Purchase Invoice Overview (v5.0)

Modified on Fri, 26 Apr 2024 at 08:47 AM


Purpose of this document


Generally, purchase orders are used for transactions involving inventory and purchase invoices for other types of purchase transactions.  Entering and posting transactions directly from a purchase invoice means that the receiving function is not included. Using purchase invoices alone is most relevant when recording non-inventory related transactions, such as utilities, services or office supplies.


Ceres Object release 5.00.00 is required for the functionality described in this document. 



Table of Contents


Creating Purchase Invoices


1. Purchase Invoices can be accessed from Departments à Purchase à Order Processing à Purchase




2. If you are using batches, select your batch from the batch list; otherwise click Cancel.



3. A list of open purchases invoices that exist within Ceres will display.  Select one from the list to edit or create

    a new order. 



Purchase Invoice Header


1. To create a new purchase invoice, Home à New.



2. Press the Enter key to have Ceres automatically assign the next document number in the No. field.  This will

    also fill in the Posting Date, Order Date, and Document Date by using the Work Date.


3. In the Vendor No. field, enter the vendor number or use the lookup to select the vendor from the list.   The

    vendor’s name, address, contact, and fund. will flow from the Vendor Card.




4. In the Document Date field, enter the invoice date from the vendor’s document.  Ceres will calculate the

    Due Date for this invoice by using this date and the vendor’s payment terms which are displayed on the

    Invoicing FastTab.


5. Before posting, the Vendor Invoice No. field is a required field and must be filled in.  This number will print

    on the check stub when the vendor payment is made.


6. Fill in the other fields of the on the Header as needed.


Purchase Invoice Lines


1. Move to the lines of the purchase invoice.


2. Select the appropriate Type from the drop down list.   In the case of purchase invoices, G/L Account would

    be the normal selection.


3. Enter the account number you wish to post to or hit F4 to get a list of your accounts.  Although the name of

    the G/L Account pops into the Description field by default, you can use the Description field to add any

    relevant notes or other descriptive text regarding the transaction.  If the Post PO/PI in Detail is toggled in the

    Purchases & Payables Setup, then the Description entered on the Invoice Lines will post in detail to the

    General Ledger Entries and the Vendor Ledger Entries. 


4. Enter the quantity in the Quantity field (generally 1).


5. Enter the Direct Unit Cost.  This value will be multiplied by the value in the Quantity field, and automatically

    update the Line Amount Excl. Tax field.


6. Select the dimension values that apply to the item for this invoice.  If you inputted a Department Code and

    Project Code on the Invoice Details FastTab, the values will flow to the lines.


7. Fill in the other fields on the Line, as needed.


8. Enter additional lines, if needed.




9. Be sure to confirm that all the data has been entered correctly, especially paying attention to the G/L

    Account No. and Direct Unit Cost and then Post or Post & Print the invoice.


Attaching Documents to the Purchase Invoice


Prior to posting the purchase invoice, you can attach (link) a pdf copy of the vendor’s invoice. This way attached documents are readily available for future reference.


1. From the purchase invoice, Select Home à Show Attached à Links.





2. From the Links Page, select Actions à New.



3. In the Link Address field, browse to where you saved the pdf copy of the vendor’s invoice.  In the

    Description field enter a short description to identify the file that is linked.  Click Save to save the link. 



4. Once saved, the linked document will display as follows.  The document be opened, modified, or deleted by

    clicking on Actions and then selecting  Open, Modify, or Delete.




5. The linked document can also be opened, modified, or deleted from a posted purchase invoice by selecting

    Home à Show Attached à Links.



Related Topics

Purchase Orders and Invoices with Grants
Purchase Order Overview


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