Purchase Invoice No Stock In (Internal)

Record a supplier’s invoice for stock that a GRN Stock In has already booked into inventory. Finalising books what you owe the supplier and, when the invoice is linked to the receipt it settles, clears the accruals that receipt raised; it never moves stock, so raising a stock-moving invoice for the same delivery counts the stock twice. Capture the tax on one document of the pair only: the accrual is reversed on the total including tax while the receipt accrued the net, so the two accrual accounts reconcile exactly only for tax-free lines.

Overview

The Purchase Invoice No Stock In (Internal) applet records the supplier’s invoice for goods that were already booked into stock by a Purchase GRN Stock In. On FINAL it books the trade creditor and, when the invoice is linked to the GRN Stock In it settles, clears the Creditor Not Invoiced / Inventory Not Invoiced accruals that the GRN Stock In raised — it never creates an inventory transaction (quantity signum 0, amount signum −1). Finance or accounts-payable staff create it against a FINAL GRN Stock In (or a Purchase Order), and BigLedger can create it automatically from the GRN Stock In open queue.

It is the second document of one of the two receiving pairs on the purchase side:

The old framing of this applet as an invoice “for services and overheads” is wrong: nothing in the product restricts the items — any item type is accepted — but the journal is designed around a preceding GRN Stock In. An invoice for a service can be raised here, but the ordinary Purchase Invoice with a non-inventory item does the same without the accrual leg.

Where it fits

Modules: Purchasing and Financial Accounting.

Screens and menus

Menu items: Internal Purchase Invoice No Stock In (listing), Line Items (every line across documents), File Import, File Export.

Listing. Columns (each governed by a HIDE_* setting with a matching SHOW_* permission): Doc Short Code (PURINVNSI), E-Invoice Running No. and E-Invoice Date, Doc No (Tenant / Company / Branch), Branch, Transaction Date, Client Doc Type and Client Doc 1–5, the AR/AP amount columns (PNS, Settlement, Doc Open, Contra, Balance), Amount, the five External document numbers with their dates, Description, Document Links, Reference, Posting Status, Status, Currency. Toolbar: FINAL (multi-select, every row DRAFT), DISCARD (DRAFT rows), VOID (FINAL rows), SINGLE/MULTIPLE PRINT (needs PRINTABLE), and SELF-BILLED. DEFAULT_TRANSACTION_DATE, DEFAULT_POSTING_STATUS, DEFAULT_STATUS, SORT_ORDER and FUZZY_SEARCH_COLUMNS shape the initial query; the filter panel adds Supplier, Company, date ranges (transaction, created, updated, e-Invoice billing period, e-Invoice date, external document dates) and Order By.

Create form tabs: Main Details, Account, Line Items, Delivery Details, Payment, KO For, Department Hdr (the last four hide with HIDE_DELIVERY_DETAILS_TAB, HIDE_MAIN_PAYMENT_TAB, HIDE_KO_FOR_TAB, HIDE_DEPARTMENT_HDR_TAB). There is no intercompany Search tab in this applet. CREATE is enabled when Main Details is valid, a supplier is selected and at least one line exists.

Edit form tabs (order configurable in Default Selection): Search Document (TEMP documents only — Search Purchase Order, Search Purchase GRN, Search Purchase Invoice, which clones a FINAL document of this type), Main Details, E-Invoice, Account, Line Items, KO For (TEMP only), Delivery Details, ARAP, Payment, Department Hdr, Posting, TraceDocument, Contra, Doc Link, Attachment, Export. Buttons: currency switch (forex documents), FINAL, VOID, SAVE, DISCARD, and a CLONE menu entry; a two-click DELETE appears for non-FINAL documents when SHOW_DOCUMENT_DELETE_BUTTON is set for the applet. All tabs can render as vertical expansion panels (VERTICAL_ORIENTATION).

Line editor (Add / Edit Line Item): Item Details (Main Details, Delivery Instruction, Department, Doc Link, Delivery Details, Multi Discount, Related Documents), Serial Number / Batch Number / Bin Number (by the item’s sub-item type), Costing Details, Issue Link, Group Item. Pricing Details appears only when a line is opened from the Line Items menu, not from the invoice itself. The Lines tab offers Search Item (item types BASIC_ITEM, MADE_TO_ORDER, BUNDLE, NSTI, VOUCHER, ACCOUNT_CODE), a Landed Cost amount with ALLOCATE / CONFIRM, and KO sub-tabs per enabled flow row.

