Issuing a Purchase Transaction

Introduction

A purchase transaction represents an invoice received by your company from a supplier for goods or services. Unlike sales transactions, where your company is the seller, a purchase transaction positions your company as the buyer. This requires accurate recording of supplier details, itemized costs, and invoice validation to ensure seamless processing and compliance with MyInvois and Peppol standards.

For this guide, we will use the Internal Purchase GRN (Goods Received Note) Applet to illustrate the purchase transaction workflow. Other purchase-related document types follow a similar structure with slight variations in configuration.

Before proceeding, ensure that:

• Company and branch details are correctly configured in the Organization Applet.

• Supplier profiles have been created in the Supplier Maintenance Applet.

• Items and pricing details are set up in the Doc Item Maintenance Applet.

• Tax details and compliance settings are correctly entered for supplier transactions.

Accessing the Internal Purchase GRN Applet

To begin creating a new purchase transaction, navigate to the Purchase GRN Listing Page and select the option to create a new document. This will open a transaction form where users must input all required details before proceeding with submission.

Creating a New Purchase Document

The workflow for purchase transactions follows a structure similar to that of a Sales Invoice. However, handling purchase documents introduces several key differences that users must consider.

In the Account Tab, the Entity ID field represents a supplier rather than a customer. Since this is a purchase document, the system automatically populates this field based on the selected supplier profile. This ensures that all supplier details, including tax information and payment terms, are correctly mapped to the purchase invoice.

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Using Knock-Off (KO) in Internal Purchase Transactions

The KO (Knock-Off) feature is commonly used during internal purchase transactions. It allows for the automatic population of key transaction details based on predefined settings, reducing manual data entry errors.

Key considerations when using KO:

• The KO feature is configured in the Organization Applet and may be enabled or disabled based on operational requirements.

• The KO tab is only visible when creating a new transaction. It cannot be accessed while editing a draft document from the listing view.

• When a KO document is selected, the system automatically populates the Main Details, Account, and Lines tabs with relevant transaction data, and the document is created in draft status.

While KO helps streamline purchase transactions, some compulsory fields may still require manual updates. For example, in the Main Details Tab, fields such as Invoice Number may need to be entered manually if they are configured as mandatory fields in the applet settings.

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Although Branch and Company details are auto-filled, other fields may require manual input based on applet configurations. Ensuring the correct data is entered before proceeding is essential for accurate financial reporting and compliance.

aving and Finalizing the Purchase Transaction

Once all mandatory fields have been completed and reviewed, users must save and finalize the purchase document. The process follows the same steps as finalizing a sales invoice:

1. Save the draft document to ensure that all entered data is stored.

2. Review the document for accuracy, making any necessary updates.

3. Finalize the document to confirm the transaction and prevent further edits.

Ensuring Compliance and Accuracy

Processing purchase transactions correctly is essential for regulatory compliance, accurate financial reporting, and supplier relationship management. The structured workflow ensures that all necessary details—such as supplier information, tax calculations, and payment terms—are correctly documented, preventing validation errors.

By following this process, businesses can effectively manage purchase invoices, reduce manual errors, and ensure compliance with e-invoicing regulations. The system’s automation features enhance efficiency by minimizing manual data entry while ensuring seamless integration with MyInvois and Peppol standards.

Next Step: Self-Billed Workflow

With purchase transactions fully configured, the next step is to understand Self-Billed Workflow , which applies when invoices are generated on behalf of the supplier. This process ensures that self-billed invoices are accurately recorded, validated, and submitted to MyInvois while maintaining compliance with LHDN and Peppol regulations.