Purchase Invoice No Stock In (Internal) Applet

Purpose and Overview

The Purchase Invoice No Stock In Applet enables your finance and procurement teams to record and process purchase invoices for purchases that do not involve physical stock movement. Whether it’s a service contract, rental, professional fee, utility bill, or any other non-inventory expense, this applet ensures accurate accounts payable recording without creating erroneous stock entries.

Applet Value & Benefits

Who Benefits from This Applet?

Finance & Accounts Payable Teams:

• Record supplier invoices for services and overhead costs instantly
• Maintain a clean accounts payable ledger without phantom stock entries
• Automate GL posting to the correct cost accounts
• Manage multi-currency invoices with built-in exchange rate handling

Procurement & Operations Teams:

• Submit non-inventory purchase invoices for approval
• Link invoices back to purchase orders for 3-way matching on services
• Track recurring service costs (e.g. monthly retainer, SaaS subscriptions)
• Attach supporting documents (contracts, statements of work) directly on the invoice

Management & Approvers:

• Gain full visibility into non-inventory spend by supplier, department, or cost center
• Enforce approval workflows before any liability is posted to the books
• Monitor overhead spending against budget in real time
• Drill into invoice lines for granular cost analysis

External Auditors & Compliance:

• Complete audit trail from invoice creation to GL posting
• Tax (SST/GST/VAT) computation recorded per line
• Supporting attachments stored alongside each invoice

What Problems Does This Solve?

The Non-Inventory Invoice Problem:

Many ERP systems force every purchase invoice through a goods receipt process, causing issues for service-based or overhead purchases:

• Stock modules report phantom stock movements for services
• Finance teams create workarounds that break audit trails
• Service invoices are delayed waiting for a GRN that will never exist
• Cost allocation to correct departments is manual and error-prone

The Purchase Invoice No Stock In Solution:

• Straight-through processing — Post service invoices directly to the AP ledger without a GRN
• Flexible cost allocation — Allocate costs to departments, profit centers, and projects on each line
• Tax-ready — Compute SST, GST, or VAT per line automatically
• PO-linked or standalone — Reference a purchase order or record as a standalone invoice
• Full approval workflow — Route invoices through configurable multi-level approval before posting
• Document attachments — Store contracts, delivery confirmations, or statements directly on the invoice

Key Features Overview

Key Concepts

Understanding the Invoice Framework

Every purchase invoice processed through this applet must address three fundamental aspects:

Invoice Hierarchy Structure

Organisation
│
├── Supplier ──→ WHO is billing you?
│   │
│   └── Purchase Invoice (No Stock In) ──→ WHAT is being charged?
│       │
│       ├── Invoice Header ──→ Date, currency, credit terms, reference
│       │
│       └── Invoice Lines ──→ Service description, amount, tax, GL account
│           │
│           └── Cost Allocation ──→ Department, Profit Center, Project
│
└── Approval Workflow ──→ HOW it gets authorised and posted
    │
    └── GL Posting ──→ AP ledger + Cost account + Tax account

Key Distinction: With vs. Without Stock In

Quick Start Guide

Get up and running quickly with these essential workflows.

For Finance: Create Your First Invoice

Goal: Record a service invoice from a supplier in 5 steps.

1. Navigate: Go to Purchase Invoice (No Stock In) from the sidebar
2. Create Header: Click "+" → Fill in:
   • Supplier: Select your vendor (e.g., “Acme Consulting Sdn Bhd”)
   • Transaction Date: Date on the supplier’s invoice
   • Credit Terms: Net 30, Net 60, or as agreed
   • Reference No: The supplier’s invoice number (for reconciliation)
   • Currency: MYR or foreign currency (system will apply exchange rate)
   • Branch / Location: Your company branch receiving the service
3. Add Lines: Click “Add Line” for each expense:
   • Description: What the service is (e.g., “Monthly SaaS Subscription – April”)
   • Account: GL cost account (e.g., “IT Expenses”)
   • Quantity & Unit Price: e.g., 1 × RM 2,500
   • Tax Code: Select SST/GST/VAT code if applicable
   • Department / Profit Center / Project: Cost allocation
4. Attach Supporting Docs: Upload the supplier’s invoice PDF or any contract
5. Verify Tax & Totals: Ensure the calculated tax amount matches the physical supplier invoice.
6. Submit / Finalize: Save the invoice to finalize it and automatically post to the AP ledger.

