Purchase Invoice

Purchase Invoice Basic Fields

• Accounting Variable 1, 2, 3, 4 - Default from Purchase Order. If it is a straight purchase invoice, default from User Setup, or Account.
• Actual Receipt Date - Copied from the linked Whse. Receipt.
• Batch Post Error - Displays the error message that prevented the Purchase Invoice from being posted in a batch process.
• Batch Post Status - Indicates the current status of the Purchase Invoice in the batch posting process.
• Broker - Used to prepare the Broker commission report.
• Buy-from Vendor - A required field for the Purchase Invoice.
• Credit Memo - If checked, the Invoice becomes a Credit Memo and all quantities on the Purchase Invoice Lines must be negative.
• Currency Code - Defaults from the Pay-to Vendor setup.
• Currency Factor - The conversion factor of the purchase currency to the Default Currency defined on the Company Setup.
• Description - Additional information about the Invoice can be entered here.
• Document Status - GoldFinch updates the field automatically with one of the following values: Open, Posted, Partially Paid, or Fully Paid.
• EDI 210 - If checked, the Purchase Invoice is created from EDI 210.
• Exported Date - Populated when Purchase Invoice is exported as txt file. It is mainly used for QuickBooks Desktop integration.
• GL Ledger - GL Ledger for the transaction. Default is blank.
• Historical Invoice - If checked, Purchase Invoice cannot be unposted. this field is used mainly for beginning AP import.
• Import Purchase Invoice - References the Import Purchase Invoice record associated with this Purchase Invoice.
• Invoice Date - The date of the Invoice used for aging purposes. This date can be different than the date the transaction is posted.
• Is Intercompany - Indicates that the Purchase Invoice is part of an intercompany transaction.
• Last Payment Date - Displays the most recent date on which a payment was applied to this Purchase Invoice.
• No. of Lines - The total number of lines from all purchase lines.
• Old Order No. - Used for the initial open Purchase Order import to map to the old Purchase Order No.
• Order Date - The date the company places the order. The field value is copied from the linked Purchase Order.
• Pay-to Vendor - It is a required field for the invoice.
• Payment Status - The Payment Status of the Purchase Invoice. (Either Fully Paid, Partially Paid, or Unpaid)
• Payment Terms - Defaults from the Pay-to Vendor.
• Pending Vendor Payment -
• Posting Date - The date the Invoice is posted.
• Prepayment Invoice - Indicates that this Purchase Invoice was generated as a Prepayment Invoice.
• Purchase Order - The Purchase Order associated with the Invoice.
• Purchasing Agent - Default from Purchase Order. If it is a straight Purchase Invoice, default from User Setup, or Buy-from Vendor account.
• Receipt - The Whse. Receipt associated with the Invoice.
• Recurring Purchase Invoice
• Sell-to Customer - Copied from the linked Purchase Order.
• Subsidiary - Indicates that the Purchase Invoice is linked to a Subsidiary Account. Used to group Invoices.
• Sync'd - If checked, the Invoice has been copied to the back-end Accounting system.
• Temp Invoice - If checked, a temporary invoice number will be used before the Invoice is posted.
• Use Posting Date for Invoice Date - Indicates that the Purchase Invoice Posting Date should be used as the date shown on the Invoice.
• Vendor Invoice No. - A reference no. from the Vendor for the Purchase Invoice.
• Vendor Ledger Entry - References the Vendor Ledger Entry created when the Purchase Invoice is posted.

Amounts, Costs & GL Totals

• Applied Amount - The total amount that has been applied to this Purchase Invoice through payments or credits.
• Invoice Cost - Sum of Line Cost field on Purchase Invoice Lines.
• Invoice Cost Incl. Landed Costs - Sum of Line Cost Incl. Landed Costs field on Purchase Invoice Lines.
• Invoice Cost Incl. Tax - Sum of Line Cost Incl. Tax across all Purchase Invoice Lines.
• Invoice Quantity - Sum of Quantity field on Purchase Invoice Lines.
• Invoice Tax - Sum of Line Tax field on Purchase Invoice Lines.
• Other Service Cost - The total purchase cost for Service Items that are not related to a Work Order.
• Outside Service WO Cost - The total purchase cost for Service Items that are related to a Work Order.
• Purchase Price Variance - Total Purchase Cost - Total Standard Inventory Cost.
• Remaining Amount - The unpaid balance remaining on the Purchase Invoice.
• Standard Inventory Cost - The total Standard Item cost for Items with Standard Costing Method.
• Standard Purchase Cost - The total Purchase Invoice cost for Items with the Standard Cost Costing Method.
• Total Landed Cost 1, 2, 3, 4, 5 - Sum of Landed Cost field on Purchase Invoice Lines.
• GL Invoice Cost - Sum of GL Line Cost field on Purchase Invoice Lines.
• GL Invoice Cost Incl. Landed Costs - Sum of GL Line Cost Incl. Landed Costs field on Purchase Invoice Lines.
• GL Invoice Cost Incl. Tax - Sum of GL Line Cost Incl. Tax field on Purchase Invoice Lines.
• GL Invoice Tax - Sum of GL Line Tax field on Purchase Invoice Lines.
• GL Total Landed Cost 1, 2, 3, 4, 5 - Sum of GL Landed Cost field on Purchase Invoice Lines.

Billing, Tax & Payment

• Billing City - Defaults from the Pay-to Vendor address.
• Billing Contact - Defaults from the Pay-to Vendor address.
• Billing Country - Defaults from the Pay-to Vendor address.
• Billing Postal Code - Defaults from the Pay-to Vendor address.
• Billing State - Defaults from the Pay-to Vendor address.
• Billing Street - Defaults from the Pay-to Vendor address.
• Payment Discount % - The Payment Discount % given if the Invoice is paid on or before the Payment Discount Date.
• Payment Discount Date - The cutoff date for receiving a Payment Discount.
• Payment Due Date - The payment Due Date of the Invoice.
• Tax Area - The Tax Area for this order used to calculate purchase tax defaulting from the Buy-from Vendor.
• Tax Liable - If checked, purchase tax will be calculated on this order.

Article Purchase-Invoice  ·  Last updated February 24, 2026 · GoldFinch ERP Help Center