Manual Purchase Invoices
Complete usage guide for the Supplier Invoices feature in the Purchasing module of Swifto ERP. This document covers multi-origin creation, editing, payment, credit notes, customs charge management, and the complete lifecycle of a purchase invoice.
Module overview
The Purchase Invoices section is the central hub for managing supplier debt in Swifto ERP. It lets you create invoices from four different origins (direct purchase, quote, purchase order, delivery note), pay them partially or in full, generate credit notes, and track due dates with automatic notifications.
Business goal
- Record supplier invoices from 4 origins
- Track full and partial payments
- Manage supplier credit notes and corrections
- Incorporate customs charges and incidental fees
- Receive automatic alerts at the due date
- Archive multi-format supplier documents
Target audience
- Buyers — Enter supplier invoices
- Accountants — Record payments and credit notes
- Purchasing managers — Track supplier debt
- ERP administrators — Configure stocks and settings
The 4 origins of a purchase invoice
Direct purchase
Free manual entry of items
From a Quote
Import of lines from the approved quote
From a PO
Import of lines from the purchase order
From a DN
Fixed import of lines from the DN
Functional scope
This manual covers exclusively the Management of Supplier Purchase Invoices. Delivery notes, payments in the Finance module, and bank reconciliation are documented in their own dedicated manuals.
Access and navigation
To access the Invoices section of the Purchasing module, follow these steps from the main page.
Authentication
Log in with your credentials. You are redirected to the main page showing all the company's active modules.
Access the Purchasing module
Click the Purchases card on the main page or via the left-hand side menu.
Click "Invoices"
In the Purchasing submenu, click Invoices. The list of invoices not yet closed (remaining > 0) is displayed in Pending and In progress statuses by default.
Default filter — Active statuses & remaining > 0
The list only shows invoices in status Pending and In progress with a remaining amount greater than zero. Approved (paid) and Rejected invoices are hidden — use Search.
List of purchase invoices
The main screen displays the table of active invoices with their key information and quick-action buttons per row.
Color code of the Due Date column
| Number | Date | Due date | Supplier | Origin | Σ incl. tax | Remaining | Status | Action(s) | ||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| FA-2024-0051 | 10/05/2024 | 23/05/2024 | Supplier ABC | Direct purchase | 8,500.000 TND | 8,500.000 | Pending |
|||||
| FA-2024-0052 | 14/05/2024 | 15/06/2024 | Import Tech SARL | Purchase order: BC-0007 | 12,400.00 EUR | 6,200.00 | In progress |
|||||
| FA-2024-0053 | 20/05/2024 | 30/06/2024 | Delta Supply | Delivery notes | 3,200.000 TND | 3,200.000 | Pending |
|||||
Header indicators & month filter
Above the table, four indicator tiles summarize the amounts (recalculated according to the selection or currency):
Table columns
| Column | Description |
|---|---|
| Number | Sequential number auto-generated according to the configured counter and prefix (e.g., FA-2024-XXXX). Filterable and sortable column. |
| Date | Invoice date. Filterable and sortable column. |
| Due date | Maximum payment date, shown as a colored badge according to the due-date status (upcoming, near, overdue, settled). |
| Supplier | Supplier's registered name. The VAT exemption on their record is applied automatically. |
| Origin | Source of the invoice: Direct purchase, Quote (with no.), Purchase order (with no.) or Delivery notes. |
| Σ incl. tax | Total amount including all taxes + additional charges (customs, transport, etc.) |
| Remaining | Amount not yet paid (shown in red while > 0). If = 0 → invoice automatically closed. |
| Status | Pending, In progress, Rejected or Approved, shown as a colored badge. |
Automatic notification at the due date
If the remaining payment amount is greater than zero on the due date, a notification is automatically generated by Swifto ERP to alert the accounting team. Overdue invoices appear with a ⚠ alert icon in the Due date column.
Global actions bar
The toolbar offers 6 global actions applying to all displayed invoices or to the selected (checked) invoices.
Generate Global PDF
All displayed invoicesGenerates a PDF report consolidating all currently displayed invoices. Useful for accounting summaries and supplier debt reports.
Generate Global Excel
All displayed invoicesExports all displayed invoices in Excel format (.xlsx). Ideal for cash-flow analysis, accounting reconciliation and purchasing dashboards.
