Purchasing & Inbound LogisticsOptional Module

Vendor Invoices (AP)

1. Overview & Purpose

What are Vendor Invoices (AP)?

Vendor Invoices governs Accounts Payable billing. It performs 3-way matching between Purchase Orders, Goods Receipts, and vendor bills, scheduling payment due dates and generating ledger postings.

Menu Location:Purchase > Purchase Invoices

2. When to Use Vendor Invoices

Strict 3-Way Matching (Purchase Order vs Goods Receipt vs Bill)

Supplier issues an official commercial tax invoice (e.g. INV-UNI-2026-004) demanding payment of Rp 45.000.000 for delivered beverage products.

Recommended Action:Create a Purchase Invoice referencing the verified Goods Receipt; the system automatically verifies that billed quantities match received dock counts and unit costs match PO agreements.

Freight, Customs & Landed Cost Adjustments

Supplier invoice includes unexpected contracted shipping delivery fees or customs handling charges alongside product lines.

Recommended Action:Enter freightAmount or adjustmentAmount with explanatory reconciliation notes; the ERP accurately books additional costs into Landed Cost and Accounts Payable.

Accounts Payable Cash Outflow Scheduling (NET30 Aging)

Treasury department plans weekly vendor payment runs based on upcoming commercial credit deadlines.

Recommended Action:Set dueDate based on contracted payment terms (e.g. NET30); the invoice populates Accounts Payable aging dashboards, sorting bills due within 7, 14, or 30 days.

Duplicate Vendor Invoicing & Fraud Prevention

A supplier accidentally re-issues an invoice that was already processed and scheduled for payment last week.

Recommended Action:The ERP checks unique supplierInvoiceNumber per vendor; duplicate numbers trigger immediate system validation blocks, preventing accidental double-payments.

Early Settlement Cash Discount Calculations (e.g. 2/10 Net 30)

Supplier offers a 2% prompt payment discount if invoice is settled within 10 days of delivery.

Recommended Action:Configure payment discount terms on the invoice; the system highlights the early settlement window on treasury disbursement dashboards.

3. Data Dictionary & Fields

Schema structure for the purchase_invoices Accounts Payable billing table:

Field / Column	Input Type	Requirement	Description & Operational Guide
invoiceNumber	STRING(50)	Required	System internal document identifier (e.g. PI-20260522-001).
purchaseOrderId	BIGINT (FK)	Optional	Reference to originating purchase order defining prices and terms.
goodsReceiptId	BIGINT (FK)	Optional	Reference to verified goods receipt confirming delivery intake.
supplierId	BIGINT (FK)	Required	Vendor receiving disbursement.
branchId	BIGINT (FK)	Required	Branch entity responsible for the expense liability.
supplierInvoiceNumber	STRING(100)	Required	External tax invoice number issued by supplier.
invoiceDate	DATE	Required	Date stated on the vendor invoice document.
dueDate	DATE	Required	Contractual deadline for settling payment without penalty.
grandTotal	DECIMAL(18,4)	Required	Final payable liability recorded in Accounts Payable.
status	ENUM	Required	State: DRAFT, PENDING, APPROVED, POSTED, CANCELLED, REVERSED.

4. Interface Preview

Purchase Invoices directory showing vendor billing numbers, payment due dates, tax amounts, and Accounts Payable ledger status.

inventories-web

Menu Location:Route: /admin/purchase/purchase-invoices

Screen Preview: Purchase Invoices Console Interface

Visual interface illustration and control layout for menu Route: /admin/purchase/purchase-invoices

1Add Vendor Invoice2Goods Receipt Matcher3Due Date & Aging Card4Post to Accounts Payable

Vendor Invoices grid displaying invoice codes, supplier tax numbers, payment due dates, and 3-way match validation flags.

5. Entering Vendor Bills

Open Purchase Invoices

Navigate to Purchase > Purchase Invoices from sidebar.

Select Verified Goods Receipt

Click Add Purchase Invoice and select confirmed Goods Receipt.

Enter Vendor Invoice & Due Date

Input external invoice code, issue date, and computed due date.

Verify Line Totals & Taxes

Match invoice lines against receipt counts and input shipping/freight fees.

Submit for AP Approval

Click Submit to route bill for accounting validation and posting.

6. 3-Way Matching

Execute 3-Way Matching

Compare PO agreed cost, GR accepted count, and invoice total before sign-off.

Post to Accounts Payable

Click Post. The system generates general ledger entries crediting Accounts Payable.

7. Posting & Cancellation

Settlement Allocation Dependency

Invoices with payment vouchers or credit note allocations applied cannot be cancelled directly. The payment allocations must be reversed before the invoice liability can be closed.

Cancel / Reverse Unpaid Bill

If billed erroneously, reverse invoice to cancel AP liability.

Invoices with recorded payments must have payment allocations voided first.

8. Cross-Module Impact

Target Subsystem	Relational & Transactional Effect
General Ledger Accounting	Debits Inventory or COGS and credits Accounts Payable liability upon posting.
Payments & Disbursements	Provides active outstanding invoices for settlement in Bank/Cash payment vouchers.
Goods Receipts (GRN)	Locks Goods Receipt to prevent duplicate invoicing against same intake.

Operational Best Practices

Always mandate entry of the vendor actual invoice number to prevent duplicate billing.
Reconcile freight and handling charges as separate line items for accurate product landed costs.