Settings menu (System Configuration): Application Settings, Default Selection, Printable Format Settings, Branch Settings; also Webhook, Feature Visibility, Release Notes, Applet Log and the permission screens (client-side permission, permission wizard, permission set, user / team / role permission, role pricing scheme link). Personalization: Default Selection and Sidebar.

Configuration

Before you can use it

• Company, branch and location in Organisation. Branch and Location are required on the header; Delivery Branch / Delivery Location default to them. No inventory transaction is created, so the location only travels to the journal and the knocked-off lines.
• Default GL codes for the company: CREDITOR (or CREDITOR_NON_TRADE, chosen by the supplier’s AR/AP type), PURCHASE for lines without their own GL code, INPUT_TAX when tax is captured, and — for every invoice that carries a knock-off link — CREDITOR_NOT_INVOICED and INVENTORY_NOT_INVOICED. Set them through Chart of Account and the company’s default GL mapping. Missing creditor, CREDITOR_NOT_INVOICED or INVENTORY_NOT_INVOICED codes make the journal job fail with MISSING_DEFAULT_GL_CODE: <code>; a missing PURCHASE / INPUT_TAX code silently drops the line and the job fails with TOTAL_DEBITS_AND_TOTAL_CREDITS_NOT_BALANCES.
• Knock Off Configuration for the company (Organisation → Company → Knock Off Configuration): an enabled LINE row INTERNAL_PURCHASE_GRN_STOCK_IN → INTERNAL_PURCHASE_INVOICE_NO_STOCK_IN so FINAL GRN Stock Ins are queued for this invoice and the Purchase GRN Stock In KO tab renders; the same row’s target posting status decides whether the auto-created invoice is DRAFT or FINAL (default FINAL). Rows for INTERNAL_PURCHASE_ORDER, INTERNAL_PURCHASE_GOODS_RECEIVED_NOTE, INTERNAL_PURCHASE_REQUISITION and INTERNAL_OUTBOUND_DELIVERY_ORDER enable the other KO tabs. Downstream rows (INTERNAL_PURCHASE_INVOICE_NO_STOCK_IN → …) decide whether FINAL opens the lines for a Purchase Return or a Payment Voucher.
• Suppliers in Supplier: the entity’s AR/AP type picks the creditor account.
• Items in Doc Item Maintenance — any item type is accepted; an item-company GL link with txn code PURCHASE overrides the company default for that item.
• Tax codes in Tax Configuration if input tax is captured on lines. Capture the tax on one document of the pair only (see Lifecycle).
• Running numbers for INTERNAL_PURCHASE_INVOICE_NO_STOCK_IN are assigned on FINAL.
• Server-side permissions: TNT_API_DOC_INTERNAL_PURCHASE_INVOICE_NO_STOCK_IN_CREATE / READ / UPDATE / DELETE_TGT_GUID plus …_DELIVERY_BRANCH_READ for documents whose delivery branch the user is not a member of. Marking a document self-billed additionally needs API_TNT_DM_ERP_MY_E_INVOICE_TO_IRB_UPDATE.

Applet settings

Where settings live:

Master settings are changed by OWNER / ADMIN users through the Settings menu or the gear’s master mode; personal mode on the gear and Personalization are open to every user. Defaults: every toggle below is off / empty unless the row says otherwise — an absent key counts as “not hidden”. A fresh tenant therefore sees every field until Application Settings is saved once.

The table lists the keys the applet actually reads.

Available only through a gear: DISABLE_ITEM_LISTING, ENABLE_DRAFT_LOCK_SERIAL_NUMBER_CHECKING, HIDE_PRICING_DETAILS, SHOW_ITEM_STOCK_BALANCE, HIDE_LINE_ITEM_PRICING (Lines-tab price columns, paired with the INTERNAL_PURCHASE_INVOICE_NO_STOCK_IN_DISPLAY_PRICING permission), SHOW_GL_DIMENSION / SEGMENT / PROFIT_CENTER / PROJECT.

