Field descriptions: Purchase invoice

This page describes the fields for the Purchase return page. The fields are listed in alphabetical order.

Field Description
Number The number can be added manually when you create a purchase invoice, if not, it is generated automatically. Once generated it cannot be modified.
Status

The invoice status. This status changes automatically and can be:

  • Variance when created and a variance exists between the total supplier amount excluding VAT, total supplier VAT, total supplier amount including VAT and the total excluding VAT, VAT and including VAT amounts.
  • No Variance when created and no variance.
  • Posting in Progress when the financial system you are integrating with is waiting to respond.
  • Posted when you post the invoice from the purchase invoice record.
  • Stock error when stock details are incorrectly allocated.
  • Posting Error when you do not select the correct dimensions, for example, a supplier does not exist on the financial system you are integrating with. It could also be because either Sage Distribution and Manufacturing Operations or the financial system you are integrating with is having technical issues.
Field Description
Bill-by supplier The name of the business partner who issues the invoice for a sale. You can select a stored record or create a new supplier.
Financial site The site of a company where accounting, financial reporting and tracking is done and managed. You can select a stored record or create a new financial site.
Invoice date The date that the invoice was created. This automatically matches the date the purchase invoice is created, but you can change it to an earlier date when you create the purchase invoice.
Number The number can be added manually when you create a purchase invoice, if not, it is generated automatically. Once generated it cannot be modified.
Supplier document date The supplier invoice date. This automatically matches the date the purchase invoice is created, but you can change it to an earlier date when you create the purchase invoice.
Total supplier amount excl. VAT The total supplier amount excluding VAT is based on the net price and the quantity.
Total supplier VAT The total supplier VAT is calculated automatically, based on the gross price and the quantity. You cannot change it.

Indicator Bar

Field Description
Total supplier amount including VAT The total supplier amount including VAT is based on the gross price and the quantity.
Total VAT variance The difference between the total supplier VAT amount and the total VAT amount.
Total variance amount excl. VAT The difference between the total supplier amount excluding VAT and the total excluding VAT amount.
Total variance amount including VAT The difference between the total supplier amount including VAT and the total including VAT amount.

Lines tab

Field Description
Gross price The final sales price per unit of an item, including all taxes and charges.
Item description A description of the goods, product or service that is being purchased or sold.
Item name The goods, product or service that is being purchased or sold.
Origin

The method used to create a purchase invoice. The two origins can be:

  • Direct
  • Purchase receipt
Purchase unit The purchasing unit of the selected item. You cannot modify this information. It is defined in the Item page.
Quantity in purchase unit The quantity in the purchasing unit. You cannot modify this information.
Recipient site The site where the goods or services are consumed. It can be a stock site (physical site) or a purchase site. You can select a stored record or create a new recipient site on the Site page.

Information tab

Field Description
Due date The date that payment is due by. This automatically matches the date the purchase invoice is created, but you can change it when you create the purchase invoice.
Payment term The payment term for the purchase invoice defaults to the selected supplier's payment term. You can change it when you create the purchase invoice.
Stock status

The stock status is set automatically. You cannot change it.

  • Draft: The stock adjustment is not posted.
  • In progress: The stock adjustment is posted but not validated yet.
  • Completed: The stock adjustment is posted and validated.
Transaction currency The currency for the purchase invoice defaults to the selected supplier's currency. You can change it when you create the purchase invoice.
Variance status
  • Variance when created and a variance between a receipt and an invoice.
  • No Variance when created and no variance.
  • Variance Approved when variance between a receipt and an invoice is approved.

Financial tab

Field Description
Pay-to supplier

The name of the business partner who receives the payment for a sale. It will match the Bill-by supplier field. You can amend it.

Totals tab

Field Description
Excluding VAT The total excluding VAT amount of all the lines, in the order currency.
Including VAT The total including VAT amount of all the lines, in the order currency.
VAT The total VAT amount on all lines related to the purchase invoice. You cannot change this.

Notes tab

Field Description
Repeat all the line notes on new documents. If it’s switched on, the purchase invoice line notes are repeated on the corresponding credit note lines if you select Create credit note on a purchase invoice that has been posted.
Repeat the document notes on new documents. If it's switched on, the purchase invoice notes are repeated on the credit note at the header level if you select Create credit note on a purchase invoice that has been posted.

Landed cost allocation panel

This panel displays when you select Landed cost from the More actions icon for the line. This action is available only when landed cost items have been added to the invoice.

Field Description
Amount to allocate The total available amount that can be allocated to any corresponding purchase receipts.
Allocated amount The current amount that is allocated to any corresponding purchase receipts.
Amount to allocate in company currency

The total available amount that can be allocated to any corresponding purchase receipts in the currency of the financial site receiving the invoice.
Allocated amount in company currency The current amount that is allocated to any corresponding purchase receipts in the currency of the financial site receiving the invoice.
Allocation rule The rule used to allocate the landed costs to the purchase invoice, for example by volume or weight.
Allocation rule unit The unit that the allocation rule is measured by.
Allocation method The way the allocation is carried out, for example manually or automatically.
Total volume The total volume allocated to any corresponding purchase receipt lines.

Line Panel

The fields below display when you select Open Line panel or Add line in panel.

Information tab

Field Description
Item description A description of the goods, product or service that is being purchased or sold.
Item name The goods, product or service that is being purchased or sold.
Origin

The method used to create a purchase invoice. The two origins can be:

  • Direct
  • Purchase receipt
Purchase unit The purchasing unit of the selected item. You cannot modify this information. It is defined in the Item page.
Quantity in purchase unit The quantity in the purchasing unit. You cannot modify this information.
Recipient site The site where the goods or services are consumed. It can be a stock site (physical site) or a purchase site. You can select a stored record or create a new recipient site on the Site page.

Price tab

Field Description
Charge The usual or exceptional increase of the gross price of a product, item or service.
Discount The usual or exceptional reduction of the gross price of a product, item or service.
Gross price

The final sales price per unit of an item, including all taxes and charges.
Net price The price at which a product or service is sold after all taxes and other costs are added and all discounts subtracted.
VAT amount The total of the VAT associated with all lines on the invoice.
Total excluding VAT The total excluding VAT amount is based on the net price and the quantity.
Total excluding VAT company currency The total excluding VAT amount is calculated automatically in the currency of the supplier, based on the net price and the quantity. You cannot change it.
Total including VAT The total including VAT amount is based on the gross price and quantity.
Total including VAT company currency The total including VAT amount is calculated automatically in the currency of the supplier, based on the gross price and the quantity. You cannot change it.

Matching Tab

Field Description
Order unit price The unit price for this item on the purchase order linked to it.
Quantity ordered The quantity ordered in the purchasing unit.
Quantity received The quantity received in the purchasing unit.
Receipt unit price The unit price for this item on the purchase receipt linked to it.
Total amount from order The unit price from the order multiplied by the quantity invoiced.
Total amount from receipt The unit price from the receipt multiplied by the quantity invoiced.
Variance approver The individual who approves the variance.
Variance status
  • Variance when created and a variance between a receipt and an invoice.
  • No Variance when created and no variance.
  • Variance Approved when variance between a receipt and an invoice is approved.
Variance type The type of variance between the invoice and the receipt. It could be a difference in quantity or price.