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Create a Purchase Invoice

Saving a purchase invoice posts it immediately — accounts payable and input tax journals go through on save. There's no separate post step.

Path 1: Invoice first, with or without auto-GRN​

  1. Go to Purchasing → Purchase Invoices → Create.
  2. Select a supplier, or Cash Purchase for a walk-in buy.
  3. Enter the bill date, currency, payment terms, and line items — search by OEM or cross-reference; stock quantity shows if Inventory is on.
  4. Set quantities, purchase price, and a tax group per line where Taxation is enabled.
  5. Enter payments (cash, cheque, or bank rows), and optionally apply a supplier advance.
  6. Choose your receipt option:
    • Auto-create GRN — receive stock into a warehouse on the same save, updating inventory immediately.
    • Leave unchecked — invoice only. Create the GRN later, either from the invoice's details page or the GRN menu.
  7. Save. The invoice posts, and the confirmation message tells you whether a GRN was created automatically or is still pending.

:::warning Stock only moves through a GRN If you leave auto-create GRN unchecked, stock does not change on save — only once a GRN is actually posted. This is deliberate, to avoid double-counting; it's not a bug if quantities look unchanged right after saving. :::

Path 2: Receive first, invoice later​

  1. Post the GRN when goods arrive (see Receive stock: GRN and Fast Receive).
  2. Open the GRN and use Create Purchase Invoice from GRN.
  3. Quantities default to what was accepted and not yet billed. The invoice saves as Posted, and the GRN's invoice status updates to partial or full.

Purchase price variance (PPV)​

If the invoiced price differs from what the GRN recorded, Biznsbook flags a purchase price variance and shows the tax adjustment involved — useful for spotting pricing discrepancies before they slip into your reports.

Viewing, printing, and emailing​

Open Details for status, received progress, linked GRNs and PO, the document flow, tax summary, and any PPV flags. Print, Download PDF, and Email (when configured) are all available from there.

Next step​

Match a PO, GRN, and invoice

Make sure ordered, received, and invoiced quantities line up.