This article walks you through creating and finalising a Vendor Invoice (VI) in Blackpurl. The Vendor Invoice is the step where you match your received goods to the supplier's invoice, correct any cost variances, and post the invoice to your accounts.
This step is part of the Vendor Order / Vendor Receiving / Vendor Invoice (VO / VR / VI) process — for a full overview, see Vendor Order / Vendor Receiving / Vendor Invoice (VO / VR / VI) Explained.
You can also complete the Vendor Receiving and Vendor Invoice together in a single workflow — see Process a Vendor Receiving and Vendor Invoice Together for details.
How to Create a Vendor Invoice
Follow the steps below to create and finalise a Vendor Invoice in Blackpurl.
1. Go to Ordering > Vendor Invoicing > Invoice from the Blackpurl header.
2. The Select a Vendor window opens. Type a search keyword to find your vendor — the system lists matching results as you type. Click your vendor's name to select it.
TIP: To add a new vendor, click Create Vendor and follow the prompts to set up the new vendor record.
After selecting your vendor, Blackpurl automatically opens the Vendor Invoicing screen and populates it with the vendor's details.
3. Enter the Invoice number and the Invoice Date — both are required fields.
4. The screen lists any unmatched packing slips. Check the checkbox next to the packing slip you are matching this Vendor Invoice to.
5. Once a packing slip is selected, all items on that packing slip appear in the Invoicing section. This is where you correct any variances between what was received and what the vendor has charged.
To correct a line item, click the item in the ITEM/DISC column to open it, then update the relevant field — for example, the Cost. Repeat this for every line item that has a variance.
Important: The total on the Blackpurl Vendor Invoice must equal the total on the hard-copy Vendor Invoice you are processing.
Adding Other Charges
If your vendor invoice includes freight or rounding amounts that need to be accounted for, you can add these to the Other Charges section of the Vendor Invoice.
The fee must already exist in Blackpurl before you can add it here. For information on creating fees, see Create and Edit Fees.
To add a charge to the Other Charges section:
Scroll to the Other Charges section and click the + (plus) button.
Use the Search to add field to find and select the relevant fee.
Update the description and Cost to match your vendor invoice. Blackpurl supports both positive and negative amounts.
If you want the other charges to be distributed across the cost of the parts you are receiving, enable the option Include other charges as part of the inventory costs? at this time. This is known as a Landed Cost Adjustment (LCA) — for further information, see Landed Cost Adjustment (LCA) Explained.
Once you are satisfied that the Vendor Invoice matches the supplier's hard-copy invoice, proceed to finalise and post the invoice.