> ## Documentation Index
> Fetch the complete documentation index at: https://docs.duitpos.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Purchase Invoices

> The supplier's bill — what you owe, and how it reconciles against what you received.

A **Purchase Invoice** records the supplier's bill — the final step of the buying chain (**[Purchase Order](/retail/purchase-orders) → [Goods Receipt](/retail/goods-receipts) → Purchase Invoice**). It's what actually creates your obligation to pay: submitting one increases **Accounts Payable**. It can be created standalone, or linked to a Goods Receipt so the two reconcile automatically.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/duitpos-128fe424/images/retail-purchase-invoices.png" alt="Purchase Invoice detail page linked to a Goods Receipt" />
</Frame>

## Purchase Invoice Fields

| Field                       | Required         | Description                                                                                                                    |
| --------------------------- | ---------------- | ------------------------------------------------------------------------------------------------------------------------------ |
| **Party (Supplier)**        | Yes              | The supplier billing you                                                                                                       |
| **Location**                | Yes              | Which branch/location this invoice belongs to                                                                                  |
| **Posting Date**            | Yes              | The invoice date                                                                                                               |
| **Goods Receipt**           | No               | Link to the GRN this invoice bills for — if set, this invoice doesn't move stock again (it already moved at receipt time)      |
| **External Ref No. / Date** | No               | The supplier's own invoice number and date, for your records                                                                   |
| **Due Date**                | No               | When payment is due, often defaulted from the party's Payment Terms                                                            |
| **Other Charges**           | No               | Freight, duty, or other landed costs — apportioned across the line items' stock value on a standalone (non-GRN-linked) invoice |
| **Items**                   | Yes (at least 1) | Product, quantity, rate, tax per line — plus batch/expiry if the product requires it                                           |

## Understanding GR/IR Clearing

**GR/IR Clearing** (Goods Received / Invoice Received) is a temporary holding account that exists purely to catch the gap between "goods arrived" and "we got billed for them." Here's how it works in plain terms:

1. When a Goods Receipt is submitted, stock goes up and the value is temporarily parked in GR/IR Clearing (not yet in Accounts Payable, because you haven't been billed yet).
2. When the matching Purchase Invoice is submitted, GR/IR Clearing is cleared back out, and the real **Accounts Payable** goes up instead.

If GR/IR Clearing shows a **non-zero balance** on your reports, it means one of two things: goods have arrived but you haven't recorded the supplier's invoice yet, or (less commonly) you've recorded an invoice that references a receipt that doesn't fully match. Either way, it's a useful early-warning signal, not an error.

<Tip>
  A standalone Purchase Invoice (no linked Goods Receipt) moves stock directly — useful for smaller purchases where you don't need the extra PO/GRN ceremony.
</Tip>

## Create a Purchase Invoice

<Steps>
  <Step title="From a submitted Goods Receipt, click 'Create Invoice'">
    Or go to Retail → Purchase Invoices and create one standalone.
  </Step>

  <Step title="Enter the supplier's invoice number and date">
    Under External Ref No. / Date, for your own record-keeping.
  </Step>

  <Step title="Confirm the items and amounts">
    Prefilled from the Goods Receipt if linked; entered manually if standalone.
  </Step>

  <Step title="Submit">
    Accounts Payable increases by the invoice total, ready to be settled with a Payment.
  </Step>
</Steps>

## Frequently Asked Questions

<AccordionGroup>
  <Accordion title="Can I invoice a product that isn't marked as a purchase item?">
    No — if a product's Stock Profile has `Is Purchase Item` turned off, the system rejects any attempt to add it to a Purchase Invoice. See [Stock Profile](/retail/stock-profile).
  </Accordion>

  <Accordion title="What happens to stock if I create a standalone invoice with no Goods Receipt?">
    Stock moves at the point this invoice is submitted, exactly like a Goods Receipt would — a standalone Purchase Invoice is essentially "receipt and bill in one step."
  </Accordion>

  <Accordion title="How do I pay off a Purchase Invoice?">
    Record a [Payment](/retail/payments) with `Payment Type = Pay`, and allocate it against this invoice.
  </Accordion>
</AccordionGroup>

## Related

<CardGroup cols={2}>
  <Card title="Goods Receipts" icon="package-check" href="/retail/goods-receipts">Link an invoice to what arrived</Card>
  <Card title="Chart of Accounts" icon="book-open-text" href="/retail/chart-of-accounts">See the GR/IR Clearing account</Card>
  <Card title="Payments" icon="wallet" href="/retail/payments">Settle what you owe</Card>
  <Card title="Overview" icon="layout-dashboard" href="/retail/overview">Back to the module overview</Card>
</CardGroup>