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Full Buying Cycle

This guide walks you through the complete buying process: creating and submitting a purchase invoice, then recording the corresponding payment to a supplier.

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Prerequisites

  • At least one supplier exists in your system (this guide uses Test Supplier)
  • At least one item exists in your inventory (this guide uses Widget A)

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Part 1: Create and Submit a Purchase Invoice

1

Open a new Purchase Invoice

Navigate to Buying > Purchase Invoice and click the New button to open a blank purchase invoice form.
2

Enter the supplier

In the Supplier field, type the supplier’s name (for example, Test Supplier).
3

Add an item to the invoice

In the items table, locate the first row and enter the item name in the text field (for example, Widget A).
4

Set the quantity and rate

In the same row, enter the quantity in the first number field (for example, 25) and the unit rate in the last number field (for example, 50).
The invoice total is calculated automatically based on the quantity and rate you enter.
5

Save the invoice

Click the Save button. The form will save and the URL will update from /new to a unique invoice ID, confirming the record has been created.
At this point the invoice is still in Draft status and has not been posted to your accounts. You must submit it to make it official.
6

Submit the invoice

Click the Submit button. If a confirmation dialog appears, click Submit, Confirm, or Yes to proceed.
7

Confirm submission

The page will display a Submitted status indicator, confirming the purchase invoice has been posted and is now final.
Submitted invoices cannot be edited directly. If a correction is needed, you must cancel or amend the document.

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Part 2: Record a Payment for the Purchase Invoice

1

Open a new Payment Entry

Navigate to Accounting > Payment Entry and click the New button to open a blank payment entry form.
2

Set the payment type

Click the payment type dropdown (the first dropdown on the form) and select the Pay option.
Choosing Pay indicates that money is going out of your company to a supplier, as opposed to receiving a payment from a customer.
3

Enter the supplier name

In the party name field, type the supplier’s name (for example, Test Supplier).
4

Enter the payment amount

In the amount field, enter the total payment amount (for example, 1250).
5

Save the payment entry

Click the Save button. The URL will update from /new to a unique payment ID, confirming the payment record has been saved successfully.
Remember to submit the payment entry after saving to ensure it is posted to your accounts and the supplier’s outstanding balance is updated.
You can link the payment entry directly to the purchase invoice using the References table on the payment form. This allows Blank ERP to automatically mark the invoice as paid and keep your accounts reconciled.