Managing Purchase Invoices
The Purchase Invoices list displays all purchase invoices recorded in your account, along with the payment and delivery status of each invoice. From this list, you can search and filter invoices and perform bulk actions, such as printing multiple invoices in a single PDF file, exporting them, or deleting them.
Table of Contents
- Open the Purchase Invoices List
- List Contents
- Search and Filter
- Select Invoices and Perform Bulk Actions
- Print Purchase Invoices for a Specific Period
- Actions for an Individual Invoice
- Frequently Asked Questions
Open the Purchase Invoices List
- From the main menu, click Purchases.
- Click Purchase Invoices.
At the top of the list, you will find:
- Add Purchase Invoice: To create a new purchase invoice.
- Settings: To open Purchase Invoice Settings. Permission to edit general settings is required.
- Trash: To view deleted purchase invoices. This option is displayed to users who have the required permission and when deleted invoices exist.
List Contents
Each invoice displays its number and date, supplier, total amount, balance due amount for partial payments, and payment and delivery statuses.
| Payment Status | Delivery Status |
|---|---|
| Unpaid / Partially Paid / Paid | Delivered / Partially Delivered / Undelivered |
| Returned / Overpaid / Draft | Pending Delivery / Rejected / Partially Rejected |
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Note: The delivery status is displayed for invoices linked to inventory requisitions. By default, invoices are sorted by creation date, with the newest first. You can change the sorting order using Sort By.
Search and Filter
- Use the search field and filters at the top of the list, such as supplier and date.
- Click Advanced Search to access additional filters, such as Payment Status and Delivery Status.
- The system retains the applied filters when you return to the list. Click Reset Filter to display all invoices.
Select Invoices and Perform Bulk Actions
Select invoices using the checkbox next to each invoice, or use the checkbox at the top of the list to choose one of the following:
- All (Current Page): Select only the invoices displayed on the current page.
- All (All Pages): Select all invoices matching the current filters across all pages.
- None: Clear the selection.
Then click Actions (the number of selected invoices appears next to it) and choose an action:
| Action | Description |
|---|---|
| Print PDF | Creates a single PDF file containing all selected invoices, each retaining its own layout, for printing or saving. A maximum of 200 invoices can be printed at a time. |
| Export | Exports the data of the selected invoices to a file, allowing you to choose the fields to include. |
| Delete | Deletes the selected invoices after confirmation and moves them to the Trash. |
Print Purchase Invoices for a Specific Period
Example: Print all purchase invoices from 01/04/2023 to 30/06/2023.
- Open Purchase Invoices.
- In the date filter, select 01/04/2023 to 30/06/2023, then click Search. Add any other filters you need, such as supplier.
- From the checkbox at the top of the list, select All (All Pages) to include all invoices for the period, not just those on the first page.
- Click Actions, then Print PDF.
- A PDF file containing all invoices for the selected period will be generated. Open it to print or save it.
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Maximum limit: You can print up to 200 invoices at a time. If you exceed this limit, the message You cannot print more than 200 purchase orders appears. In this case, divide the period into smaller intervals (for example, print April, then May, then June) and print each interval separately.
- Each invoice is printed using its own layout and paper size configured in Invoice Layouts.
- To print a statement of invoices (a table containing their numbers and totals) instead of the invoices themselves, use Export with the same filters.
Actions for an Individual Invoice
From the actions menu next to each invoice, you can select View, Edit, PDF, Print, Email to Supplier, Clone, or Delete.
Frequently Asked Questions
I selected All, but only the first page was printed. Why?
You selected All (Current Page). Select All (All Pages) to include all invoices matching the filter.
The message “You cannot print more than 200 purchase orders” appeared. Why?
More than 200 invoices were selected. Divide the period into smaller intervals and print each interval separately.
I cannot find a regular Print option under Actions. Why?
Bulk printing is performed using Print PDF. Open the generated file and print it. The regular Print button is available for each invoice individually.
Why some invoices are missing after filtering?
Check the other applied filters, such as payment status or supplier. Click Reset Filter, then apply the filters again.