Purchase Form

Guide to using the Purchase form to record supplier invoices, item details, payments, expenses, rewards, points, and extra tax.

Menu Route

Procurement Purchase Transactions

/form/purchase

When to Use This Form

Use this form when the company receives a purchase invoice from a supplier and wants to record:

  • goods purchased and received into stock
  • supplier payables if the payment is not yet settled
  • direct payment, bank draft, transfer, or down payment according to the payment type
  • additional purchase expenses such as freight or administration fees
  • purchase tax and extra tax if the extra tax feature is active
  • points and product rewards from the supplier if used
Do not use this form for purchase returns. Returns are recorded through the Purchase Return form.

Prerequisites Before Entry

The supplier has been created and is active.
The items have been created and are active, including unit, default tax, and inventory account.
The department and division match the user's access rights.
The payment type has been created, is active, and its payment account is correct.
Purchasing expenses have been created if the Expenses tab will be filled in.
Tax data has been created if the items are taxable.
The serial number feature is active only if the company uses serial numbers or expiry dates.
If it comes from a Purchase Order, make sure the Purchase Order is still open and the supplier is the same.

Quick Entry Flow

  1. Open the menu Procurement / Purchase Transactions / Purchasing.
  2. Select the Division if the user may choose more than one division.
  3. Check the Purchase Invoice number. If the system assigns numbers automatically, leave the number shown.
  4. Enter the purchase Date and Time.
  5. Select the Currency. If the currency differs from the company's default currency, check the Default Rate and Rate Used.
  6. Select the Supplier. The system fills in the name, address, tax ID, credit limit, payable balance, and term if available in the supplier master data.
  7. Select the Purchaser if needed.
  8. If using the pre-transaction feature, select the Purchase Order to pull the details from the PO.
  9. Fill in the Purchase Details: department, item, unit, quantity, price, discount, and tax.
  10. Enter the Invoice Discount if there is a discount at invoice level.
  11. Fill in the Purchase Payment. For credit purchases, the payment may be less than the total as long as the credit limit is still sufficient.
  12. Fill in the Expenses tab if there are purchasing expenses.
  13. Fill in the Rewards and Points tab if the supplier gives points or product rewards.
  14. Fill in Extra Tax if the extra tax feature is active.
  15. Fill in the Others tab such as memo and shipping.
  16. Click Save, then make sure no supplier credit limit message appears.

Quick Add from the Search Field

On certain search fields, the system shows the icon + next to the field. Use this icon when the required master data does not exist yet, so you can create it directly from the Purchase Form and continue entering the invoice without leaving the transaction in progress.
Supplier
Available on the field Supplier in the header. If the supplier you are looking for does not exist yet, click + to add the supplier master record, save, then select that supplier again on the same invoice.
Purchaser
Available on the field Purchaser in the header. If the employee data does not exist yet, click + to add the purchaser data without closing the Purchase Form.
Product
Available on the field Product in the Purchase Detailsline. If the item is not registered yet, click + on the detail line to create a new product master record, then continue entering the qty, price, and tax on the same line.

Form Structure

General
Transaction number, date, supplier, purchaser, item details, term, discount, total, and payment.
Expenses
Details of additional purchasing expenses.
Rewards and Points
Points balance, points from this transaction, and product rewards.
Extra Tax
Extra tax per item, shown only if the extra tax feature is active.
Others
Memo, print status, shipping, received status, paid status, and user information.

General Header Fields

Division determines the transaction number, data access rights, stock, and journal. When creating a new transaction, changing the Division requests a new transaction number from the system. If the user's role is locked to one division, this field becomes readonly or shows only one option.

This field is the main transaction number. On a setup with automatic numbering, the system fills in the number when adding data. If the number is locked by the system, the user does not need to type it manually. When the number changes, the system also aligns the internal reference field purchaseidref.

Date and Time are used for the stock-in date, supplier payable date, journal date, payable balance calculation, and supplier points balance calculation up to that date.

If the user's role locks the date and time, the user cannot change them.

The default Currency follows the user's role. When a currency is selected, the Rate Used is taken from the currency master data. Default Rate and Rate Used are only shown if the transaction currency differs from the company's default currency.

Supplier is required. Type the supplier code or name, then select from the list.

After the supplier is selected, the system fills in the Supplier Name, Address, Tax ID, Credit Limit, Payable Balance, Payment Term, and the supplier's Points Balance.

If the icon + appears next to this field, the user can add a new supplier master record without closing the Purchase Form.

If the supplier master record has a payment term, the system reads that term format to fill in the Discount Days, Discount, Payment Due, and Payment Term.

Purchaser is taken from the employee master data. This field helps purchase reports per purchaser. If the user's role has a default employee, this field is filled in automatically.