Add a new invoice
Main actionOpens the form for creating a new supplier invoice. See Section 6 for the complete workflow. Choice of origin: Direct purchase, Quote, PO or DN.
Duplicate an invoice
Selection requiredCreates a copy of the selected invoice with a new number and today's date. Useful for recurring invoices or similar orders.
Check the row before clicking.
Delete an invoice
Irreversible · Selection requiredPermanently deletes the checked invoice. Irreversible action. Check the row before clicking.
Search
Multi-criteria popupFilter by currency, supplier and period (start date / end date) — also shows paid invoices hidden by default.
Actions per invoice row
Each row in the table has, in this order, 4 quick-action buttons for acting directly on the invoice without leaving the list: Credit note, Download / Attachment, Payment then Details.
Create a credit note invoice
Popup requiredOpens a popup window to generate a credit note on the invoice: number, reason, credit note date, amount. See Section 14.
Download / Attachment
Multi-formatA single button that changes depending on whether a document is attached:
Document present → Download
If an attachment already exists, the button (download icon, blue) downloads the original supplier document.
No document → Attachment
Otherwise, the button (paperclip icon, amber) opens the "Attachment" popup to archive the received invoice (PDF, image, Office, etc.).
Payment
Popup requiredOpens the "Payment" popup to record a full or partial payment: date, company account, payment method and amount. See Section 13.
Invoice details
Read-onlyAlways activeMagnifying-glass icon button. Opens the full page showing all information: items, quantities, discounts, unit prices, totals, additional charges, applied taxes and attachment. It is also the entry point to edit the invoice (if not yet paid).
Expandable detail rows
An expand button at the end of the row unfolds the invoice's item details (item, unit price, discount, unit price after discount, VAT, quantity, total excl. tax, total incl. tax) directly in the list.
Create a new purchase invoice
Click New to open the form. Data entry takes place in 4 steps.
Fill in the header
Select the supplier, origin, date, due date, currency and stock. See Section 7.
Choose the origin and documents
Depending on the origin chosen, the item lines are either imported automatically (Quote, PO, DN) or entered manually (Direct purchase). See Sections 8 & 9.
Add charges, taxes and attachment
Incorporate customs fees, transport, additional taxes and attach the supplier document. See Section 10.
Save
Click Save. A delivery note is automatically created if the origin is not a DN.
| Item | Qty | Unit Price (excl. tax) | Discount | VAT | Total (incl. tax) | |
|---|---|---|---|---|---|---|
| Cat 6 network cable (100m) | 10 | 85.000 | 5% | — | 807.50 | |
| 24-port Cisco switch | 2 | 3,200.000 | 0% | — | 6,400.00 |
Automatic delivery note
For any invoice whose origin is not a delivery note, Swifto ERP automatically creates a closed delivery note in the background when saving. This DN guarantees the traceability of stock entries linked to the invoice.
Supplier, currency & stock
The invoice header contains the structural information that determines the calculation rules, alerts and stock management.
Supplier & VAT exemption
Select an existing supplier or create a new one via New without leaving the page.
Due date & notification
The payment due date is critical: it triggers an automatic notification if the remaining amount is greater than zero on that date.
| Field | Required | Default value | Description |
|---|---|---|---|
| Date | Optional | Today's date | Invoice date. Editable via the calendar. |
| Origin | To choose | --- (not set) | Determines the import rules for item lines: Quote, Purchase order, Direct purchase or Delivery note. See Section 8. |
| Supplier | Required | — | Selection via autocomplete (or quick creation via the New/Existing toggle in direct purchase). The VAT exemption on their record is automatically honored. |
| Due date | Optional | — | Payment deadline (≥ invoice date). Drives the color code of the Due date badge in the list. |
| Currency | Required | Supplier's currency | Determines the display currency of the amounts. |
| Stock | Simple stock | — | Visible only when advanced stock management is disabled. Determines the receiving warehouse (purchasing location). |
Invoice origins
The Origin field is the most structural setting in the form. It determines how item lines are populated and which changes are allowed.
Direct purchase
Invoice created with no source document. The user manually adds item lines via the Add button.
From a Quote
The lines of the approved quote are imported. The user can reduce quantities but cannot add items or exceed the quote's total amount. Multiple partial invoices possible.
From a Purchase Order
Same behavior as the quote. The PO's lines are imported with the possibility of reducing quantities only. Partial invoicing across multiple invoices.
