A purchase invoice documents what products, quantities, sizes, colors, prices, etc. are received by the supplier.
Purchase Invoices can be created by receiving a purchase order, or from scratch as a standalone document.
Only users with access to the back office (Managers, Operations, Merchandising, and Admins) will have access to create and edit purchase orders.
To manually create a purchase invoice, select “Purchase” and click “Purchase Invoices”
The Purchase Invoice summary screen is then displayed. In the upper right corner, click “New” to launch the New Purchase Invoice.
Now a new Purchase Invoice is launched. You will now enter the mandatory information. Anything that is highlighted in red is a required field.
Ensure that ‘Purchase Invoice’ is displayed in the ‘Type:’ field and the preferred supplier is displayed (if needed)
Click the magnifying glass icon next to the ‘Supplier*’ field and select the supplier
Click the Calendar icon next to the ‘Date*:’ field to select a date – today’s date is selected by default
Click anywhere in the ‘Location*:’ field and select the correct location. Note that locations that have a V before the store number is the virtual store location.
Click anywhere in the ‘Currency*:’ field and select USD.
Enter the invoice number in the ‘Invoice number*’ field. This may be the same as the Purchase Orders Tracking No or may be from the supplier. This will vary by franchise group.
Best Practice to type in your Franchise group's Invoice number (Example: Supplier, date, location: DRO2.11.2025WLH) in this field.
Now the product(s) will be added. There are 2 ways to add the product to the purchase invoice.
The first way is to click the “Select Product” link.
A pop-up window with products will be displayed. In the upper left corner, search for your product to add.
You will now see all available sizes and width for the product you have searched. To the right of the product name, you will also see all available in-stock quantities of that product for the store location you have chosen.
Select the product name to add to the purchase invoice.
Once it is added, make sure to adjust the quantity of the product being added by typing in the “Amount” box.
The second way to add a product(s) is to type in the product box and search. On the product line item, start typing the product you are looking to add. You will then get a drop down.
Note most products in Erply are called Matrix products, meaning they have many different sizes and widths. For example, the Classic Arch Support- Strengthener is the parent product, all the available sizes and widths will live under this parent product. Select the “Parent Product”
You will now get a new screen with all the product sizes/widths/colors that are available. Enter the Quantity for each size being added and click “Save”
For any additional items,
Click “New Row” and repeat steps for additional any additional products that are being added.
Once the Purchase invoice has been filled out and completed, select the “Save” and “Confirm” options in the upper right corner.
Selecting Save will only save your work. If you would like to continue editing, select save. You must select “Confirm” to submit this Purchase Order.
After the Purchase Invoice has been confirmed, it’s always important to note the internal Purchase Invoice number. This number can be used to internally track in Erply Back Office.
Verify the Purchase Invoice has been created on the summary screen. Make sure the state is “Confirmed” and it displays “Yes” under confirmed.