If the icon + appears next to this field, the user can add employee data directly without leaving the purchase transaction.

This field only appears if the feature pre_transactions is active. Use this field to pull data from a Purchase Order into a Purchase.

When a Purchase Order is selected, the system shows a confirmation. If approved, the system takes the Purchase Details, Payment, Expenses, Product Rewards, and Extra Tax if the feature is active.

If adding the transaction is cancelled after selecting a Purchase Order, the system restores the PO status so it is not considered processed.

Term options: Cash, Cash on Delivery, and Credit. If the payment entered is less than the Purchase Total, the system changes the transaction to Credit on save.

Discount Days, Term Discount, and Payment Due appear when the Payment Term is not Cash.

The invoice discount base is calculated from the Purchase Details subtotal, total Purchasing Expenses, and total Extra Tax.

Total Pembelian = subtotal Detail Pembelian + total Biaya Pembelian + total Pajak Tambahan - Diskon Faktur

Purchase Total is readonly. If the total is wrong, check the item details, expenses, extra tax, and invoice discount.

Purchase Details

The Purchase Details table must have at least one line. This table is the main source of stock in, COGS, and inventory value.

Field Explanation
Department Required. Used for stock, unit restrictions, and reports. Options follow the division. The last department is remembered as the default for the next line.
Product Required. Once selected, the system fills in the item name, default tax, default unit, default reorder quantity if any, serial number status, purchase price from the unit, and purchase discount from the unit. If the icon + appears, the user can add a product master record directly from this field.
Name Product name, readonly.
Unit Required. If changed, the system takes the conversion quantity, purchase price, and purchase discount from the unit master data.
Quantity Purchase quantity in the selected unit. Changing the quantity recalculates the gross, discount, tax, and subtotal.
Price Purchase price per unit. Changing the price recalculates the gross, discount, tax, and subtotal.
Gross Quantity times price, readonly.
Discount percent Line discount in percent. Changing it calculates the discount value, tax, and subtotal.
Discount Value Line discount as an amount. Changing it calculates the discount percentage, tax, and subtotal.
Tax Purchase tax type. Tax takes its data from the taxes master data.
Tax Value Line tax value, readonly. For non-inclusive tax, the system calculates tax from gross minus discount. For inclusive tax or 0 percent, the line tax value becomes 0 on the detail screen.
Subtotal Gross minus discount plus tax. This field is readonly and is summed into the Purchase Total.
Serial Number Appears if serial numbers are active and the product uses SN.
Expiry Date Appears if serial numbers are active and the product uses SN.
Memo Item line note.

Serial Number Buttons

Auto Generate SN
The user enters the first and last SN, then the system creates a sequential list of serial numbers.
SN from List
The user pastes a list of SNs, one per line, then the system removes duplicates and creates the data lines.

Purchase Details Formula

Gross = Jumlah x Harga
Nilai Diskon = Diskon persen / 100 x Harga x Jumlah
Nilai Pajak = (Gross - Nilai Diskon) x Persen Pajak, hanya bila pajak non-inclusive dan persen pajak > 0
Subtotal = Gross - Nilai Diskon + Nilai Pajak

Every time a detail is saved, the Purchase Total in the header is recalculated.

Purchase Payment

The Purchase Payment table is used to record payments against the purchase invoice.

When adding a payment line, the system fills in the invoice number, transaction date, currency, rate, and a payment value equal to the Purchase Total.
Field Explanation
Payment Type Required. Options come from active payment types, except certain types excluded by the system.
QR Code Appears if the payment type has a QR Code. Click to view the QR.
Payment Payment value. The total payment may not exceed the Purchase Total.
Discount percent Payment discount in percent. Calculates the payment discount value.
Discount Payment discount as an amount. Calculates the payment discount percentage.
Due Date Appears for certain payment types such as bank drafts or payments not received immediately.
Received Marks whether the payment is received or effective immediately. For some payment types, the default may be not received.
Payment Ref. Bank draft number, transfer number, or proof of payment reference. Appears for certain payment types.

For some payment type configurations, the system can give extra defaults such as QR Code, due date, received status, or payment reference. Follow the payment type setup the company uses.

Purchasing Expenses

The Expenses tab is used to add expenses that are part of the purchase, for example freight, handling, or other expenses according to the Purchasing Expenses master data.

Field Explanation
Expense Required. Select from the Purchasing Expenses master data.
Expense Value Expense value that adds to the Purchase Total base.
Memo Expense note.

The Total Expense Value is included in the Purchase Total calculation.

Rewards and Points

This section is used if the supplier gives points or product rewards.

Points Fields

Field Explanation
Points Balance Supplier points balance before the transaction, calculated up to the purchase date and time. Readonly.
Points Points earned from this transaction.
Total Points Points Balance plus the Points of this transaction. Readonly.