Honoured by the applet but offered on no settings screen or gear (ask support to set them): DEFAULT_DECIMAL_STEP (derived from the precision), HIDE_E_INVOICE_TAB, HIDE_SUPPLIER_CODE, HIDE_EMAIL, HIDE_PHONE_NUMBER, HIDE_SIC_CODE_AND_BUSINESS_ACTIVITY_DESCRIPTION (all on the inline supplier edit), HIDE_MAIN_DETAILS_INVOICE, HIDE_MAIN_DETAILS_EXTERNAL_DOC_1_DATE, and the six MANDATORY_* keys the form actually applies (MANDATORY_REFERENCE, MANDATORY_INVOICE, MANDATORY_SEGMENT, MANDATORY_DIMENSION, MANDATORY_PROFIT_CENTER, MANDATORY_PROJECT).

Shown on a settings screen but never read (saved and ignored): the eight knock-off by / for switches (their Knock Off Settings screen has no menu entry and opens only from its address, and it also saves Automatically Scan Item To The Listing and Validate Serial Numbers, which nothing reads either), Allow different payee than selected entity (honoured by the Payment Voucher and Purchase Invoice), the two Copy From Configuration toggles (commented out of the template, so not even shown), ENABLE_BRANCH_FILTER, ENABLE_IMPORT_EXPORT, EXPAND_DELIVERY_TRIPS, EXPAND_SETTLEMENT, HIDE_SETTLEMENT_TAB, HIDE_SST_VAT_GST_AMOUNT, HIDE_CREATED_DATE, HIDE_UPDATED_DATE, and the card / batch HIDE_* / MANDATORY_* keys of the payment panel.

Document behaviour settings

• Posting is not configurable in the applet: FINAL is fixed at quantity 0 / amount −1 (see Lifecycle). Stock-balance checks apply to stock-moving lines only, so none run for this document.
• Serial and batch numbers before FINAL: the edit form disables FINAL while a serialised line has an invalid serial or a batch line’s batch quantities do not add up to the line quantity; the listing FINAL refuses a row only when a serialised line has no serial numbers at all. These are form-side checks: on the server, neither the serial count nor whether the serials exist is checked for this document type, because its lines move no stock and the applet asks for no serial validation.
• Serials already received on the GRN Stock In come back invalid here. When this applet checks a serial number on a line, it asks whether the serial is already in stock anywhere in the company, and marks it invalid if it is (Serial Number already exist in location …), whatever the settings. A serial received by the Purchase GRN Stock In is in stock, so keying or scanning it on this invoice is refused in that way, and the edit form keeps FINAL greyed out while the line holds it.
• Status flow options: HIDE_GENDOC_* hide FINAL / VOID / DISCARD; SHOW_DOCUMENT_DELETE_BUTTON set for the applet exposes DELETE. There is no FINAL → DRAFT button in this applet (the seeded HIDE_DRAFT_BUTTON permission is never checked).
• Transaction date: the Transaction Date Logic setting on Default Selection is read by nothing here; the date on the form is the date that is finalised.
• Printables: Jasper templates from Printable Format Settings; default from Branch Settings → Printable Format, else PRINTABLE. Export offers EXPORT AS PDF only (CSV / DOCX / ZIP are disabled placeholders). The seeded PRINTABLE_FORMAT_WITH_NO_PRICE permission is not checked by this applet.
• e-Invoice (self-billed): the listing’s SELF-BILLED action marks the selected documents self-billed, removes them from the purchase-matching queue and queues them for submission; the E-Invoice tab shows Submission, Progress, Notification, Cancellation and Matched History panels, and the edit form hides VOID once e-Invoice is enabled for the document. However, the submission pipeline handles only the ordinary Purchase Invoice, Self-Billed Invoice, Debit Note, Credit Note and Refund Note types — not this one — so a document marked self-billed here does not reach LHDN as a self-billed invoice. A change to add it is open. Use the ordinary Purchase Invoice for self-billed submissions today.
• Workflow / approval: none wired. Intercompany: not available in this applet; intercompany conversion from a sales invoice creates an ordinary Purchase Invoice, not this type.
• File Import: CSV only, PIPE or COMMA delimiter, template Purchase_Invoice_Master_Data_Template.csv; the Checking tab lists per-line validation errors (for example BRANCH_VALIDATE_ERROR when the branch code is not the tenant’s). File Export generates a CSV for a transaction-date range asynchronously.

