> ## Documentation Index
> Fetch the complete documentation index at: https://sims-bae272dd.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# Purchase Invoices

> Recording what you bought, by scan, spreadsheet or by hand.

**Transactions → Purchase Invoices** is what you have bought from your
suppliers. Columns: Invoice #, Supplier, Invoice Date, Status, Total Amount, and
actions to **Receive** or download the invoice as **PDF** or **CSV**.

Along the top: **Scan Invoice**, **Import CSV** and **New Invoice**.

> [!WARNING]
>
> Creating an invoice does **not** put stock on the shelf. Stock moves when the
> delivery is [checked in](https://sims-bae272dd.mintlify.site/purchasing/receiving.md) — because an invoice is what
> the supplier says they sent, not what actually arrived.

## Three ways to create one

> [card] [Scan it](https://sims-bae272dd.mintlify.site/purchasing/scan-invoice.md)
>
> Photograph the invoice and confirm what was read. Usually fastest.

> [card] Import CSV
>
> For distributors who send you a file.

> [card] Type it
>
> **New Invoice** — for short invoices and one-offs.

## Enter one by hand

**1. Fill in the header**

Supplier, Invoice Number, Invoice Date, and optionally a Payment Due Date
and notes.

**2. Add the line items**

Search for each product, then enter Qty and Unit Cost.

**3. Create Invoice**

If a cost has moved since last time, you are asked whether to apply the
resulting selling-price changes before the invoice is created. Accepting
sends them to the [Price Approval Queue](https://sims-bae272dd.mintlify.site/purchasing/price-queue.md).

## Invoice statuses

| Status | Meaning |
| - | - |
| `DRAFT` | Created, waiting to be checked in |
| `PENDING` | Awaiting receipt |
| `PARTIALLY_RECEIVED` | Some lines counted in, some not |
| `RECEIVED` | Fully checked in — stock has moved |
| `CANCELLED` | Abandoned; no effect on stock |

## Returns and credit memos

Goods going back to the supplier are recorded with **New Supplier Return**, not
as a negative purchase.

Enter quantities and costs as **positive** numbers. Confirming the return
removes the stock and credits the supplier. A return is also deliberately not
treated as a new price signal, so sending a case back never re-prices your
shelf.


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