How to open and edit an existing purchase invoice

Developer of technical documentation, author of video tutorials, host of Torgsoft Podcast

To open an existing purchase invoice in the Torgsoft program for editing (changing quantities, adding expenses, or distributing goods), there are two main methods: through the purchase creation form or through the invoice registry.

Method 1: Via the menu "Document — Purchase" (fastest for current tasks)

This method is convenient if you are currently in the process of receiving goods and want to return to a recently created document.

Go to the main menu item Document — Purchase.

Click the Select existing purchase button (or press F7 on your keyboard).

The List of Purchases window will open. By default, it shows documents for the current day. If the required invoice was created earlier, change the period in the filter at the top.

Find the required invoice in the list, select it, and click the Select button (bottom center of the window).

The goods from the selected invoice will be displayed in the Purchase window, and you can continue working with them.

Method 2: Via the menu "Warehouse — Purchase Invoice Registry"

This method is better suited for searching for older invoices or viewing the general list of incoming shipments.

Go to the main menu item Warehouse — Purchase Invoice Registry (or List of Purchases).

Set the required Period and, if necessary, select the Supplier or Account Center to filter the list.

Find the required invoice in the list. Next, you have several options depending on what exactly needs to be changed:

Change the list of goods: Click the Invoice Content button. This will open the purchase window where you can add goods, change quantities, or prices.

Change document parameters: Click the Edit button (pencil icon). This allows you to edit the invoice "header": number, date, supplier, currency, comment, etc.

Enter payment: Click the Enter payment to supplier button to record the settlement for this invoice.

How to perform specific actions after opening an invoice

Once you have opened the invoice (it is displayed on the "Purchase" form), you can perform the operations you need:

1. Change the quantity or price of a product

Select the required product in the list.

Click the Edit button (or the F3 key).

In the window that appears, adjust the quantity, purchase price, or markup and click Save.

2. Enter additional expenses (e.g., shipping)

Go to the Invoice Expenses tab (located next to the "Invoice Goods" tab).

Click the Add financial expense button (for an amount in currency) or Add expense in % (for discounts/taxes).

Enter the amount and type of expense. You can distribute this expense to the cost price of the goods by clicking the Distribute expense across invoice goods button.

3. Distribute goods among retail outlets

Click the Distribute goods to outlets button (or the Ctrl + R key combination).

A distribution window will open where you can specify how many goods to send to other stores in the network.

After completion, click the Distribute goods to retail outlets button to create internal transfer documents.

Important: If the invoice has the status "Closed" or "Control completed," editing may be blocked. In this case, in the Purchase Invoice Registry, you need to use the Invoice Control -> Cancel Control button, or change the invoice status to "Active."

Програма обліку товару для інтернет-магазинів, крамниць, торгових точок, складів та виробництва

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