Feature visibility / permissions

Client-side permissions the applet checks: SHOW_GENDOC_FINAL / VOID / DISCARD_BUTTON (re-show the hidden buttons on the edit form), SHOW_DOC_NO_TENANT / COMPANY / BRANCH, SHOW_CLIENT_DOC_TYPE, SHOW_CLIENT_DOC_1…5, SHOW_TRANSACTION_DATE, the line price / quantity / tax columns (SHOW_UNIT_PRICE_*, SHOW_UNIT_DISCOUNT*, SHOW_AMOUNT_*, SHOW_DISCOUNT_AMOUNT_EXCL_TAX, SHOW_QTY_BASE / UOM, SHOW_UOM_TO_BASE_RATIO, SHOW_TAX_CONFIG_SELECTION, SHOW_WHT_CONFIG_SELECTION, SHOW_LAST_PURCHASE_PRICE, SHOW_COSTING_DETAILS), SHOW_INTERCOMPANY_PI_SCREEN, HIDE_PRICE, and INTERNAL_PURCHASE_INVOICE_NO_STOCK_IN_DISPLAY_PRICING (unit price, tax, discount, amount and landed-cost columns on the Lines tab and the Line Items listing; OWNER / ADMIN rank passes automatically).

Offered in the Permission Set screen but never checked: SHOW_FINAL_BUTTON, SHOW_SAVE_BUTTON, SHOW_PRINT_BUTTON, SHOW_CLOSE_BUTTON, SHOW_SEND_EMAIL_BUTTON, HIDE_DRAFT_BUTTON, HIDE_EMAIL_PAYMENT_URL_BUTTON, HIDE_CUSTOM_DOC_NO, HIDE_DELIVERY_LOCATION, HIDE_FOREX_DATA_SOURCE, EDIT_CURRENCY_RATE, DISABLE_EMPLOYEE_LOGIN_AUTO_DETECTION, REQUIRE_VALIDITY_DATE, SHOW_VALIDITY_DATE, SHOW_REASON, SHOW_SOURCE_DOC_NO, SHOW_BASE_CURRENCY, SHOW_CURRENCY, SHOW_CREDIT_LIMIT, SHOW_CREDIT_TERMS, SHOW_CREATED_BY_DETAILS, SHOW_DELIVERY_BRANCH, SHOW_LOCATION, SHOW_REFERENCE, SHOW_REMARKS, SHOW_EXTERNAL_REMARKS, SHOW_DISABLE_EDITING_AMOUNT_TXN_SETTING, IPI_HIDE_TRACKING_ID_AND_PERMIT_NO. Checked but not offered in the Permission Set screen: SHOW_GENDOC_SAVE_BUTTON, SHOW_LISTING_BRANCH, SHOW_AMOUNT_MAIN_LISTING, SHOW_ARAP_PNS / SETTLEMENT / DOC_OPEN / CONTRA / BAL, SHOW_EINVOICE_NUMBER / DATE, SHOW_DESCRIPTION, SHOW_DOCUMENT_LINKS, SHOW_QUOTATION / ORDER / DELIVERY_ORDER / INVOICE / OTHERS, SHOW_FILE_IMPORT_MENU, SHOW_FILE_EXPORT_MENU, SHOW_SERIAL_NUMBER, SHOW_GL_DIMENSION / SEGMENT / PROFIT_CENTER / PROJECT, SHOW_INTERCOMPANY_TAB, ALLOW_TO_CREATE_EDIT_ACCOUNT, ALLOW_LINE_ITEM_EDIT — until they are added there, a tenant-wide hide of those items cannot be reopened per role, and inline supplier creation from the Account tab is unavailable.

Feature Visibility and Webhook are the standard screens; the applet adds nothing to them.

Fields

Main Details

Account

Lines

The line editor also has Delivery Details, Issue Link, Doc Link, Multi Discount and Related Documents tabs; the header’s Delivery Details tab (below) fills the line delivery fields for every line at once.

