How to Transfer Purchase Invoice from Purchase Order Ⓙ

Created by QNE Software Sdn bhd, Modified on Wed, 23 Jul at 12:48 PM by QNE Software Sdn bhd

Overview:

This guide explains how to transfer a Purchase Order (PO) to a Purchase Invoice in QNE AI Cloud POS Portal. This function streamlines the process by pulling in all relevant details from an approved PO, reducing manual data entry.

By following this process, users can:

✅ Convert approved POs directly into purchase invoices

✅ Ensure accurate stock and pricing records

✅ Track supplier orders and payments efficiently

Scenario:

A store supervisor created a purchase order last week for 50 sets of Paint Roller from their supplier. Today, the supplier delivers the goods. Instead of re-entering all the items and details again, the supervisor opens Purchase Invoice in QNE AI Cloud POS and clicks “Transfer from Purchase Order.” The system auto-fills the invoice with the items and quantities from the PO, allowing for quick verification and posting. This method can save times and reducing errors.

Solution:

1. Navigate to Purchases > Purchase Invoices

2. Click Add to create a new Purchase Invoice.

3. Choose Supplier which you received the stock from.

4. Upon selecting Supplier, click Dropdown button and there’s an option to Transfer from Purchase Order. This option will allow you to select existing Purchase Order to be transferred to Purchase Invoice.

5. System will list out the Purchase Order assigned to the selected supplier. You may filter the Date range, which is the Purchase Order created date, and the Document # if required.

6. If you have found the Purchase Order that you required, you can toggle ON the Transfer column.

7. Click OK to proceed transferring the Purchase Order to Purchase Invoice.

System will generate a New Purchase Invoice with new Invoice Number. You may edit the existing details if necessary.

8. In the details tab, double check the stocks to receive and edit the quantity with the correct UOM if necessary.

You may check that you have purchased 50 Sets of Paint Roller Set from supplier with amount of RM500. This data originally been recorded in Purchase Order, there’s no action required.

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

10. 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.

11. After you saved the Purchase Invoice, system will automatically generate the new Purchase Invoice Number, with tag “Transferred From” the Purchase Order.

You're Done! The system has recorded the Purchase Invoice immediately with less error and less time consuming.