If Points is greater than 0, the system saves a supplier points mutation when the transaction is saved.

Product Rewards

The Product Rewards table is used if the supplier gives bonus goods. Its entry structure is similar to Purchase Details, but without line discounts.

Department
Product
Name
Serial Number
Expiry Date
Unit
Quantity
Price
Gross
Tax
Tax Value
Subtotal
Memo
Gross = Jumlah x Harga
Nilai Pajak = Gross x Persen Pajak
Subtotal = Gross + Nilai Pajak

Reward goods still add to stock and affect the journal according to the supplier reward account and the product account.

Extra Tax

The Extra Tax tab only appears if the user's role enables extra tax, the application package has the feature extratax, and the setting useotherstax is active.

Extra Tax takes its tax base from the Purchase Details lines. When selecting a Product in this tab, the system searches for products from the Purchase Details on the same invoice.

Field Explanation
Product Select a product from this transaction's Purchase Details.
Name Product name, readonly.
Quantity Quantity from the purchase details.
Unit Unit from the purchase details.
Gross Extra tax base, readonly.
Tax Extra tax type.
Tax Value Gross times the tax percentage. Readonly.

The Total Extra Tax Value is added to the Purchase Total.

Others Tab

Field Explanation
Memo Transaction note. If empty, the system uses a default memo such as "Purchase [supplier name]" for the journal.
Change Note Appears when editing. Used as the change note. If empty, the transaction memo is used.
Printed Marks whether the transaction has been printed. After printing, the system automatically sets it active.
Shipping Required. Options from the shipment master data.
Received Date Received date, readonly. Defaults to now.
Received Received status. Default active.
Paid Paid status. On save, the system calculates it automatically from the total payment compared with the Purchase Total.
Paid Date If not paid, the system clears the paid date.
User Create, User Edit, Last Updated Filled in automatically by the system.

Validation on Save

  • Purchase Total is greater than 0.
  • Total payment is not greater than the Purchase Total.
  • The supplier credit limit calculation is still sufficient.

Credit Limit Check Formula

Sisa limit = Limit Kredit Pemasok - Saldo Hutang Pemasok - Total Pembelian + Total Pembayaran
If the remaining limit is less than the rounding tolerance, the system refuses to save and shows the message: Credit transaction value exceeds this supplier's credit limit.

Paid Status

Lunas = ya, bila Total Pembayaran sama dengan Total Pembelian dalam toleransi digit uang
Lunas = tidak, bila Total Pembayaran lebih kecil dari Total Pembelian

If not paid, the Paid Date is cleared.

Effects After Saving

  • Updates the transaction date on the Purchase Details and Product Rewards.
  • Deletes and recreates the supporting data for this transaction, such as COGS, supplier balance, journal, inventory, and purchase points.
  • If there are Points, creates a supplier points mutation.
  • For every purchased item, adds stock in and calculates COGS, except when the purchase comes from a Purchase Order whose related Goods Receipts all already have inventory postings.
  • Updates the last supplier on the product master data.
  • Updates the purchase price, purchase discount, purchase tax, and net purchase on the unit master data according to division and department.
  • Creates journals for inventory, input tax, purchasing expenses, purchase discount, payment, supplier payables, bank drafts, supplier DP, and other related accounts according to the master data.
  • If the purchase comes from a Purchase Order, the PO status is changed to processed.

When the transaction is deleted, the system cleans up the transaction's supporting data such as supplier balance, points, COGS, inventory, journaltrans, and supplier DP.

Special Note on Goods Receipt

If the purchase comes from a Purchase Order and all related Goods Receipts already have inventory postings, the Purchase form does not create stock in again. In this condition, the system uses the accrued payable account if available to balance the journal.

For the PO - Goods Receipt - Purchase flow, stock can come from the Goods Receipt, while the purchase invoice plays more of a role in payables and accounting settlement.

Checklist Before Saving

Common Problems

Check the Purchase Total, Total Payment, Credit Limit, and the supplier's Payable Balance. For partial payments, the new remaining payable still reduces the credit limit.

Check the Purchase Details Subtotal, Total Purchasing Expenses, Total Extra Tax, Invoice Discount, and the Tax per detail line.

For inclusive tax or tax with 0 percent, the Tax Value field in the details can be 0. Check the tax master data to make sure the tax type is correct.

Check whether the pre-transaction feature is active, the supplier has been selected, and the PO still has unprocessed status for the same supplier.

Check the application package, the setting useotherstax, and the user's role useextratax.

This is normal for new transactions. The transaction number follows the format and sequence per division.

The system saves the last department used in the Purchase Details and Product Rewards as the default for the next line.

Related Documents

Purchase Requisition Purchase Order Goods Receipt