Create Purchase Invoice in QNE AI Cloud POS Portal Ⓙ

Overview:

This article explains the steps to create a Purchase Invoice in the QNE AI Cloud POS Portal. A Purchase Invoice is used to record goods received from a supplier along with the cost. 

By following this guide, users will be able to:   

✅ Generate a new purchase invoice  

✅ Transfer Purchase Invoice from an existing Purchase Order  

✅ Record stock-in with accurate cost and quantity  

✅ Update stock balance and supplier account

Scenario:

After receiving a shipment of stock from a supplier, the store admin needs to update the system with the received quantity and cost. They log in to the QNE AI Cloud POS Portal, create a Purchase Invoice, and enter the supplier details, stock items, and quantity with UOMs. This ensures that the inventory is accurately updated, and the supplier’s account reflects the outstanding balance.

Solution:

 2. Click Add to create a new Purchase Invoice.

3. Choose Supplier which you received the stock from.

 4. In the details tab, select the stocks to receive and edit the quantity with the correct UOM. 

For example, you purchased 10 Sets of Paint Roller Set and 10 Bundles of Safety Gloves (Rubber). If the Base UOM is PAIR(S), please select BUNDLE(S).

If you mistakenly add wrong stock in the list, you are allowed to click on the Trash icon to remove the stocks from the list.

5. It is optional to fill in the DO Address, Others, Attachments and Notes for your internal record.

6. Once you confirmed the details are correct, you can Save the information with options to Save & Send the document, Save & New to create another Purchase Invoice, and Save only.

7. Once you have saved the Purchase Invoice, system will automatically generate the Purchase Invoice No. at the corner right of the screen, for example, BIL2507/004.

 8. To Add new Purchase Invoice, you can simply click the Add button.

System will navigate to a new Purchase Invoice form.

9. If you’re willing to Edit the information in the Purchase Invoices, you can click Edit button and amend the existing Purchase Invoice details.

10. System also provides options to Send the Purchase Invoice by clicking the Send button. It will be a few options whether to send through Email, WhatsApp, Telegram or Link.

11. Before sending the documents to anyone, you are able to Preview the document by clicking Preview button.

System will navigate you to the Preview page of the Purchase Invoice for you to confirm the details are accurate.

There are other Preview Options with different format for the Purchase Invoice that you can choose.

12. If you click on the More Options button, you will have options to Reload, Clone, Cancel, Delete, and Close the options.

Reload – to load the latest data in the Purchase Invoice.

Clone – To create new Purchase Invoice with same information in different document number.

Cancel – To cancel the Purchase Invoice transaction

Delete – To delete the Purchase Invoice

Close – To close the Purchase Invoice Details and navigate to Purchase Invoice page.

13. Please note that the Purchase Invoice will record the Account and Stock Journal. To view the Account Journal, click Account Journal icon.

Preview of the Account Journal:

To View the Stock Journal, click Stock Journal icon.

Preview of the Stock Journal:

14. To delete the Purchase Invoice is from the Purchase Invoice list, you can tick the checkbox at the first column.

15. Click More options and click Delete.

Click “Confirm Delete” to confirm the deletion

A message will prompt out to indicate the deletion is success.

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