What it is
The module for recording purchase invoices (the ones your company receives from its suppliers). Every purchase invoice has a header (supplier, dates, tax categories) and one or more lines (description, quantity, price, tax, deductible %).
Invoices can be entered by hand or uploaded (PDF or photo) so that the AI extracts the data automatically and leaves a draft for you to review.
This is a Full plan feature: on lower plans the section is visible but the buttons do nothing.
What it is for
- Keeping a record of your expenses and purchases from suppliers.
- Classifying each invoice by Tax category (type of transaction for VAT purposes) and Expense category (accounting heading).
- Working out the net amount, input VAT and income tax withholding for each invoice.
- Uploading the PDF or photo of the invoice and letting the AI fill in supplier, dates, amounts and lines.
- Matching invoice lines with substrates in your catalogue so the purchase cost of those substrates is updated with the price you actually paid.
- Feeding the tax reports (input VAT ledger) in the Analysis section.
How the screen is laid out
List (/ggpCompra)
A table with one row per purchase invoice. Columns:
| Column | What it shows |
|---|---|
| Source | How it was created: Manual, PDF (AI), Photo (AI) or XML. |
| Status | Badge: Draft / Recorded / Voided. |
| Supplier | Trading name of the supplier. |
| Invoice no. | The supplier's invoice number. |
| Date | Invoice date. |
| Due date | Due date, if there is one. |
| Tax | Tax category (type of VAT transaction). |
| Category | Accounting expense category. |
| Net | Aggregate net amount of the lines. |
| VAT | Aggregate input VAT. |
| Total | Total of the lines. |
At the top of the list you have the Upload invoices and New buttons. Double-click a row to open the form for that invoice. Delete is on the table's actions menu.
Invoice form (modal)
It opens when you create or edit an invoice. It has three blocks:
- Header — supplier, invoice number, reference, dates (invoice, receipt, due), Tax category, Expense category, Withholding % and Withholding amount.
- Lines — one card per line with description, details, quantity, unit price, tax and deductible %. Lines created with Add substrate purchase are linked to a catalogue item and show a link icon next to the line number (the tooltip says which item they are linked to).
- Totals — net amount, VAT, withholding (if there is any) and total.
If the invoice is an AI draft, a banner appears reading "Draft extracted by AI. Check the data and confirm it to record it." along with an AI draft label.
If the supplier on the invoice has outstanding purchase orders (sent or received and not yet invoiced), the form shows a notice with how many there are and a Link button, which opens the list of those orders (number, date and total) so you can attach the one you choose to the invoice; the order then becomes Invoiced. Orders already linked are shown in a green notice with their numbers. While the invoice has not been saved yet, the notice tells you to save it first. To link several orders, use Link again. See Purchase Orders.
"Upload purchase invoices" modal
An area where you drag or select one or more invoices (PDF or photo), with a queue showing the status of each file and the Run AI button.
"Update substrate costs" modal
It appears after you save or confirm an invoice whose lines match substrates in the catalogue. It lists every match (Exact or Partial) with the current cost → new cost and lets you update the cost of those substrates.
Matches are detected through the supplier reference stored on the substrate and also through the supplier price lists of the invoice's supplier (their own reference per item): if the line matches a price list entry, updating the cost also updates the price on that price list. If the invoice has purchase orders linked, the modal warns you with "Stock already recorded on the order receipt" and the add-to-stock toggle is left unticked, so you do not duplicate stock that already came in when the order was received.
For matches of the Size type there is also an Add to stock toggle that shows the quantity and unit that will be recorded. If you leave it ticked, applying it does not only update the substrate cost: it also adds that quantity to the stock of the size (stock in). It only applies to sizes; matches on colour, variant or garment size only update the cost. It does not duplicate the entry if that invoice line already produced the stock movement.
Buttons and actions — what each one does
Wording exactly as it appears on screen.
