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Manage purchase invoices

Purchase invoices record what your suppliers bill you. In Growmax ARC, you create purchase invoices against the goods receipt note (GRN) lines you have accepted — so you only ever bill for what you actually received and accepted — then approve, edit, duplicate, PDF, or delete them from the Purchase Invoices list.

Before you start​

Create a purchase invoice​

  1. Go to Purchase > Purchase Invoices.
  2. Create a new purchase invoice and select the accepted GRN lines you want to bill.
  3. Review the invoice details and save it. The invoice is created as a DRAFT.

Approve a draft purchase invoice​

New purchase invoices start as drafts. Approving confirms the invoice.

  1. Go to Purchase > Purchase Invoices.
  2. Find the invoice with DRAFT status.
  3. Open the row actions for that invoice and select Approve.

The Approve action only appears on draft invoices — once an invoice is approved, the action is no longer shown for it.

Purchase Invoices: a draft invoice's actions menu offers Approve.

Edit, duplicate, or delete a purchase invoice​

  1. Go to Purchase > Purchase Invoices.
  2. Open the row actions for the invoice.
  3. Choose to edit, duplicate, or delete it.

Generate a purchase invoice PDF​

  1. Go to Purchase > Purchase Invoices and open the invoice.
  2. Generate its PDF for sharing or printing.

A purchase invoice: the supplier, its lines and totals, and what has been paid and is still outstanding.

Tips​

  • Bill only what you accepted: because invoices are created against accepted GRN lines, rejected or damaged quantities recorded on the GRN are excluded from billing.
  • Use duplicate to quickly create a similar invoice instead of starting from scratch.
  • Payments are not recorded from the invoice — record them through Supplier Payments, and track what you still owe in the Outstanding (AP) aging report.