Invoices from Suppliers


Invoices are used for recording money owed to suppliers and updating purchases accounting. Brightpearl provides two methods of entering an invoice from a supplier:

  • A purchase invoice is received against a purchase order and provides a visible record of the invoice, the ability to receive purchase goods into stock and print documents
  • A supplier invoice creates only the accounting journal and provides no other record or option to receive goods or print documents

Purchase invoices

Purchase orders/invoices allow you to:

  • Record a payment made to the supplier
  • Post an invoice to create the accounting update the supplier account balance
  • Print or email purchase order documents to the supplier
  • Receive inventory into stock

A purchase invoice is created from the original purchase order and will automatically be posted with the values displayed on the order screen. It is therefore important that the order prices and quantities match precisely to the details on the invoice received from the supplier.

Note that an invoice can only be received against an order where all or none of the inventory has been received.

Receiving a purchase invoice on a purchase order will:

  • Create the invoice accounting to record purchases/stock received not invoiced, accounts payable and tax where applicable.
  • Lock the purchase order so no further changes can be made.
  • Update the supplier account balance and financial history with the amount owed. If the order has already been marked as paid the balance will automatically be cleared.
  • Create accounting adjustments for price changes on any received inventory to ensure cost of sales is corrected.
  • (Optional) Update your cost price list with any price changes so that future purchase orders use the correct pricing.

One invoice to many orders

A single invoice can be received against multiple purchase orders. All the items on the selected orders will be marked as invoiced.

Part order invoices

If an invoice is only for part of the order, or orders, the remaining items must be split to a back order. Brightpearl only handles full order invoicing.

Multiple invoices for a single order

If multiple invoices are received all for a single order, the items for each invoice need to be split onto separate purchase orders.

Deleting or amending purchase invoices

Once an invoice has been received on a purchase order it cannot be un-invoiced. Any corrects will need to be made by raising a purchase credit.

Note that any corrections made directly to the PI accounting journal will not be reflected on the purchase order and will not correct the value of inventory.

Supplier bill / invoice

Supplier bills can be used to create the accounting for an invoiced received from a supplier. It creates no visible returns record and does not allow for printing of a credit document. It will create a PI type accounting journal and update the supplier account with the invoice balance. This process can be used to record items such as telephone, gas and electric bills.