Delivery Details, Payment, Contra, KO For

Lifecycle and effects

Statuses: DRAFT (new documents; SAVE keeps them here) → FINAL → VOID. DRAFT documents can be DISCARDED (listing or edit form, confirmation dialog). A second FINAL is refused with “Generic Document has already been posted to FINAL”. VOID is refused by the applet when an active RETURN link to an INTERNAL_PURCHASE_RETURN exists (“The invoice has already been linked with a purchase return”, client-side toast) or when e-Invoice is enabled for the document; the server refuses VOID when any downstream document has knocked this one off. DELETE (edit form, non-FINAL only, two clicks) is guarded on the form only. Search Purchase Invoice clones a FINAL PI No Stock In into a new document, optionally with attachments.

Posting proof block:

What FINAL actually does:

1. Apply the transaction-date logic, then validate: forex rate check; at most a serial repeated within the document (the serial-count and batch-quantity checks are skipped for this type, whose lines move no stock); bin checks; a refusal when the transaction date is inside a LOCK_ALL / LOCK_TXN period. Serial existence and stock-balance checks are skipped for zero-signum lines.
2. Update the header, assign running numbers, stamp the finalised date.
3. Start the posting run, which applies the company’s posting include / exclude list and fans out to the journal, open-queue, tax, ARAP and webhook postings. The inventory posting finds no movement lines.

Tax on the pair. The accrual-reversal leg uses the invoice’s total including tax, while the GRN Stock In debited INVENTORY_NOT_INVOICED for the net only and INPUT_TAX for the tax. Capturing tax on both documents therefore debits input tax twice and leaves INVENTORY_NOT_INVOICED with a credit residual equal to the tax; capturing it only on the invoice leaves the same residual on the accrual accounts. The accounts reconcile exactly only for tax-free lines. Reconcile Creditor Not Invoiced against Inventory Not Invoiced monthly until this is changed.

A landed cost entered here stays on the invoice. ALLOCATE splits the amount you type across the lines on screen (by quantity, by transaction amount, or equally), and nothing is saved until CONFIRM. CONFIRM stores each line’s share, and that share divided by the line’s quantity, on the invoice line, and runs the landed-cost job at once. That job works through the stock movement the same line wrote, and a line of this document writes none, so on this invoice it stops there: the moving average does not move (it is built from the stock documents’ transaction amounts, never from a landed amount), the Landed Cost MA figures on the item’s Costings tab do not move, the GRN Stock In’s movement is untouched, and no journal is posted. What you owe is unchanged too: the freight bill itself reaches your books through the account its own line posts to. If the goods’ cost should carry the freight, that is a Reset MA after review. On the ordinary Purchase Invoice, whose lines do move stock, the same CONFIRM copies each share onto the line’s movement and recalculates the separate landed-cost figures, but only if that movement already exists when you press it, and the moving average is left alone there as well.

Related applets

• Purchase GRN Stock In (Internal) — the receipt this invoice settles; its FINAL raised the accrual this document reverses.
• Purchase GRN (Internal) and Purchase Invoice (Internal) — the other receiving pair; never mix pairs for the same delivery.
• Purchase Order (Internal), Purchase Requisition (Internal), Supplier Delivery Order — other knock-off sources; a link from any of them also triggers the accrual-reversal journal leg.
• Purchase Return (Internal) — returns goods and debits the supplier; an active return link blocks VOID here.
• Purchase Credit Note (Internal), Purchase Debit Note (Internal), Payment Voucher (Internal) — adjust and settle the creditor balance shown on the ARAP tab.
• Purchase Invoice Supplier Access (Internal) — supplier-facing view.
• MY e-Invoice Admin — where self-billed submissions are monitored; this document type is not yet in the pipeline.
• Supplier, Organisation, Chart of Account, Doc Item Maintenance, Tax Configuration — master data and default GL codes the posting depends on.

Troubleshooting

Related documentation

• Purchasing module and Financial Accounting module
• Purchase GRN Stock In (Internal) — the receipt leg of this pair
• Standard procurement workflow and Direct GRN workflow — where the GRN Stock In → PI No Stock In pair sits in the PO → receipt → invoice flow