ManualDoc:T6EE02C9681A74406A129F1D96D022BA4

For more details please review the accounting article.

A purchase invoice can be posted to the ledger when required at a given "Accounting Date" by using the process button "Post".

Purchase invoice posting creates the following accounting entries:

Account	Debit	Credit	Comments
Product Expense	Line Net Amount		One per invoice line
Tax Credit	Tax Amount		One per tax line.
Discount Product Expense		Discount amount	One per invoice line (if discount exists)
Vendor Liability		Total Gross Amount	One per invoice

Same way, a Purchase Invoice including a purchase invoice line with an expense plan configured creates the following accounting entries.
For instance a company purchasing a business insurance for the duration of a year would want to distribute that expense over 12 months.

Posting record date: Accounting Date:

Account	Debit	Credit
Product Deferred Expense	Line Net Amount
Tax Credit	Tax Amount
Vendor Liability		Total Gross Amount

Posting record date: Accounting Date + 1 month:

Account	Debit	Credit
Product Expense	Line Net Amount/12
Product Deferred Expense		Line Net Amount/12

Posting record date: Accounting Date + 2 months:

Account	Debit	Credit
Product Expense	Line Net Amount/12
Product Deferred Expense		Line Net Amount/12

.....

Posting record date: Accounting Date + 12 months:

Account	Debit	Credit
Product Expense	Line Net Amount/12
Product Deferred Expense		Line Net Amount/12

Voiding

It is possible to totally void a purchase invoice, by using the header button "Reactivate" and then selecting the action "Void".
This action creates a new document that reverse the invoice.

Void action allows to specify a "Void Date" and a "Void Accounting Date" for the new document that reverse the invoice.

Both "date" fields above take the current date as default date and validate that the dates entered are not prior to the invoice date and the invoice accounting date, respectively.

Overall "Void" action implies that:

• Openbravo automatically generates a new document in the "Purchase Invoice" window that reverse the "original" invoice.
  Openbravo also informs about the new document number. This new document is created as described below:
  • The "transaction document" used by Openbravo is "Reversed Purchase Invoice". To learn more visit Document Type.
  • This document is exactly the same as the original one being reversed but the invoiced quantity is negative.
  • Once the new document has been created, you can change both the "Invoice Date" and the "Accounting Date" of the new document prior to get it posted.
  • The "Reversed Invoices" tab list the original invoice being reversed as now both of them are linked.
    To learn more visit Reversed Invoices.

The reversed document posting creates the following accounting entries:

Account	Debit	Credit	Comments
Product Expense		Line Net Amount	One per invoice line
Tax Credit		Tax Amount	One per tax line.
Vendor Liability	Total Gross Amount		One per invoice

And it is also possible to partially void a supplier invoice by:

• manually creating any of the available reversed purchase documents, in the "Purchase Invoice" window:
  • "AP Credit Memo" or
  • "Reversed Purchase Invoice"
• which besides must be manually linked to the invoice/s being reversed in the "Reversed Invoices tab".
  To learn more visit Reversed Invoices.

The "AP Credit Memo" posting looks the same as the "Reversed Purchase Invoice" posting.

The main different between those two purchase reversed document types is:

• AP Credit Memo invoiced quantity is a positive quantity
• and Reversed Purchase Invoice quantity is a negative quantity

We strongly recommend you to use the "Reversed Purchase Invoice" document type while partially voiding supplier's invoices.