How to Add Purchase Order Detail to an Existing Open Supplier Invoice

Adding Purchase Order detail to an existing Open Supplier Invoice lets you pull uninvoiced lines from another order onto an invoice you have already started, so one supplier bill covering several orders stays as one invoice in Latner.

Overview

Suppliers rarely bill the way you order. One invoice turns up covering two orders, or a line you forgot to receipt when you raised the invoice finally lands. Rather than raising a second invoice, you can add those Purchase Order lines to the invoice that is already open.

The action lives on the Supplier Invoice, not the Purchase Order, and only while the invoice is Open.
You can only pull from Purchase Orders belonging to the same supplier as the invoice. Latner filters the picker to that supplier and rejects a mismatch on save.
Only lines with quantity still left to invoice are offered. By default that means quantity that has been received; a setting can relax this to quantity that has only been confirmed.
Every offered line starts ticked at its full uninvoiced quantity. You choose which lines to include and how much of each to invoice.
Each new invoice line stays linked to the Purchase Order line it came from, and that order's Qty Invoiced goes up to match.
You can run it as many times as you need, so an invoice can carry lines from several Purchase Orders.

Before You Begin

Check the following before you open the invoice.

Requirement	Where to Find It
Create Supplier Invoice Detail permission	Security › Configuration › Permission Groups, under the Suppliers module. It is checked against the invoice's branch, so you need it for the branch the invoice belongs to
A Supplier Invoice in Open status	Suppliers › Supplier Invoices
A Purchase Order for the same supplier with quantity left to invoice	Financials › Purchase Orders - check that a line's Qty Received is higher than its Qty Invoiced
Allow Invoices for Unreceived Purchase Orders	Security › Settings › Financials - decides whether unreceived quantity can be invoiced

Allow Invoices for Unreceived Purchase Orders offers three values: Never, Open Invoices Only and Allow Completed Invoices

Allow Invoices for Unreceived Purchase Orders decides how much of an order you are allowed to bill. Left at Never, only receipted quantity is offered. Set to Open Invoices Only, confirmed quantity is offered too, but you cannot complete the invoice until the goods arrive. Set to Allow Completed Invoices, you can complete it as well, as long as you have not invoiced more than was ordered.

Adding the Purchase Order Details

Step 1 - Open the Supplier Invoice

Go to Suppliers › Supplier Invoices and open the invoice you want to add to. Check the status reads Open and note which supplier it belongs to - that is the only supplier whose orders you will be offered.

An Open invoice carrying two lines from PO0018, with the Details tab showing which Purchase Order each line came from

Step 2 - Choose Add Purchase Order Details

Select Options › Add Purchase Order Details. The option is greyed out on any invoice that is not Open, so a Completed, Paid, Disputed or Cancelled invoice cannot take new lines this way.

The Options menu on an Open invoice, with Add Purchase Order Details sitting just below the manual Add Details action

Step 3 - Pick the Purchase Order

The dialog opens with the supplier and the invoice already filled in and locked - you started from the invoice, so there is nothing to choose there. Select the Purchase Order field and pick the order the new lines belong to.

Purchase Order - required. The list is limited to that supplier's orders that still have something left to invoice, and shows each order's number, status and sub total.
Supplier - inherited from the invoice and read only.
Supplier Invoice - the invoice you started from, also read only.

The Purchase Order picker lists only Kelm Hire orders with quantity left to invoice - the supplier's Open and Confirmed orders are absent because nothing on them has been received

Step 4 - Check the lines Latner offers

Choosing the order loads its uninvoiced lines. Each row shows what was ordered, what arrived and what has already been billed, so you can reconcile the invoice in front of you against the order before you commit.

Include - ticked by default on every line.
Qty, Qty Received, Qty Invoiced - the order's own figures, read only.
Qty to Invoice - editable, and defaults to everything not yet invoiced.
Sub Total, Tax and Total - worked out from the order's unit cost and purchase tax, and recalculated as you change a quantity.

PO0019's three uninvoiced lines, each ticked and defaulted to its full uninvoiced quantity

Step 5 - Choose what to invoice

Adjust the rows so they match the bill you are entering. The two controls work together: unticking Include sets that line's Qty to Invoice to zero, and typing a quantity of zero unticks the line.