What happens next? Your approver receives a notification. Upon approval, the invoice is posted to the AP ledger and cost accounts automatically.

For Operations: Import Invoices via File

Goal: Bulk create multiple invoices without manual entry.

1. Navigate: Go to File Import from the sidebar
2. Download Template: Click to download the standard import CSV/Excel template
3. Prepare Data:
   • Fill in Supplier, Date, Reference No, Currency, Branch
   • Add line item details (Description, Amount, Tax, GL Account)
4. Upload: Select your completed file and click Upload
5. Verify: The system will validate the file. Check for any errors (e.g., missing mandatory fields or invalid GL accounts).
6. Process: Once validated, click Process Import to create the invoices.

Going on leave? Ensure another team member has permission to run imports by checking Settings > Permissions.

For Admins: Initial System Setup

Goal: Configure the applet before Finance starts processing invoices.

Step 1: Knock Off Settings (Settings > Knock Off Settings)

• Configure auto knock-off preferences for how invoices match and settle against payments or credit notes

Step 2: Default Selections (Settings > Default Selection)

• Pre-fill Branch, Location, and Currency to speed up data entry

Step 3: Field Settings (Settings > Field Settings)

• Make required fields mandatory (e.g., Reference No, Cost Account)
• Hide fields irrelevant to your business (e.g., Permit No)

Step 4: Tax Configuration

• Ensure SST/GST/VAT tax codes are set up in master data
• Map tax codes to the correct tax GL accounts

Step 5: Permissions (Settings > Permissions)

• Assign create/edit rights to Finance team
• Assign approval rights to managers and HODs
• Restrict GL account access by role if needed

Step 6: Printable Format (Settings > Printable Format Settings)

• Configure the invoice print layout for internal voucher printing

Step 7: Test

• Create a test invoice, approve it, and verify the GL posting is correct

Invoice Listing

The main landing view shows all non-stock purchase invoices your user has access to, with server-side pagination and advanced search.

Typical columns:

• Invoice No
• Supplier Name
• Transaction Date
• Total Amount
• Currency
• Posting Status (Draft / Submitted / Approved / Posted / Void)
• Created By
• Updated Date

Advanced search criteria: Supplier, Branch, Date range (Transaction Date, Created Date), Posting Status, Reference No, Amount range, GL Dimension, Profit Center, Project.

Line Item Management

Each invoice can have multiple lines. Each line captures:

Document Attachments

Supporting documents can be attached directly to each invoice:

• PDF invoices from the supplier
• Contracts or SOWs for service-based purchases
• Email approvals or correspondence
• Delivery confirmations (proof of service rendered)

Navigate to the Attachments tab on any invoice to upload or view files. Each attachment is logged with the uploader’s name and timestamp for audit purposes.

GL Posting & Tax

Upon invoice approval, the system automatically generates the following accounting entries:

DR  Cost Account (e.g., IT Expenses)         RM 3,500.00
DR  Tax Account (Input Tax / Claimable SST)     RM 210.00
    CR  AP Control Account (Supplier Payable)           RM 3,710.00

• Multi-currency: Foreign currency invoices are converted using the rate on the transaction date. Exchange gain/loss is posted automatically upon payment.
• Tax compliance: Each tax code maps to a dedicated input tax GL account, ensuring SST/GST returns are accurate.
• Posting status: Invoices remain in Draft or Submitted until approved. Only approved invoices generate GL entries.

Configuration & Settings

Access Settings from the sidebar to configure applet behaviour.

