The Inventory tab includes the list of inventory items that were purchased from the supplier.


The "Invoice Received (create)" form. The Inventory tab

To add an inventory item, click the Add or Pick button (refer to Using the Pick operation). In the Item column, select an item from the Items list or create a new item. For more details, refer to Items. Alternatively, you can import the list of items with all the details from an Excel document. For this, click the button on the table toolbar and follow the step-by-step instructions in the appeared window. The imported list can be edited in the Administration module.
You can use the Up and Down ( ) arrows to rearrange the items in the list.

In the Quantity column, you can specify the item quantity and in the Unit column, you can select an UOM for the item if the Multiple UOMs per Item option is selected on the Administration > Settings > Purchasing and Warehouses form.

The Characteristic column is available if the Enable Item Characteristics option is selected on the Administration > Settings > Purchasing and Warehouses form. In this column, you can specify additional properties of each purchased item if the Use Characteristics option is selected for the item in its master record (see Items).

The Batch column available if the Enable Batches option is selected on the Administration > Settings > Purchasing and Warehouses form. In this column, you can specify the batch (lot) number for the items for which the Use Batches option is selected. Generally, you must specify batch numbers for items with expiration dates, items received for consignment, or to be temporarily stocked in contract warehouses. To learn more about the item settings, see Settings: Purchasing and Warehouses.

The Serial Numbers column is available if the Use Serial Numbers option is selected on the Administration > Settings > Purchasing and Warehouses form. For each serialized item (for which the Use Serial Numbers check box is selected on the Items form), click in the column to open the Serial numbers dialog box. In this dialog box, you must enter the serial numbers according to received quantity of the item.

The Price column is filled in automatically from the appropriate supplier price list if such price list is available (see Supplier Prices Entering). Otherwise, enter the prices manually.

You can use the Discount,% and Discount columns to enter the supplier discount for the purchased item if the Enable Discounts and Markups in Purchasing Documents option is selected.

In the GL Accounts column, you can view the default accounts to be updated by this transaction. If needed, you can replace them with other accounts.

The values in the Amount column are automatically calculated for each item according to the specified price, item quantity, and discount.

If the VAT Applied option is selected for this invoice received on the Main tab, the VAT, % and VAT Amount columns are available. The VAT amount is calculated in the currency of the document according to the amount and VAT-related settings (which are specified on the Main tab) as follows:

  • If the Prices Include VAT option is selected: The VAT amount is extracted from the item amount (Amount), that is,

                   VAT_Amount = Amount * VAT_Rate/(100+VAT_Rate).

  • If the Prices do not Include VAT option is selected: The VAT amount is calculated based on the item amount, that is,

                   VAT_Amount = Amount * VAT_Rate/100.
The Total amount is automatically calculated according to the VAT-related settings as follows:

  • If the Prices Include VAT option is selected: Total = Amount.
  • If the Prices do not Include VAT option is selected: Total = Amount + VAT_Amount.

The Expense Amount column is populated with the expense amount that is distributed to the item cost. You can manually edit the amounts so that the total in the column would be equal to the amount of expenses on the Expenses tab.

In the Comment column, you can enter some additional information about an item. 

The Transaction Content column shows the default description of the purchase GL transactions.

The tab toolbar buttons

You can use the Up and Down (  ) arrows to rearrange the items in the list.

The Distribute Expenses button is available on the toolbar if the Include Expenses in Cost Price check box is selected on the top of the Expenses tab.

To distribute the expenses to the costs of purchased items, click the Distribute Expenses button and select one of the following options:

  • By Amount: To distribute the amount of expenses proportionally to item amounts
  • By Quantity:  To distribute the amount of expenses proportionally to item quantities 

For descriptions of other buttons, refer to Document toolbar.


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