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Processing purchase invoices

Learn how to process purchase invoices in Paragon, including linking to receipts, adjusting quantities, and automated posting to Minox Online.

Table of contents

In Paragon, once you have created a purchase order and received the goods, the final step is to record the purchase invoice. This ensures your inventory values and accounts payable are accurately updated.

Choosing an invoice method

When you create a new record in the purchase invoice module, you can choose from three methods:

  • Receipt: The invoice is based on a specific goods receipt. This is the standard method for stock-holding items.

  • Purchase orders: The invoice is linked directly to a purchase order, skipping the receiving step. This is useful for non-stock items (services).

  • Manual: You create an invoice without a pre-existing order or receipt. Note that stock will not be updated using this method.

Creating an invoice from a receipt

To create an invoice linked to a receipt:

  1. Navigate to the purchase invoice module and click the create button.

  2. Select receipt.

  3. Transfer quantities: Check this box to automatically copy the received quantities into the invoice lines.

  4. Show completed receipts: It is best to leave this unchecked so you only see receipts that haven't been invoiced yet.

  5. Select the desired receipt(s). If you select one order, Paragon automatically shows all outstanding receipts for that vendor, allowing you to combine multiple receipts into one invoice.

Reviewing and adjusting details

  • Header information: Verify the transaction date and ensure it matches the date on the supplier's physical invoice.

  • Address: Confirm the shipping and billing addresses are correct.

  • Line items: If you only received a partial invoice, you can adjust the quantities on the lines. The remaining balance will stay open for future invoicing.

  • Reference: The reference column displays the original order number, which is helpful when consolidating multiple orders.

  • Additions: Enter the vendor's invoice number in the purchase invoice no. field. This number is used for the posting in Minox Online. You can also add notes, discounts, or additional costs like freight and insurance at the bottom of the screen.

Issuing and posting the invoice

Once the data is verified, click the save icon. To finalize the document, you have two main options:

  • Post (Boeken): This is the recommended action. It changes the status to issued, marks the receipt as completed, and automatically creates a journal entry in Minox Online.

  • Issue: This changes the status to issued but skips the automated journal entry to Minox. Use this only if you handle accounting manually.

Note: Purchase invoices are usually set to completed automatically once the payment is processed in Minox. Only use the manual complete button if you are closing the invoice without a linked payment.