Purchase Proforma Invoice: General Area

You use this area of the purchase invoice to specify general details relevant to all items added to the document. General area fields described below are grouped into several logical groups following the organization of fields in the general area of a form page. The following subsections of the general area are singled out:
 

Vendor-related Information

Field

Used for

Vendor

Select a vendor from the list of the vendor which were previously entered into the system or create a new vendor.

Vendors (legal entities and private individuals) are added to the system as companies.

  • It is a required field. If a vendor is not selected, you will not be able to save the document.

Registered office address

Specify the vendor’s registered office address where all official communications have to be sent. 

  • The field is completed automatically if a registered office address is defined for the vendor and cannot be overridden.

Shipment address

Indicate the ship-to address to which the items will be received by your company.

  • The field is completed automatically if the shipping address is indicated for a vendor. Still, you can override it.

 
Contact Details

Field

Used for

Purchase manager

Select a purchase person who issued the purchase invoice from the list of your employees.

Vendor contact

Select the vendor's contact person from the list of contact persons previously added into the system for this vendor or create a new contact person.

  • A default contact person defined for the vendor is provided automatically onсe you select the vendor. You can change it if necessary.

Phone

Contact person’s phone number.

  • The phone number is provided automatically once you select the contact person if it is defined in the contact person data. You can change it if necessary.


Payment Terms

Field

Used for

Vendor bank account

Select a bank account to which you will make payment for the purchase invoice for the vendor. You can also create a new bank account. 

  • A default bank account specified in vendor`s Company profile is automatically suggested in this field if the currency of the default bank account and the currency of the purchase invoice coincide. 
  • It is a required field. If you delete the autocompleted bank account and do not select an alternative one, you will not be able to save the document. 

Payment terms

Select payment terms for the purchase invoice. In Codejig ERP, payment terms comprise the following components: net terms that indicate when the payment of entire purchase invoice amount is required and discount terms that offer discounts for an early payment. For example, Net 14 means that the payment is required within 14 days from the purchase invoice date. 

  • For each net term available, an associated early payment discount can be specified. Early payment discount reduces the amount your company owes the vendor if your company pays before the due date indicated in the purchase invoice. For example, if your company pays the purchase invoice within 5 days after receiving it instead of the normal 14 days, you may deduct 4% from the payment. In the payment terms, it can be defined as 4% for 5 days.
  • Payment terms specified by the given vendor are provided automatically once you select the vendor. However, you can change them if necessary.

Due date

Due date is a date before which the purchase invoice has to be paid. If it is not paid, its amount becomes the overdue amount after the due date.  

  • If payment terms are specified by the vendor, the due date is set automatically being calculated based on the indicated net terms and the purchase invoice date. However, you can change the suggested due date if necessary. In this case, selected payment terms will be disregarded. 

Delay terms

Select delay terms for the purchase invoice or create new delay terms. In Codejig ERP, delay terms determine the penalty interest for delayed payment for the purchase invoice. Penalty interest is payable after the due date. 

  • Delay terms specified by the given vendor are provided automatically once you select the vendor. However, you can change them if necessary.


If the purchase invoice has not been paid, on the listing page of the Purchase invoice document, the column Open amount will display the sum to be paid in red. When the invoice is paid the open amount becomes zero.

 
Document-related Information

Field

Used for

Number

Purchase invoice number is assigned automatically when you save the purchase invoice based on the selected numerator.

Users with the appropriate permissions can override the auto-generated number and enter it manually.

After overriding the purchase invoice number, automatic numbering will proceed in the same manner but using the manually set number as a start value.

Date

Date field is automatically assigned the date and time when the new purchase invoice was created.

The date and time specified designate the posting date and time, the document date and time, and the purchase invoice date.

You can override the auto-generated date and time and enter them manually.

  • It is a required field. If document date is not specified, you will not be able to save the document.

Purchase invoice number

The field represents the number of purchase invoice, received by your company from the vendor.

  • The field is optional.

Purchase invoice date

The field represents the date of purchase invoice, received by your company from the vendor.

  • The field is optional.

Reference

A unique number that is automatically generated and assigned to an invoice based on ISO 11649.


Document Totals

Field

Used for

Currency

Select a currency in which prices of goods and services are set in the purchase invoice. 

  • The currency of the purchase invoice is provided automatically once you select the vendor being retrieved from the vendor record created in the Company directory. It is a currency set as your vendor's default currency.
  • If no currency is set for the selected vendor, currency of the purchase invoice is autocompleted from My company settings.   
  • It is a required field. If you delete the autocompleted currency and do not select an alternative one, you will not be able to save the document. 

Total amount

Displays the total amount of all goods and services added to the purchase invoice in the specified currency.

  • The field is calculated automatically for informational purposes only; it is disabled for editing and cannot be overridden.

Net amount

Displays the total net amount of goods and services to be purchased.

  • The field is calculated automatically for informational purposes only; it is disabled for editing and cannot be overridden.

