Invoices and landed costs

The amount paid to a supplier is rarely what the goods cost on the shelf. Transport, duty and handling add to it. This page describes how the module settles that and how it checks the invoice against the delivery.

Landed costs

The order card → the Details tab, the Delivery section:

• Shipping Costs — transport,
• Other costs (duty/handling) — duty, handling and other accompanying costs,
• Landed cost allocation — how both amounts are spread across the lines: By value (proportional to value) or By quantity (proportional to units).

The spread amount raises the purchase price of the units received, so stock value and margin reports work with the real cost rather than with the invoice price alone.

The choice matters: for goods of similar size but different price, splitting by quantity reflects transport cost better than splitting by value.

Supplier invoices

The Invoices tab → Add invoice. An invoice has a number, a date, net and gross amounts, and payment records (Record payment) driving the status: Unpaid, Partially paid, Paid.

Three-way match

The 3-way match (ordered / received / invoiced) section lines up three figures per line: Ordered, Received, Invoiced — and issues a Match verdict:

Verdict	Meaning
Matched	quantity and price agree
Not invoiced	received but not invoiced
Awaiting receipt	invoiced but not yet received
Over-invoiced	the invoice covers more than arrived
Qty mismatch	a quantity difference
Price mismatch	a price difference

The summary states whether everything agrees or there are lines to review before paying.

Tip

The three-way match is cheap protection against the most common purchasing mistake: paying for goods that never arrived. It should be checked before the invoice goes to accounting.

Document statuses

The same tab collects the order’s statuses (Order Status, Delivery Status, Payment Status) and provides their history: who changed what and when. → Purchase order lifecycle