How Do I Change the Sub-Account of a Purchase Invoice?
When Stock Requisitions for Purchase Invoices is not enabled and the invoice is saved as Received, the system records the entry directly between the warehouse account and the supplier. And the warehouse account carries the name of the warehouse itself, so if the warehouse is named Raw Materials the entry appears on an account with this name. In this case the debit account for stock products cannot be changed from the invoice.
| Stock Requisitions for Purchase Invoices Not Enabled | Stock Requisitions for Purchase Invoices Enabled | |
|---|---|---|
| The invoice entry | Debit: the warehouse account (such as Raw Materials) / Credit: the supplier. | Debit: Purchases or the account you choose / Credit: the supplier. |
| Adding the quantity to stock | As soon as the invoice is saved as received. | When the stock requisition that the invoice creates is confirmed. |
| Changing the invoice account | Not available for stock products. | Available for all invoices, or for each invoice, or for each line. |
Step 1: Enable Stock Requisitions for Purchase Invoices
- Open Inventory & Products Settings, and from the Stock Requisitions section enable Stock Requisitions for Purchase Invoices. You can also enable it from the purchase invoice settings in the Stock Availability and Validity Restrictions section.
- Save the settings.
🛈
Note: After enabling, the Received option disappears from the purchase invoice, and the quantity isn’t added to stock until the stock requisition is confirmed from Stock Requisitions.
Step 2: Choose the Purchase Invoice Entry Account
| The Level | From Where | What to Do |
|---|---|---|
| For all invoices | Purchases Account Routing | In Routing Type (Purchases) choose Automatic Assignment, then specify the account in Main Account (Purchases) and save. |
| For each invoice | Purchases Account Routing | Choose Specify per Each, so the Account field appears in the purchase invoice for you to choose the account when creating each invoice. |
| For each line | General Accounting Settings | From Journal Account Assignment enable Purchase Invoices in Assign Accounts at the Line Level by Transaction Type, so the Account column appears next to each line. |
What Happens in the Entries After Activation?
Example: a purchase invoice of raw materials for 1,000 without tax for a warehouse named Raw Materials.
The invoice entry when saved:
| Account | Debit | Credit |
|---|---|---|
| Purchases (or the chosen account) | 1,000.00 | |
| The supplier | 1,000.00 | |
| Total | 1,000.00 | 1,000.00 |
The stock requisition entry when receipt is confirmed:
| Account | Debit | Credit |
|---|---|---|
| Raw Materials (the warehouse account) | 1,000.00 | |
| Purchases (or the chosen account) | 1,000.00 | |
| Total | 1,000.00 | 1,000.00 |
🛈
Note: For stock products, the purchases account or the chosen account works as an intermediary account that is closed after the requisition is confirmed, and the final effect stays between the warehouse and the supplier. As for services and products that aren’t tracked in stock, the amount stays on the chosen account.
I Want to Change the Inventory Account Itself Instead of Raw Materials
The inventory account is linked to the warehouse and not to the invoice. To change it, open Inventory Accounts Routing, and choose Specify per Each for the warehouses, then edit the warehouse and choose the required account. This applies to all the movements of this warehouse.
Notes
- Account routing requires the permission to edit general settings.
- Choosing Cancel Accounts in the purchases routing stops creating the purchase invoice entry entirely.
- The setting applies to new invoices. The previous invoices keep their entries as they are.