Using the Vendor Invoice｜Purchasing Manual

The Vendor Invoice records a vendor’s bill and recognizes a payable. It uses the same C_Invoice table as the Sales Invoice but is distinguished as purchasing by the document type (IsSOTrx = 'N'). On completion, the purchase / payable journal entries are generated automatically.

What you can do

• Record vendor bills
• Recognize payables (liabilities)
• Generate automatically from Purchase Orders / Material Receipts
• Auto-generate purchase / payable journal entries
• Allocate landed costs
• 3-way match of order – receipt – invoice
• Integrate with payment allocation

Window layout

🖥️ Interactive layout: View the full tab/field layout of the Vendor Invoice window (HTML), auto-generated from AD metadata. Note: on a Japanese iDempiere instance the on-screen field labels are in Japanese.

📖 Overview: See the Purchasing business-flow overview as well.

graph TD
    T1["Vendor Invoice (C_Invoice) - 49 fields"]
    T2["Invoice Line (C_InvoiceLine) - 35 fields"]
    T3["Landed Cost (C_LandedCost)"]
    T4["Match PO (M_MatchPO)"]
    T5["Match Invoice (M_MatchInv)"]
    T6["Tax (C_InvoiceTax)"]
    T7["Payment Schedule (C_InvoicePaySchedule)"]
    T8["Allocation Line (C_AllocationLine)"]
    T1 --> T2
    T2 --> T3
    T2 --> T4
    T2 --> T5
    T1 --> T6
    T1 --> T7
    T1 --> T8

Vendor Invoice (C_Invoice) - 49 fields Invoice Line (C_InvoiceLine) - 35 fields Landed Cost (C_LandedCost) Match PO (M_MatchPO) Match Invoice (M_MatchInv) Tax (C_InvoiceTax) Payment Schedule (C_InvoicePaySchedule) Allocation Line (C_AllocationLine)

Tab	Table	Role
Vendor Invoice	C_Invoice	Header (vendor, date, amount, etc.)
Invoice Line	C_InvoiceLine	Product / quantity / price lines
Landed Cost	C_LandedCost	Landed-cost allocation rule
Match PO	M_MatchPO	Match status with the PO
Match Invoice	M_MatchInv	Match status with the receipt
Tax	C_InvoiceTax	Auto-calculated tax
Payment Schedule	C_InvoicePaySchedule	Installment schedule
Allocation Line	C_AllocationLine	Payment-allocation status

Basic procedure

graph TD
    A[New] --> B[Enter header: doc type, date, vendor, price list, term]
    B --> C[Save]
    C --> D{Line entry}
    D -->|Import (recommended)| F[Create lines from receipt or PO]
    D -->|Manual| G[Enter product, qty, price]
    F --> H[Reconcile amounts with vendor bill]
    G --> H
    H --> I{Landed cost?}
    I -->|Yes| J[Add charge line and set allocation rule]
    J --> K[Document Action - Complete]
    I -->|No| K
    K --> L[Journal posted, matches created]

Line entry Landed cost? Import (recommended) Enter header: doc type, date, vendor, price list, term Create lines from receipt or PO Enter product, qty, price Reconcile amounts with vendor bill Add charge line and set allocation rule Document Action - Complete Journal posted, matches created

💡 Tip: With Create lines from a receipt, received products/quantities expand automatically. Adjust the price if the vendor bill differs; price differences post automatically to the price-difference account on completion.

How to access

Open Purchasing > Vendor Invoice (Standard) from the menu.

📌 Note: The Vendor Invoice shares the C_Invoice table with the Sales Invoice; IsSOTrx = 'N' distinguishes it as purchasing.

Creating from a receipt / PO (recommended)

1. Click New.
2. Enter the header:
   • Document Type: Purchase Invoice.
   • Invoice Date (vendor’s bill date), Business Partner (vendor), Price List, Payment Term.
3. Click Save.
4. Use Create lines from to import from a Material Receipt or Purchase Order.
5. Reconcile the amounts with the vendor’s bill.
6. Use Document Action → Complete.

Completing performs, automatically:

• Purchase / payable journal entries
• Creation of PO / receipt match records

⚠️ Note: Completing a vendor invoice recognizes a payable. Verify the payment term is correct before completing.

Landed-cost allocation

To allocate freight, insurance, etc. into product cost:

1. Add a charge line for the landed cost on the invoice.
2. Set the allocation rule on the Landed Cost tab (by quantity, amount, weight, etc.).
3. On completion, the cost is allocated to product cost automatically.

📌 Note: Landed Cost includes freight/insurance/duties into product cost. Specify the target receipt lines on the Landed Cost tab.

Field reference

Vendor Invoice tab (header)

Field	Type	Description
Document Type	Select	Purchase Invoice, Vendor Credit Memo, etc.
Invoice Date	Date	Vendor’s bill date
Account Date	Date	Accounting posting date
Business Partner	Search	Vendor
Price List	Select	Purchasing price list
Payment Term	Select	Payment term with the vendor

Invoice Line tab

Field	Type	Description
Product	Search	Purchased product
Quantity	Quantity	Purchased quantity
Price	Amount	Purchase price
Tax	Select	Applicable tax rate
Line Amount	Amount	Quantity × Price

FAQ

Q. Can I create a vendor invoice without a receipt?

Yes. For services or prepayments where no goods are received, create the vendor invoice on its own.

Q. How do I handle a vendor credit memo (discount/return)?

Create it as document type Vendor Credit Memo; completing it reduces the payable.

Q. What if matching shows a difference?

Check it on the Match PO / Match Invoice tabs. Price differences post automatically to the price-difference account.

⚠️ Note: For large price differences, re-check the order price vs the vendor’s billed price. Completing with a wrong price later requires a Vendor Credit Memo to correct.

Position in the business flow

graph TD
    A[Purchase Order] -->|invoice| B[Vendor Invoice]
    C[Material Receipt] -->|match| B
    B -->|journal| D[General Ledger]
    B -->|allocate| E[Payment]
    B -->|landed cost| F[Product Cost]

landed cost Purchase Order Vendor Invoice Material Receipt General Ledger Product Cost

Related pages

• Purchase Order
• Material Receipt

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