From order to payment
What this covers
One purchase from end to end: draft, order, delivery, invoice, payment. Each step is its own booking on the same document, and each one changes something different. If you only remember one thing, remember which step touches stock: the goods receipt, and nothing else.
The flow end to end
- Create the document. Header and lines are saved as a draft. Nothing is booked. A
draft is the only state you can still edit.
- Order it. Order turns the draft into an ordered document. From here the
quantities are what the supplier was told.
- Book the delivery. Open the document and press Record goods receipt. Enter what
actually arrived per line — Receive all fills in the outstanding quantity. Stock goes up and the purchase cost is recalculated at this moment.
- Record the invoice. Create invoice bills what has been delivered and not yet
billed. Enter the supplier's Invoice number and the Invoice date; the due date comes from the supplier's payment terms and can be overwritten.
- Pay. Record payment takes the amount, the paying cash account and the date. The
payment is spread over the invoices of this document, oldest first; a surplus stays as credit with the supplier.
A part delivery is normal: book what arrived, and the document stays Partially delivered with the rest outstanding. The same holds for invoices and payments — each can happen in parts.
What each step changes
| Step | Stock | Debt to the supplier | Cash |
|---|---|---|---|
| Draft, order | no | no | no |
| Goods receipt | yes | no | no |
| Invoice | no | yes | no |
| Payment | no | reduced | yes |
Paying for goods that were delivered but never invoiced raises the invoice for you, from the purchase document — without an invoice number, without freight, unchecked. Enter the supplier's real number afterwards.
Correcting a step
- Reverse goods receipt puts the stock back out and rolls the purchase cost back. The
reversal itself cannot be undone; it stays visible as its own entry.
- Cancel invoice takes the liability back and frees the billed quantity. It is refused
while a payment is booked on that invoice.
- Reverse payment credits the amount back to the supplier account as debt. Nothing is
deleted — payment and reversal both stay.
- Cancel order is refused once goods have been received. Reverse the receipts first.
Where to check afterwards
- Stock per warehouse: Inventory.
- What is still owed: the supplier's Payables tab.
- Who did what and when: the History section of the document.