draft to keep working later, or Save & Publish when ready.

Vendor cannot be changed after selection in the current form. If the wrong vendor was selected, go back and start a new invoice.

Publish A Purchase Invoice

Review the vendor, issued date, document id, rows, and totals.
Click Save & Publish.
Confirm the publish action.

Publishing runs important side effects:

Missing Vendor Codes can be created automatically.
Purchase cost history is updated from invoice rows.
Existing stock linked to receipt rows can receive cost information.
The source Received Receipt is marked as invoiced when the invoice came from a receipt.

Published invoices are accounting records. Staff should review carefully before publishing.

Vendor Code Auto-Creation

When a Purchase Invoice is published, KTPv5 checks each invoice row. If there is no active Vendor Code for that invoice vendor and item, KTPv5 creates one from the invoice row.

The auto-created Vendor Code uses:

The invoice vendor
The invoice row item
The row vendor code text
The row unit price as the reference vendor price

This only happens when the vendor and item do not already have an active Vendor Code.

Search Purchase Invoices

Use the list search on Purchasing > Purchase Invoices.

Search can match:

Document ID
Reference
Author
Vendor English or Korean name

The date range filters by issued date.

Required Roles

Action	Required role
Search and view Purchase Invoices	`purchase_invoice.read` or `purchase_invoice.manage`
Create an orphan Purchase Invoice	`purchase_invoice.manage`
Create a Purchase Invoice from a Received Receipt	`purchase_invoice.manage`
Edit or archive a Purchase Invoice	`purchase_invoice.manage`
Publish a Purchase Invoice	`purchase_invoice.manage`
Search vendors while creating Purchase Invoices	`purchase_invoice.manage`, `purchase_order.manage`, `received_receipt.manage`, `pricing.manage`, `contact.read`, or `contact.manage`
Read vendor-code suggestions while creating Purchase Invoices	`purchase_invoice.manage`, `purchase_order.manage`, `pricing.read`, or `pricing.manage`
Read the source Received Receipt while converting it	`purchase_invoice.manage`, `received_receipt.read`, `received_receipt.manage`, or `received_receipt.stock`

Common Problems

Problem	What it means
`Vendor is required`	No vendor has been selected.
`Document ID is required`	The vendor invoice number or document id is missing.
`At least one row is required`	No invoice item rows were added.
`Add current line before saving`	A row is still being edited in the entry line and must be added before saving.
`Cannot edit: invoice is synced with Xero`	The invoice has already been synced externally and cannot be edited in KTPv5.
Vendor code did not auto-create	An active Vendor Code already exists for that invoice vendor and item, or the invoice is still a draft.
Receipt already has an invoice	The Received Receipt was already linked to a Purchase Invoice.

Purchase Invoice

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