From Delivery Note(s)
The lines of the selected DNs are imported read-only. No changes or additions are possible. The remaining amount = sum of the DNs' remaining amounts. These DNs move to Closed status — no longer collectible separately.
Comparison table of origins
| Rule | Direct purchase | Quote / PO | Delivery note |
|---|---|---|---|
| Adding new items | ✔ Free | ✘ Not allowed | ✘ Not allowed |
| Editing quantities | ✔ Free | Reduction only | ✘ Fixed |
| Partial invoices | N/A | ✔ Possible | ✔ Via multiple DNs |
| Auto-created DN | Auto (Closed) | Auto (Closed) | Existing DNs → Closed |
| Invoicing cap | None | Quote / PO total | Sum of DN remaining amounts |
Item lines
For the Direct purchase origin, click Add an item to open the line-entry popup.
Popup — Add / Edit an item
| Field | Required | Description |
|---|---|---|
| Item | Required | Selection from the catalog or quick creation via the New button without leaving the popup. |
| Quantity | Required | For Quote/PO: cannot exceed the remaining quantity available on the source document. |
| Unit Price excl. tax | Required | Price negotiated with the supplier. Pre-filled from the item record, editable. |
| Discount (%) | Optional | Trade discount on the unit price. 0% by default. |
| VAT (%) | Per supplier | Automatically 0% if the supplier is VAT-exempt on their record. Otherwise, selectable. |
Supplier VAT exemption — automatic rule
If the supplier record has the VAT Exempt option enabled, all item lines of the invoice will automatically have VAT = 0%, regardless of the VAT configured on the items. Check the supplier record before creating the invoice.
Additional charges, taxes & attachment
In addition to the item lines, three elements enrich the purchase invoice and allow precise accounting of the real cost of the purchase.
Additional charges
Incidental fees related to the purchase added to the invoice total:
Additional taxes
Global taxes applicable to the whole invoice, in addition to the line-by-line VAT:
Supplier attachment
Archive the supplier document directly in Swifto ERP. Supported formats:
Drag and drop or browse
Download in the original format
The attachment archived at creation time is downloadable at any time from the PDF/attachment button in the list. The original supplier file (PDF, PNG, etc.) is stored in the invoice's folder in Swifto ERP without any processing.
Invoice details
The Detail button (magnifying-glass icon) opens the invoice's full page showing all information and providing access to the Edit button under certain conditions.
| Item | Qty | Unit Price (excl. tax) | Discount | VAT | Total (excl. tax) | Total (incl. tax) |
|---|---|---|---|---|---|---|
| Cat 6 network cable | 10 | 85.000 | 5% | — | 807.50 | 807.50 |
| 24-port Cisco switch | 2 | 3,200.000 | 0% | — | 6,400.00 | 6,400.00 |
Strictly conditional editing
The Edit button is visible and active only if no payment has been recorded (remaining = total amount incl. tax). From the first payment, even partial, the invoice is locked. See Section 12.
Edit an invoice
Editing is subject to a single, strict condition to guarantee the accounting integrity of payments already made.
Single condition — Remaining = Total incl. tax
Editing is only allowed if the remaining amount to pay is strictly equal to the invoice's total amount incl. tax. This means that no payment — not even partial — has yet been recorded on this invoice.
| Situation | Remaining = Total? | Editing |
|---|---|---|
| Invoice created, no payment | ✔ Yes | ✔ Allowed |
| Partial payment recorded | ✘ No | ✘ Blocked |
| Invoice fully paid | ✘ No (remaining = 0) | ✘ Blocked |
Alternative if editing is blocked
If a correction is needed after a payment, use the credit note invoice (Section 14) to cancel or adjust the amount in a traceable way. This preserves the accounting history and the payments already made.
Pay an invoice
The Payment button in the list records a full or partial payment.
Popup — Record a payment
Payment methods
Payment methods are configurable per company (Purchasing menu). Depending on the method chosen, the popup displays specific fields. Common examples:
| Type | Description | Additional fields |
|---|---|---|
| 💵 Cash | Cash payment from the register | — |
| 📋 Check | Check issued to the supplier's order | Number (check no.) |
| 🏦 Transfer | Local or international bank transfer | Company account |
| 📄 Bill of exchange / disbursement | Term bill (with or without back-dating) | Disbursement date |
| ↩️ Credit note | Application of an existing supplier credit note | Credit note, credit note invoice, credit note amount |
| 🧾 With withholding tax | Payment subject to withholding tax | Withholding tax rate |
Impact on the invoice status
Credit note invoice
The credit note invoice lets you correct or partially cancel an existing invoice: goods return, price error, discount granted after the fact. It is accessible via the Credit note button (import icon) on each invoice row.
