Vendor invoices and adjustment notes

Choose the supplier document match the source and apply reducing notes

Use Vendor Transactions for supplier invoices, Vendor Charges and vendor notes. Use Vendor Payments for cash paid or advanced, then apply that payment to the intended open supplier lines. Receiving goods, recording a liability, allocating a note and sending money are different events.

This guide is for authorised purchasing and accounting users in their selected company and permitted locations. It explains which document to choose and how to recognise the result. The detailed regular form fields remain in vendor invoices and payments.

Choose the vendor document by its effect

Do not infer the sign from the word Debit alone. A customer Debit Note increases receivables; a vendor Debit Note in this release reduces payables. For an additional supplier liability, use the supported Invoice/Vendor Charge design, not a reducing note with a forced sign.

Prepare supplier item tax and account mappings

Confirm the active supplier, supplier liability account, location, document dates, purchasing policy and permitted matching sources. A supplier reference is evidence, not a guarantee of duplicate protection: check the original invoice number, date, currency and amount against existing records.

Select the actual item even for a service/expense purchase. Non-inventory items use their charge-account design; inventory items require the correct stock and receipt mappings. Review vendor tax defaults independently of customer tax defaults, and verify whether withholding is recognised at invoice posting or when cash is applied.

Before payments, prepare a bank account in the payment currency and its required supplier-prepayment mapping. Review the functional FX basis for the invoice and payment separately. See tax and currency applications.

Choose the correct purchase matching route

Do not change purchasing policy to make one invoice pass validation. Resolve missing approval, receipt, quantities, tolerances or account mappings through the responsible process. Read purchasing setup and orders and receipts.

Save and reconcile a supplier invoice

1. Open Vendor Transactions in the selected company and choose the new-document action. Select Invoice and the intended supplier/location.
2. Enter the supplier's invoice reference, Transaction Date, Ledger Date, currency, functional FX rate and terms. Compare the supplier's external evidence with the proposed record.
3. Add the eligible items, quantities, prices and permitted discounts. Select the required PO Line or posted GRN Line; complete one-step inventory receipt allocations only where that route applies.
4. Review vendor tax, withholding timing, base, chargeable tax, gross and net payable. Check both transaction and functional figures and any receipt/price/FX differences.
5. Save once and retain the generated number. Reopen the saved document, matched quantities and linked processing/journals.
6. Reconcile supplier open items, stock/expense or GRNI, tax and functional GL. Check that stock was not received twice and that an unapplied payment was not mistaken for settlement.

Use regular invoice/payment fields and the tax examples for the controls and calculations. A supplier PDF, imported row count or saved header is not proof of completed posting.

Record a vendor charge

Use the permitted Vendor Charge route for an additional supplier amount due, with the approved item/account, tax treatment and source evidence. Review whether the charge is an expense, stock-related cost or another supported adjustment; do not choose an inventory cost adjustment merely because an invoice has no physical quantity.

Ordinary positive invoice-like lines increase the supplier liability. Amount-only cost/FX/system transactions have separate rules and are not a workaround for an invalid ordinary line. Reconcile the charge's actual account destination and supplier open amount after processing.

Record a vendor debit or credit note

1. Establish the reason, supplier's original reference and approved reducing amount. Select the note type that matches the business evidence and local process.
2. In Vendor Transactions, choose Debit Note or Credit Note. Use the same supplier and the intended location, dates and currency. Review the negative quantity and positive price in the regular form.
3. Select the required item and approved account/tax treatment. For returned inventory, follow the applicable goods-return and allocation/matching controls, including the eligible GRN Return source where required.
4. Save once and reopen the note. Verify its negative net/open amount and the actual stock, cost, tax and liability effects.
5. Apply the eligible note to the intended supplier invoice or Vendor Charge separately. If cash must be returned, use the supported payment-refund route instead of treating note allocation as a bank receipt.

Do not reverse physical goods twice by combining a goods return with a second unlinked inventory note. Equally, a price-only financial reduction does not by itself prove that any goods have left the warehouse.

Apply a vendor note to an open invoice

Open the saved eligible note line's Apply controls. Choose the exact target Invoice or Vendor Charge line, and verify the company, supplier, currency and current open amount. The normal note lookup filters eligible targets to the note's currency when the source note is supplied.

Apply once and reopen both documents. Applying USD100 from a USD100 reducing note to a USD1,000 invoice leaves invoice USD900 and source note zero when there are no other applications.

Distinguish foreign currency from different currencies

A USD note applied to a USD invoice is same-currency even in a PKR company. Its cross rate is 1, but different document FX bases can still produce a functional exchange difference. For example, USD100 at PKR285 is PKR28,500, while USD100 of an invoice at PKR280 is PKR28,000. Reconcile the PKR500 difference to the actual linked FX accounting; do not alter the document history to remove it.

Do not assume a EUR note can be allocated to a USD invoice because cross-rate columns exist. The standard vendor note lookup normally restricts targets to the note currency. Do not bypass the picker or manipulate requests to force an unavailable target. Ask the accounting owner to choose a supported correction route. The separate cross-currency cash route is described in receipt and payment applications.

Record and apply a vendor payment

Save the payment for the actual supplier and bank, in that bank's currency, with the actual cash amount and its functional FX rate. Review the initially unapplied amount. Recording a payment is not sending a bank instruction or automatically allocating it to an invoice.

Use the eligible saved payment's transaction-line selection and application controls. Review Gross Open Amount, Projected WHT, Net Cash Payable and Functional Net Cash. Net Cash Applied is in the target transaction's currency; Payment Applied Amount consumes the payment currency. Review both amounts, the cross rate, dates and resulting residuals before applying once.

Where withholding is recognised at settlement, the protected system withholding record is separate from the cash application. Do not pay the gross amount and also deduct withholding a second time. Read the partial and cross-currency examples.

Correct an allocation or refund safely

After an uncertain save, locate the payment, application, note allocation and processing state before retrying. Existing applications and document dependencies can restrict commercial edits; do not create duplicates to avoid a lock.

Keep vendor evidence separate from Pakistan customer e invoicing

A supplier's tax invoice, your vendor accounting record and the supplier's authority-submitted document are different evidence. Retain the supplier's invoice/note and accepted reference where applicable. Do not send vendor documents through a customer FBR route merely because both are called invoices.

FBR and provincial service-tax treatment depend on the transaction and applicable jurisdiction. The official FBR provisions and the company's approved country process determine the applicable evidence; a successful RavenLedger save is not proof of statutory deductibility or authority acceptance.

Reconcile the complete purchase trail

Match supplier invoice/note references, PO/GRN/return quantities, inventory or expense destinations, GRNI clearing, supplier open items, payment applications and tax. Use the same company, supplier, locations, cutoff and currency across reports. Compare transaction-currency residuals separately from functional GL and FX.

Use the regular payables reconciliation checks, individual report parameters, inventory reconciliation and GL close controls. A zero supplier balance does not prove the bank statement is reconciled.

Resolve common invoice and note problems

Continue with fields and bulk entry

Vendor invoice and payment fields, customer invoices and notes, tax and currency applications, purchasing policy, purchase bulk guidance, vendor transaction template and bank reconciliation.