How to Create a Purchase Invoice from a GRN in Catalystk
Record your supplier's bill as a purchase invoice straight from the goods received note (GRN). In Catalystk you create a purchase invoice from a GRN by searching its number – the supplier, received items, quantities, GST and charges are copied in. Add the supplier's invoice number, invoice type and date, save, and the amount goes to accounts payable (To Be Paid) automatically. Quick purchase invoice entry, a clean purchase invoice format and an easy PO → GRN → invoice match – free, with the PO and GRN behind it printable as PDF.
- From GRN
- Supplier bill
- Accounts payable
- PO → GRN → invoice
- Free
Before you start: create the GRN for the goods received, and keep the supplier's bill handy.
Open Purchase Invoices and click New Purchase Invoice
Every supplier bill starts from the purchase invoices list.
- 1
Go to Purchase → Invoices
In the left menu, open Purchase and click Invoices (purchase invoices).
- 2
Click New Purchase Invoice
Click New Purchase Invoice. The form opens with Search Options.
Search the Goods Received Note No.
Pull in exactly what was received.
- 3
Type the GRN number
In Goods Received Note No., type the GRN number and pick it from the list. The supplier, PO reference, items and charges fill in. You can also search by Purchase Order No.
Add the invoice number, type and date
Copy the details from the supplier's bill.
- 4
Fill in the invoice details
Enter the supplier's Invoice Number (required), choose the Invoice Type, set the Date, Payment Terms and a Follow Up Date for payment.
Save – the payable is created
The bill now waits for payment.
- 5
Click Save
Click Save. Catalystk records the amount as payable to the supplier – it appears in Finances → To Be Paid and the supplier ledger.
PO → GRN → purchase invoice
Three documents, one purchase – each step pulls in the one before.
| Step | Document | What it proves |
|---|---|---|
| 1 | Purchase order | What you ordered and at what price |
| 2 | Goods received note (GRN) | What actually arrived |
| 3 | Purchase invoice | What the supplier billed – now payable |
Because the purchase invoice is built from the GRN, you only pay for what you received.
Tips for supplier bills
- Always create the purchase invoice from the GRN, so you pay only for what arrived.
- Enter the supplier's own invoice number exactly as on their bill.
- Set a follow-up date so you pay on time.
- Check Finances → To Be Paid to see what you owe each supplier.
Frequently asked questions
What is a purchase invoice?
A purchase invoice records a supplier's bill in your books, so you know what you owe and when.
Can I create a purchase invoice from a GRN?
Yes. In a new purchase invoice, search the Goods Received Note No. – the supplier and received items fill in.
Where do I see what I owe suppliers?
In Finances → To Be Paid and in the supplier ledger. Each purchase invoice is added as payable.
Is a supplier bill the same as a purchase invoice?
Yes. In Catalystk the supplier's bill is entered as a purchase invoice.
Can I download the purchase invoice as a PDF?
The purchase invoice is kept online in Catalystk. The purchase order and GRN behind it can be printed as PDF.
Is it free?
Yes. Purchase invoices are part of Catalystk's free plan – nothing to download or install.
What's next: pay the supplier – see how to do accounting in Catalystk.
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