Default Selection (Settings > Default Selection)

• Branch: Default branch pre-filled when creating a new invoice
• Location: Default location
• Currency: Default currency (e.g., MYR)

Field Settings (Settings > Field Settings)

Control which fields are mandatory, optional, or hidden for your users. For example:

• Make Reference No mandatory to ensure supplier invoice numbers are always recorded
• Hide Permit No if not relevant to your business

Branch Settings (Settings > Branch Settings)

Manage specific branch rules or branch-specific visibility for invoices.

Knock Off Settings (Settings > Knock Off Settings)

Configure how credit matching and settlement occurs when applying payments or credit notes against these invoices.

Printable Format Settings (Settings > Printable Format Settings)

Define the layout and fields for printed or exported payment vouchers and invoice documents.

Feature Visibility (Settings > Feature Visibility)

Control which features are accessible to which user roles. For example, restrict the ability to void posted invoices to Finance Managers only.

Permissions (Settings > Permissions)

• Client-Side Permission Listing — Configure component-level visibility
• Permission Wizard Listing — Fast role permission assignments
• Permission Set Listing — Define role-based permission sets
• User / Team / Role Permission Listing — Assign permissions at the user, team, or role level

Applet Log & Release Notes (Settings > Applet Log / Release Notes)

View system logs of automated actions, application state changes, and version release notes directly from your workspace.

Webhook (Settings > Webhook)

Configure outbound webhooks to notify external systems (e.g., ERP, expense management) on invoice events such as creation, approval, or posting.

Personalization

Default Selection (Personalization > Default Selection)

Individual users can set their own preferred Branch, Location, and Currency so they don’t need to re-select them on every new invoice.

Sidebar (Personalization > Sidebar)

Reorder or hide sidebar items to match your preferred workflow.

Reporting & Audit

Invoice Report

View a summary of all invoices by supplier, date range, status, or cost account — useful for month-end AP reconciliation.

Line Report

Drill into individual invoice lines across all invoices. Filter by:

• GL Account (e.g., “show all IT expenses”)
• Supplier
• Date range
• Department / Profit Center / Project

Export to Excel for further analysis or sharing with management.

Audit Trail

Every action on an invoice is logged:

• Date & time of creation, edit, submission, approval/rejection
• User who performed each action
• Before/after values for any field changes

This ensures full traceability for internal audits and external compliance reviews.

FAQ

Q: When should I use this applet instead of the standard Purchase Invoice? A: Use this applet whenever the purchase does not involve receiving physical stock into your warehouse. Common examples: professional fees, SaaS subscriptions, utilities, rent, insurance, advertising, and training. If physical goods are involved, use the standard Purchase Invoice (with GRN) instead.

Q: Can I link a non-stock invoice to a Purchase Order? A: Yes. In the invoice header, use the Doc Link or Reference field to reference the originating Purchase Order. This maintains a full procurement paper trail even for service purchases and supports 2-way matching (PO vs. Invoice).

Q: What happens if I entered the wrong GL account after the invoice is posted? A: Posted invoices cannot be edited directly. You will need to raise a Purchase Credit Note to reverse the incorrect entry, then create a new invoice with the correct GL account. Contact your Finance Manager if you are unsure of the process.

Q: Can one invoice have multiple currencies? A: No. Each invoice is in a single currency (set at the header level). If a supplier bills you in multiple currencies in the same invoice, split it into separate invoices per currency.

Q: How do I handle recurring monthly service invoices (e.g., monthly office rental)? A: You can use the Copy Invoice function to duplicate last month’s invoice, update the date and reference number, and submit for approval. This avoids re-entering the same line items each month.

Q: Where can I see all invoices pending payment? A: Use the Invoice Listing with a filter on Posting Status = Approved / Posted and Payment Status = Unpaid. This gives you the AP aging view for cash flow planning.

Q: Can I attach multiple files to a single invoice? A: Yes. The Attachments tab supports multiple file uploads per invoice. There is no strict file count limit, though large files should be compressed before uploading to maintain system performance.

Q: Who can void a posted invoice? A: Voiding a posted invoice requires permission that is typically restricted to Finance Managers or System Admins. This action is logged in the audit trail with the reason for voiding.