This article Help Article covers;

General Rules if you have a Xero connection

Enter Job-related Purchase Invoices/Credit Notes into Katipolt, they will send to Xero on Lock
Receipt Payments into Xero, this will pull the Paid Amount into Katipolt, and if it equals the Purchase Invoice Amount, Katipolt will mark the Purchase Invoice as "Paid" (Katipolt "Mark as paid" button is for users without a Xero connection)

⚠️ NOTE: Purchase Invoice/Credit Notes entered into Xero will not pull into Katipolt, this is because Xero exports the Product Code and Description as 1 field and will not populate to a Katipolt Sales Invoice.

Purchase Invoice/Credit Notes that have a valid Job Reference will be assigned to that Job on Lock, making their Product Lines available to be pulled into a Sales Invoice on [Get Costs].

⚠️ NOTE: Before you can manually Enter a Purchase Invoice/Credit Note, the Supplier must be entered in Katipolt, for more information on this see article "Contacts - Supplier (Add - Edit - Remove)"

To Add or Edit a Purchase Invoice/Credit Note

Adding or Editing a Purchase Invoice/Credit Note is done from the Purchases Side Menu OR the Purchases Expanding Section of a Job's Sales & Costs Top Tab.

Quick Flow:

Purchases
[+ADD] OR Add Credit Note
Supplier*
Purchase Invoice/Credit Note details
Product Lines
[SAVE]

1. From the Side Menu, Press Purchases to display the Purchases List:

For a Purchase Invoice, Press the [+ADD] button, OR
For a Credit Note, Press the Add button's dropdown, and select Add Credit Note

2. From the Purchases: New Invoice/New Credit Note, Select a “Supplier*” to display the New Purchase Page

💡 TIP: Start typing a Supplier Name to auto-fill and narrow the drop-down options

3. From the New Purchase Page’s Details Section Enter/Edit the Purchase Invoice/Credit Note details including;

Invoice/Credit Number*
Invoice/Credit Date*
Due Date*
Job Number (optional)

⚠️ NOTE: Fields with a red “*” are compulsory and must have an entry before saving

To Add Product Lines

1. From the New Purchase Page’s Lines Section Enter/Edit the Product Lines

If the Supplier has a Supplier Price File in Katipolt, enter the Product Code in the “Search products...” field, then Press the Enter key to display the product

If the Supplier does not have a Supplier Price File in Katipolt OR the product does not display and the product has a Product Code, Press the “Add Line” Icon to display a “Purchase Product Line” where a product can be entered.

💡 TIP: Entered "Add line" Products can be recalled in a future Purchase Invoice/Credit Notes, Quote, or Sales Invoice/Credit Note lines using the entered Product Code.

If the product does NOT have a Product Code, Press the "Add ad hoc line" Icon to display a “Purchase Ad Hoc Line” where a product can be entered.

💡 TIP: Entered "Ad-Hoc line" Products can NOT be recalled in future Purchase Invoices/Credit Notes, Quotes, or Sales Invoice/Credit Note lines as there is no Product Code.

2. Work across the product line, entering/editing fields displaying;

Code (if an Add Line Product)
Description (if an Add Line Product)
Xero Ledger Code
Trade Price
Cost Price
Unit
Quantity

⚠️ NOTE: If a Credit Note, the line Quantity's MUST be negatives, I.E. you cannot Save the Credit Note if it has any positive line Quantities. If the Credit Note has a positive Quantity, the positive line needs to be entered separately as a Purchase, use the same Credit Note number for the Purchase, but put an "A" on the end so both Credit Note and Purchase will be found on a Search.

3. When you have entered the product lines Save, either Press the [SAVE AS DRAFT] button OR select a "Lock" option to save the Purchase Invoice/Credit Note.

[SAVE AS DRAFT] – You can continue editing at a later time
[Lock] – Locks your Purchase Invoice/Credit Note, AND;
- 1) if you have a valid Xero connection, sends the Purchase Invoice/Credit Note to Xero,
- 2) if you have a valid Job Number, Purchase Invoice/Credit Note assigns to that Job and products are available on [Get Costs]
[Lock & add new] - Locks your Purchase Invoice/Credit Note, and launches a new New Purchases Page

⚠️ NOTE: If the Katipolt calculated “Total (Incl. GST)” does not equal the Purchase Invoice/Credit Note value, enter the Invoice/Credit total amount in the “Total (Incl. GST)” field, and Katipolt will insert an “Adjustment” line.

💡 TIP; To display the “Approved” icon on the Purchase Invoice Page and Purchases List View: On entry - Press the [APPROVE] button then Save OR following Save, from the Purchase Invoice/Credit Note, Press the “More” (3 dots) menu and Select the option "Approve".

💡 TIP: On [SAVE & LOCK] the “Reallocate” feature of Product Lines enables. For more information on this see article “Purchases - Purchase Invoice Reassign / Product Allocation”.

To Void a Purchase Invoice/Credit Note

⚠️ NOTE: Voiding a Purchase Invoice/Credit Note is a "Last Resort" as they can be Unlocked and Edited up until they are marked as Paid/Part Paid.

1. From the Purchase Invoice/Credit Note Page, Press the "More" (3 dots) menu then select the option "Void tax invoice"

⚠️ NOTE: Only Purchase Invoice/Credit Notes manually entered or user imported can be voided, API Purchase Invoice/Credit Notes cannot be voided.