Credit note types
Commercial credit note
Credit note linked to a trade discount (Discount % field). Used for after-the-fact price corrections.
Goods-return credit note
Entry of returned quantities per item line (credit note detail). The amount is calculated from the quantities.
The credit note type is determined by configuration; the corresponding field is not always shown in the popup.
Common credit note reasons
Popup — Create a credit note
Impact of the credit note on the invoice
The credit note invoice automatically reduces the remaining amount to pay on the original invoice. If the credit note amount equals the remaining balance, the invoice moves to Closed/Paid status. The credit note history can be viewed in the invoice's Details.
Invoice statuses & lifecycle
A purchase invoice goes through several statuses from its creation until it is paid in full.
| Status | Description | Editing | Deletion | Visible / default |
|---|---|---|---|---|
| Pending | No payment, remaining = total incl. tax (status 0) | ✔ Allowed | ✔ Allowed | ✔ Yes |
| In progress | Partial payment(s) recorded (status 1) | ✘ Blocked | ✘ Blocked | ✔ Yes |
| Rejected | Invoice rejected (status 2) | ✘ Blocked | ✘ Blocked | ✘ Hidden |
| Approved | Fully paid, remaining = 0 (status 3) — "paid / closed" | ✘ Blocked | ✘ Blocked | ✘ Hidden |
Important business rules
Key functional constraints and automations to master for correct use of the Purchase Invoices module.
Auto-created DN for any origin except DN
Any invoice whose origin is not a delivery note automatically generates a DN in Closed status when saved. This DN ensures the traceability of the stock entry.
Closed source DN — no separate payment
When the origin is a DN, it moves to Closed status and can no longer be paid separately. Any payment must go through the corresponding invoice.
Editing impossible after the first payment
Editing is only allowed if no payment has been recorded (remaining = total incl. tax). From the first payment, the invoice is permanently locked for editing.
Automatic notification at the due date
If the remaining amount to pay is greater than zero on the due date, Swifto ERP automatically generates a notification visible in the banner of every page of the Purchasing module.
Supplier VAT exemption — automatic application
If the supplier record is marked VAT-exempt, all item lines of the invoice will automatically have VAT = 0%, regardless of the VAT configured on the items.
Quote / PO invoicing cap
The sum of all invoices generated from a quote or a PO cannot exceed the total amount of the source document. Quantities can only be reduced, never increased or supplemented with new items.
DN lines read-only
For a DN-origin invoice, item lines are imported read-only: no changes to quantity or price, and no item additions, are possible from the form.
Deletion only before any payment
Deletion is only possible if no payment has been recorded. From the first payment or the generation of a credit note, deletion is permanently blocked.
Attachment downloadable in its original format
The supplier document attached at creation (PDF, PNG, etc.) is stored in Swifto ERP and downloadable at any time via the PDF/attachment button, in its original format without conversion.
Usage scenarios & FAQ
Practical cases and frequently asked questions covering the most common workflows of the Purchase Invoices module.
Scenario 1 — Direct purchase invoice with customs charges
Direct purchaseCreate a new invoice, select the supplier Import Tech SARL
Choose the Direct purchase origin, enter the date and the due date (30 days)
Add the items manually via Add
Click Additional charges → enter Customs fees 850 TND + Transport 350 TND
Attach the supplier invoice received by email (.pdf)
Save → FA-2024-XXXX created, closed DN automatically created
Scenario 2 — Partial invoicing from a purchase order
Purchase orderCreate an invoice, select the Purchase order origin
Select the PO from the list provided — the lines are imported automatically
Reduce the quantities to invoice only 50% of the order (partial delivery)
Save → 1st partial invoice created, remaining balance available for a 2nd invoice
Scenario 3 — Partial payment then full settlement
Payment in two instalmentsClick Payment on FA-2024-0051 (total 8,407.50 TND)
Enter a first transfer of 4,200 TND → invoice moves to In progress status, editing blocked
15 days later, click Payment again
Enter the remaining balance of 4,207.50 TND → invoice moves to Approved status, hidden from the list
Scenario 4 — Goods return and credit note issuance
Credit note2 defective switches returned to the supplier after receipt
Click Credit note on the relevant invoice row
Enter the number, the Goods return reason, the credit note date and the amount (returned quantities depending on the type)
Confirm → the remaining amount to pay is reduced by the credit note amount, history preserved
Frequently asked questions
Why is the Edit button greyed out on my invoice?
