Record a purchase invoice

Last updated: June 20, 2026

Learn the concept
This is the step-by-step. For what it is and how it fits the bigger picture, read Purchase Invoice in the reference.

What this does

A purchase invoice records the vendor bill and matches it against the purchase order and the goods received, so you only pay for what you ordered and got.

Before you start

The purchase order and the goods receipt, plus the vendor bill.

Open Invoice

Go to Menu > Purchase > Invoice.

Steps

  1. Click Create. Link the P.Order and enter the Ven Invoice No (the number on the vendor bill).
  2. Check the Line Items. Cloudby matches purchase order, goods receipt and bill so the three agree.
  3. Set the Term and Due Date, then Confirm to post it. The Payment Status tracks Pending, Hold or Completed.
  4. For an adjustment after posting, raise a purchase Debit Note. The original invoice stays unchanged.
Purchase InvoiceInvoice NoautoVen Invoice NoINV-7781P.OrderPO-3310▾Three-way matchPO 760.00= Received 760.00= Bill 760.00Matched
Three-way matching: order, receipt and bill agree simplified mockup
Good to know. Three-document matching means a vendor bill always reconciles to what was ordered and received before you pay it.

Related

  • Receive goods
  • Pay a bill