Purchase Invoice Layouts and Purchase Documents

Purchase invoice layouts control how the printed documents and PDF files of the purchase cycle look: purchase invoices, purchase refunds, debit and credit notes, purchase quotations, and purchase orders. This article explains how to create a layout, set it as the default for each document, edit its sections, and add data to it such as the supplier balance.

Table of Contents

• Opening Purchase Invoice Layouts
• Creating a New Layout
• Setting the Default Layout for Each Document
• Layout Editor Sections
• Purchase Placeholders
• Choosing a Layout for a Single Document
• Important Rules
• FAQs

Opening Purchase Invoice Layouts

1. Open Purchase Invoice Settings.
2. Click Purchase Invoice Layouts.
3. The list of current layouts appears. From it, you can create a New Layout or Import Layout, or click Edit next to any layout.

Creating a New Layout

1. From the layouts list, click New Layout.
2. Choose one of the ready-made templates as a starting point.
3. Edit the layout sections from the side menu, as in the Layout Editor Sections section.
4. Click Save.

Setting the Default Layout for Each Document

The same layout can be the default for one or more documents. Enable the required option in the layout settings under Template Details, then save:

Option	The document printed with the layout automatically
Set this layout as default for purchase invoices	Purchase invoices
Set this layout as default for purchase refund	Purchase refunds
Set this layout as default for Debit Note	Purchase debit notes
Set this layout as default for Credit Note	Purchase credit notes
Set this layout as default for purchase quotations	Purchase quotations
Set this layout as default for purchase orders	Purchase orders

Layout Editor Sections

When you open the layout for editing, the sections appear in the side menu. Click a section, edit its content, then click Save inside the section, and finally Save at the bottom of the page.

Section	What it controls
Template Details	The layout name, general options, and default layout options.
Logo	Your business logo at the top of the document.
Business info	Your business data: business name, address, phone, and registration details.
Supplier info	The supplier data shown in the document; you can add the supplier balance here.
Shipping info	The shipping data in the document.
Item Columns	The items table columns and their labels, such as Always Show Tax Value and Always Show Tax Percent.
Custom Fields	Showing custom fields in the document.
Labels	Changing the labels of the fixed headings in the document.
Header	The page header that repeats at the top of every page.
Footer	The page footer that repeats at the bottom of every page.
Style	The fonts, colors, and formatting of the document.
Notes	The notes text at the bottom of the document, which is different from the footer.

Purchase Placeholders

Placeholders are replaced with the actual values when printing. Add them in any text section, such as Supplier info or Notes, by clicking them in the placeholders list or by typing them as they are.

Placeholder	Shows
{%supplier_business_name%}	The supplier business name
{%supplier_name%}	The supplier name
{%supplier_address%} {%supplier_city%} {%supplier_country%}	The supplier address, city, and country
{%purchaseorders_no%}	The purchase invoice number
{%purchaseorders_date%}	The purchase invoice date
{%purchaseorders_total%}	The purchase invoice total
{%ware_house%}	The warehouse
{%extra_details.supplier_balance%}	The supplier balance before this invoice
{%purchase_order_advanced_supplier_balance%}	The supplier balance after adding the remaining amount of this invoice (the remaining amount is subtracted in the refund and the credit note)

Choosing a Layout for a Single Document

When creating or editing a purchase invoice, the Purchase Invoice Layout list appears, and its first option is Default Purchase Invoice Layout. Choose another layout from the list if you want to print this document alone with a different layout. In the refund, the list appears as Purchase Refund Layout.

Important Rules

• Changes to a layout appear in all documents that use it, including old documents when you reprint them.
• Layouts are specific to each branch when the Branches app is enabled; edit the layout of each branch separately.
• Shipping data is a fixed part of purchase layouts, and there is no option to hide it as in sales layouts.
• Purchase layouts are separate from Invoice/Estimate Layouts; editing one does not affect the other.

FAQs

How do I show the supplier balance in the purchase invoice?

1. Open Purchase Invoice Layouts and click Edit on the layout in use.
2. From the side menu, click Supplier info.
3. Add the line: Supplier Balance: {%extra_details.supplier_balance%}, or use {%purchase_order_advanced_supplier_balance%} to show the balance after the invoice.
4. Save the section, then save the layout, and print an invoice to check.

How do I show the tax value for each item when printing the purchase invoice?

Open the layout → Item Columns, and enable Always Show Tax Value. You can also enable Always Show Tax Percent, then save.

How do I edit the header and footer of the purchase invoice?

Open the layout, and click Header to edit the top of the page and Footer to edit its bottom, then save.

How do I give purchase refunds or purchase orders a different layout?

Create a new layout, and enable the option for the document under Template Details, such as Set this layout as default for purchase refund. See the Setting the Default Layout for Each Document section.

How do I always show the paid and remaining amounts in the purchase invoice?

Under Template Details, enable Always show “Paid Amount” and “Balance Due”, then save. Without this option, the two lines do not appear if nothing has been paid on the invoice or if it is fully paid.

I edited the layout and the purchase invoice look did not change. Why?

The invoice is most likely printed with another layout. Check the layout selected in the Purchase Invoice Layout list inside the invoice, or the default layout for purchase invoices, and make sure you edited the layout of the correct branch.