Untick Include on anything the supplier has not billed you for yet. It stays on the order, uninvoiced, ready for next time.
Reduce Qty to Invoice to part-invoice a line. You cannot enter more than the uninvoiced quantity shown on the row.
Stock, equipment, asset and sub hire lines must be whole numbers. Only transport and expense lines accept a decimal quantity.

The freight line unticked and dropped to zero, and the hose line part-invoiced at 6 of 10 - the row totals follow the quantity down to $555.00

Step 6 - Add the details

Select Add Purchase Order Details. Latner writes one invoice line per included row and confirms with Purchase Order Details added to Supplier Invoice. If every line is unticked you will be told to select details to create the invoice, and nothing is written.

After Adding

The new lines are appended to the invoice's Details tab, numbered on from the lines already there, and each shows the Purchase Order it came from.
Description, unit cost, purchase tax and line type all come across from the Purchase Order line, along with any assigned equipment or CRM project. Stock and expense lines that originated on a Work Order are recorded as separate line types so they can be reported on - and given their own account code - separately.
The invoice's Sub Total, Tax and Total are recalculated across all its lines. The header cards refresh when you next load the invoice.
The Purchase Order's Qty Invoiced goes up by what you billed, and the invoice appears on its Supplier Invoices tab. The order only moves to Invoiced once every line is fully invoiced; part-invoice it and it stays where it was.
Purchase Order Number in the invoice's Financial Details still names the order the invoice was created from. It is a single field, so it does not change when you add lines from a second order - the Purchase Order column on each detail line is the reliable record.

The invoice now carries four lines split across two orders, and the total has gone from $322.30 to $1,214.40

Back on PO0019, Qty Invoiced reads 6 of 10 on the part-invoiced hose line and 0 on the freight line that was left off

Adding lines does not check whether the goods have arrived - completing the invoice does. If you invoice quantity that has not been received, Latner blocks the completion with You cannot Complete an Invoice for Purchase Order quantities that have not been received until the receipt is entered. While the invoice is still Open you can correct a line's quantity or delete it outright, and the Purchase Order's Qty Invoiced is wound back to match. Once the invoice is Completed that door closes, and a mistake has to be put right with a credit note.

FAQs

Add Purchase Order Details is greyed out. Why?

The invoice is not Open. The action is only available while the invoice can still be edited, so a Completed, Paid, Disputed or Cancelled invoice cannot take new lines. Reopen a disputed invoice first, or raise a new invoice against the order.

The Purchase Order I want isn't in the list. Why?

Three things keep an order out of the picker. It belongs to a different supplier - the list is filtered to the invoice's supplier, and an order from anyone else is rejected on save as well. Every line is already fully invoiced. Or nothing on it has been received: with Allow Invoices for Unreceived Purchase Orders at Never, only receipted quantity counts, so a Confirmed order with no receipt against it will not appear. Change the setting to Open Invoices Only and Confirmed, Partly Received and Fully Received orders are all offered.

Can one invoice cover several Purchase Orders?

Yes. The dialog takes one order at a time, so run Add Purchase Order Details once per order. Each set of lines carries its own Purchase Order reference on the Details tab. If you know up front that the bill covers several orders, How to Create a Supplier Invoice for Multiple Purchase Orders does it in one pass instead.

I added the wrong quantity. Can I fix it?

While the invoice is Open, yes. Edit the line's quantity on the Details tab and the Purchase Order's Qty Invoiced is adjusted by the difference; Latner refuses a quantity higher than what is still invoiceable on the order. Deleting the line removes the quantity from the order altogether. Neither is possible once the invoice is completed.

Why won't the invoice complete after I added the lines?

You have invoiced more than has been received. Receipt the outstanding quantity on the Purchase Order and complete the invoice again. If your business genuinely needs to pay ahead of delivery, Allow Invoices for Unreceived Purchase Orders set to Allow Completed Invoices permits it, and only blocks you when the invoiced quantity exceeds what was ordered.

Can I do this on a Supplier Credit Note?

No. The action is only on the Supplier Invoice screen. To credit something back to a supplier, use Create Credit Note from Invoice on the invoice, or How to Create Credit Note from Purchase Order.

Watch the Demo

Prefer to watch it? Step through the same flow here.