List
| Button / Action (text on screen) | What it does |
|---|---|
| Upload invoices | Opens the modal for uploading invoice PDFs or photos and processing them with AI. Visible with the Purchasing and Inventory module (included in Full or bought separately). |
| New | Creates an empty purchase invoice by hand. Visible with the Purchasing and Inventory module (included in Full or bought separately). |
| Subscribe to Purchasing and Inventory | Appears instead of the list when you do not have the module (the "Purchasing module" card with the Full badge): it takes you to Plans and prices (/subscription?planes=MOD&extra=comprasInventario) so you can add it without changing plan. |
| Void (table actions menu) | Marks the selected invoices as Voided and deducts from stock anything those invoices had added (the stock in created by "Add to stock"). It asks for confirmation. Reinstating the invoice afterwards does not add the stock back: you have to apply "Add to stock" again. |
| Delete (table actions menu) | Deletes the selected invoices and their lines. It also deducts from stock anything they had added. It asks for confirmation. |
| Double-click on a row | Opens the form for that invoice. |
| ? (help icon, next to the screen title) | Opens the Visual inventory guide in a new tab: it explains the inventory → consumption → purchasing cycle, what each section is for and the 7 steps to get it running. It is on all three screens of the purchasing module (Purchase stock, Purchase Orders and Purchase Invoices). |
Invoice form
| Button / Action (text on screen) | What it does |
|---|---|
| Add line | Adds a new line to the invoice (there is one button at the top of the lines block and another at the bottom of the modal). |
| Upload file / Change file | Attaches (or replaces) the PDF, image or XML of the invoice. The wording changes to "Change file" once there is one. |
| Open in tab | Opens the invoice's attached file in a new tab. |
| Remove file (bin icon) | Detaches the attached file from the invoice. |
| Add substrate purchase | Opens a modal for adding a line linked to a catalogue item: you choose the Substrate and its Size / colour / variant / garment size, the quantity and the unit price (pre-filled with the supplier's price list if there is one; if not, with the catalogue cost). You have to choose the invoice's supplier first. The line created carries the supplier reference and a link icon. |
| Size / colour / variant / garment size | Selector in the "Add substrate purchase" modal: choose the specific level of the substrate (its size, colour, variant or garment size) you are buying. |
| Link (outstanding orders notice) | Opens the list of the supplier's outstanding purchase orders (number, date and total) so you can attach one to the invoice; the order then becomes Invoiced. Repeat to link several. The invoice has to be saved first. |
| Delete | Deletes the whole invoice (only when editing an existing one). It asks for confirmation. |
| Cancel | Closes the form without saving. |
| Save | Saves the invoice and its lines. After saving it looks for matches with substrates. |
| Confirm and record | Only on AI drafts: it saves, marks the invoice as Recorded and treats it as reviewed. It replaces the Save button while the invoice is a draft. |
| Bin icon on a line | Deletes that line. |
"Upload purchase invoices" modal
| Button / Action (text on screen) | What it does |
|---|---|
| Invoice (upload area) | Drag or select one or more files (PDF or photo). It takes several at a time. |
| Run AI | Starts the AI extraction of the queued files that are "Uploaded". It only appears if there are any pending. |
| Close | Closes the modal. It reloads the list if anything changed. |
| × icon on a file in the queue | Removes that file from the queue (only while it is still "Uploaded"). |
"Update substrate costs" modal
| Button / Action (text on screen) | What it does |
|---|---|
| Tick/radio icon on each row | Ticks or unticks that match for updating. |
| Add to stock (toggle, Size matches only) | Shows the quantity and unit that will be recorded. If you leave it ticked, applying the match adds that quantity to the stock of the size (stock in) as well as updating the cost. It only appears on sizes; it does not duplicate the entry if that line already produced the movement. |
| Update (per row) | Applies the new cost to that one substrate straight away (and adds stock if Add to stock is ticked). |
| Update costs (N) | Applies the new cost to every ticked match (N = number ticked). |
| Cancel | Closes without applying the outstanding ones. |
Key concepts
- Purchase invoice: a document your company receives from a supplier. This is what you record here; you do not issue it, you record it to keep control of your expenses and input VAT.
- Document source: how the invoice was created — Manual (by hand), PDF (AI), Photo (AI) or XML.
- Purchase status: Draft (extracted by AI, not confirmed), Recorded (confirmed and valid) or Voided.
- AI draft: an invoice the AI extracted from a PDF or photo that is waiting to be reviewed. You have to open it and press Confirm and record for it to become Recorded.
- Tax category: the type of transaction for VAT purposes. Options: Standard transaction, Capital asset, Intra-community acquisition, Import (outside the EU), Reverse charge, Non-deductible.
- Expense category: the accounting classification of the expense. Options: Goods for resale, Raw materials, Other consumables, Work by other companies, Rent, Repairs and maintenance, Independent professionals, Transport, Insurance, Bank charges, Advertising, Utilities, Office supplies, Software and licences, Vehicle and fuel, Travel and subsistence, Taxes and duties, Other expenses.
- Deductible % (per line): the percentage of that line's VAT that is deductible (100% by default). Use it for partly deductible expenses.
- Income tax withholding: if the supplier applies a withholding, you enter the Withholding % (which works out the amount on the net) or the Withholding amount directly. The withholding is taken off the total.
- Line linked to an item (link icon): a line created with Add substrate purchase, attached to a substrate in the catalogue (to its specific size, colour, variant or garment size). When you save, its match with the substrate is direct and exact (it does not depend on comparing text) and it lets you update the purchase cost, the supplier's price list and add stock using the real price and quantity from the invoice.