VAT amount

Displays the total VAT amount charged on the net amount or contained in the total price of goods and services added to the purchase invoice.

  • The field is calculated automatically for informational purposes only; it is disabled for editing and cannot be overridden.

Price includes VAT

If you want to specify the price for one item without VAT, keep the price includes VAT option turned off. As a result, VAT amount will be charged on the net amount that, in its turn, will be calculated as price excluding VAT x quantity. The two added together will make up the total amount.

If you want to include VAT at the chosen VAT rate in the stated price for one item, turn on the price includes VAT option. In this case, the total amount will be determined by multiplying the price of one item that is VAT inclusive by the quantity. 

 
VAT Details Subsection
 
Unfold VAT details section to find additional information about VAT charged on added goods and services. The VAT details section includes the following fields:

Field

Used for

VAT

Displays VAT rate types selected for added items.  

  • Each specific VAT rate applied is displayed as a separate line item in the VAT details section. For example, the standard rate was applied to three items and the reduced rate to five. As a result, two line items appear in this section, for the standard rate and the reduced rate, containing certain information related to the charges based on these rates.    

VAT amount

Displays the total VAT amount charged on the added items to which a particular rate was applied.

 
Not all line item fields are displayed by default. To enable such fields, you have to turn on the extended mode for line item by clicking the More button above the list of items.
 
On enabling the extended mode, the following fields appears:

Field

Used for

VAT base

Displays the total net amount of added items to which the VAT rate was applied. The VAT was charged the indicated net amount.

VAT rate, %

Displays VAT rate (in percentage) according to the displayed VAT rate type.

 
If you want to turn off the extended mode, click the Less button.
Note: After turning off the extended mode, advanced item details will persist. 
VAT Information

Field

Used for

VAT number

Your VAT number. It represents a country in which you are registered for VAT.

  • A VAT number that stands for a country where your company is based is provided automatically being retrieved from your company settings.
  • No value is provided if your company is not identified as a VAT payer by the system. For information on how to set up your company as being registered for VAT, see My Company Settings: VAT Tab.

Vendor VAT number

The vendor's VAT number. It represents a country in which the vendor is registered for VAT.

  • The vendor's VAT number is auto-completed being retrieved from the respective vendor record created in the Company directory.
  • No value is provided in the field if the vendor is not identified as a VAT payer by the system. For information on how to specify VAT numbers of your vendors, see VAT Number.
 

Advanced mode

Turn on the advanced mode to view the accounts to which payables and advances for the vendor are recorded. 

Field/Button

Used for

Set accounts by default button

Click the button to automatically set the default accounts for the vendor and for items added in the Items section. Vendor accounts will be retrieved from the respective vendor record, and, for each item added, item accounts will be fetched from the associated item record. 

  • On click of the button, you will override accounts selected for all added items and restore default accounts specified in respective item records. So, if you have once selected alternative inventory accounts for your items and do not wish to change them, do not click this button.

Payables for vendors account

When you receive the purchase invoice, the amount that your company owes to your vendor for goods and services is recorded in the account for payables as a credit. The amount of trade payables is recorded in the currency of the purchase invoice and in the main currency being converted into the latter according to the exchange rate current as of the purchase invoice date. 

  • The account is provided automatically based on the vendor accounting data specified in the respective vendor record in the Company directory. If necessary, you can change it.
  • It is a required field. If you delete the autocompleted account and do not select an alternative one, you will not be able to save the document.

Advances for vendors account

If your company has paid some amount as an advance prior to receiving the purchase invoice, this amount will be recorded to the advances for vendors account as a debit in the currency of the make payment and in the main currency being converted into the latter according to the exchange rate current as of the payment date. 

Upon issuing the purchase invoice, the amount of the purchase invoice that does not exceed the specified advance amount is recorded in the account for advances as a credit in the currency of the purchase invoice and in the main currency being converted into the latter according to the exchange rate current as of the payment date. 

The remaining amount will be recorded in the account for receivables as a credit in the currency of the purchase invoice and the main currency being converted into the latter according to the exchange rate current as of the purchase invoice date.

  • The account is provided automatically based on the vendor accounting data specified in the respective vendor record in the Company directory. If necessary, you can change it.
  • It is a required field. If you delete the autocompleted account and do not select an alternative one, you will not be able to save the document. 

Profit center

Specify a project or a department that you want to relate to the purchase invoice. Costs are allocated to the profit center. The Profitability report shows the profitability of the project.

  • It is an optional field.

Create debit note button / Debit note field

Create debit note button allows you to create a debit note based on this purchase invoice. 

If a debit note has already been created, the name of the particular document will be shown in this field.


Additional Details

Field

Used for

Note

Add any extra details or comments about your purchase invoice.

Attachment

Add any additional files or external links related to the purchase invoice.

  • You can upload images, text files, PDF files, spreadsheets, compressed files and other data files (for example, CSV and XML files).
  • You can download uploaded attachments to your device by clicking a file name.


More information