Editing is blocked if at least one payment has been recorded on the invoice. The remaining amount to pay is then lower than the total amount. If a correction is needed, use a credit note invoice.
A delivery note is created automatically — where can I find it?
The automatically created DN is accessible from the Purchasing → Delivery notes menu. It appears in Closed status and is linked to the original invoice. It can no longer be paid separately.
How can I find fully paid invoices?
Approved (paid) invoices are hidden by default. Use the Search button and set the period (start date / end date), optionally the supplier and currency, to find them.
VAT does not appear on the item lines — why?
Check the supplier record. If the VAT Exempt option is checked, all item lines will automatically have VAT = 0%, regardless of the rate configured on the items.
Can I add items to an invoice originating from a delivery note?
No. The lines of a DN-origin invoice are fixed read-only. It is impossible to add, edit or delete items. To invoice additional items, create a separate invoice in Direct purchase.
💡 Tips for advanced users
Duplicate recurring invoices
For suppliers with regular, identical orders (rent, subscriptions, maintenance), use Duplicate from the list — the invoice is copied with a new number and today's date.
Always enter the due date
Never leave the Due date field empty. Swifto ERP's automatic notifications protect you from late payments and supplier penalties.
Always archive attachments
Always attach the original supplier invoice at creation time. This ensures accounting compliance and avoids email exchanges to find documents during audits.
Credit note rather than deletion
After the first payment, always use the credit note invoice to correct an error. This preserves accounting traceability and the history of the supplier relationship.
International currency & charges
When you purchase from a foreign supplier, the invoice can be entered in a currency different from your company's default currency (for example in EUR or USD instead of TND). Swifto ERP then handles the conversion in real time and lets you add charges in the currency of your choice, charge by charge.
18.1 Real-time conversion
Invoice in foreign currency
Select the invoice currency in the header (Currency field). If it differs from the company's default currency, Swifto ERP converts the amounts at the current exchange rate and displays a converted summary alongside the amounts in foreign currency.
Amount to pay in the document currency
The amount to pay the supplier remains expressed in the document currency: the debt owed to the foreign supplier is carried in foreign currency.
Converted summary during entry
Throughout the entry of the foreign-currency invoice, the summary converted into local currency (TND) is recalculated in real time at the current exchange rate. This lets you see the real cost of the purchase in your accounting currency before saving.
18.2 Charges in multiple currencies
Charges (transport, customs, handling, insurance, etc.) are added charge by charge and can be denominated in either of two currencies. When adding a charge, a Currency list lets you choose:
In the document currency
The charge is expressed in the invoice currency (e.g., EUR) and is added to the total incl. tax in foreign currency. Ideal for fees invoiced directly by the foreign supplier.
In local currency (TND)
The charge is expressed in the company's default currency (TND). Ideal for fees paid locally (freight forwarder, Tunisian customs, port handling).
Popup — Add a charge
18.3 Information kept for traceability
To ensure traceability and accounting compliance, the foreign-currency invoice archives the following information in addition to the amounts in the document currency:
| Archived information | Description | Example |
|---|---|---|
| Amount incl. tax in local currency | Invoice total including all taxes, converted into the company's default currency (TND) at the applied rate. | 41,540.000 TND |
| Exchange rate applied | Conversion rate used between the document currency and the local currency at the time of saving. | 1 EUR = 3.350 TND |
| Total charges in local currency | Sum of the charges, expressed in local currency (charges entered in foreign currency being converted). | 2,870.000 TND |
Allocating your charges correctly
Enter each charge in its real currency: fees invoiced by the foreign supplier in the document currency (EUR/USD), and fees paid locally (freight forwarder, customs, handling) in local currency (TND). Swifto ERP reconciles everything and keeps the amount incl. tax in dinars as well as the applied rate for your accounting entries.
Swifto ERP · Purchasing Module · User Manual v1.0
Purchase Invoices — Internal documentation