- Exact / Partial match: when you save, the system compares the description of free-text lines with the supplier reference stored on the substrates. Exact = the text matches in full; Partial = the text contains the reference. Exact matches come ticked. Lines linked to an item do not go through this comparison: they produce their exact match directly.
- Add to stock: an option in the "Update substrate costs" modal for matches of the Size type. When applied, as well as updating the cost it adds the quantity on the invoice line to the stock of that size (stock in). Sizes only; it does not affect colour, variant or garment size. It does not duplicate if that line has already booked the stock in.
- Voiding an invoice (and reversing stock): when you void or delete a purchase invoice, the stock that invoice had added to the substrate (through "Add to stock") is deducted automatically so that no phantom stock is left behind. If you later reinstate the voided invoice, the stock is not added back on its own; you have to apply "Add to stock" again from the "Update substrate costs" modal.
How to use it
Creating an invoice by hand
- In
/ggpComprapress New. - Choose the Supplier (autocomplete by trading name; only customers flagged as suppliers).
- Fill in Supplier invoice no., Invoice date and Receipt date (all required) and, if it applies, the Due date.
- Choose the Tax category (required) and, optionally, the Expense category.
- Add lines with Add line (description, quantity, unit price and tax) or with Add substrate purchase (a line linked to a catalogue item, with the supplier's price list pre-filled).
- Save.
Uploading invoices and letting the AI read them
- Press Upload invoices.
- Drag or select one or more PDFs or photos into the Invoice area.
- Press Run AI. Each file goes through the states: Uploaded → Processing with AI → AI draft ready / Draft created / Duplicate / Error.
- Close. The list refreshes and the invoices appear as Draft.
- Open each draft, check the data and press Confirm and record.
Features by plan / role
- FULL: the complete module (upload, extract with AI, record, match substrates).
- Included in the Full plan and available separately on any plan (Standard, Pro or Full). Without the module, the screen shows the "Purchasing module" card (what the module does, the Full badge and the Subscribe to Purchasing and Inventory button that takes you to
/subscription?planes=MOD&extra=comprasInventario). - The Purchasing menu (Invoice and Inventory) is visible and clickable for everyone; the Full badge next to each option tells you which plan includes it, not a requirement for buying it.
Frequently asked questions
Q: Where do I enable the Purchasing module? I cannot see it.
A: Purchasing does not have an "enable" switch: the Purchasing → Invoice menu (route /ggpCompra) is always visible in the header. What unlocks it is the Purchasing and Inventory module, included in the Full plan and available separately on any other plan: if you do not have it, when you go in you will see the "Purchasing module" card with the Full badge and the Subscribe to Purchasing and Inventory button, which adds it from /subscription without upgrading your plan. When consumption is deducted and the hourly cost are set separately in Purchasing Settings (that is not the module activation).
Q: How do I upload a purchase invoice instead of typing it in?
A: In /ggpCompra press Upload invoices, drag the PDF or photo into the Invoice area and press Run AI. The AI creates a draft with the extracted data. Then open the draft, check it and press Confirm and record. It requires the PRO plan.
Q: I uploaded an invoice with AI. Why does it show as "Draft"?
A: Invoices extracted by AI stay in Draft status until you review them. Open it, check that supplier, dates, amounts and lines are correct and press Confirm and record so that it becomes Recorded.
Q: The supplier on the invoice I uploaded did not exist. What happens?
A: When you open the draft, if the AI found a VAT number that is not among your suppliers, the system asks whether to create that supplier with the extracted details (name, VAT number, address, contact). If it already existed as a customer, it flags it as a supplier and assigns it automatically.
Q: How do I match an invoice line with a substrate to update its cost?
A: Two ways. The direct one: create the line with Add substrate purchase — you choose the substrate and its Size / colour / variant / garment size, and the line is linked to that item (link icon), so when you Save its match in the Update substrate costs modal is exact and comes ticked. The automatic one: on lines typed by hand, the system compares the description with the supplier reference stored on the substrate and with that supplier's price lists. Either way, tick the matches in the modal and press Update costs.
Q: How do I add an item from my catalogue to the invoice with its supplier price?
A: Choose the invoice's Supplier first and press Add substrate purchase. In the modal you select the Substrate and its Size / colour / variant / garment size, the quantity and the unit price — pre-filled with that supplier's price list if there is one (and their reference), or with the catalogue cost if not. The line created is linked to the item (link icon next to the line number) and when you save it updates its cost, the price list and, if it is a size, the stock directly.
Q: Can I add stock when I record a purchase invoice, not just update the cost?
A: Yes, for lines that match a size of a substrate. In the Update substrate costs modal those matches have the Add to stock toggle (which shows the quantity and unit that will be recorded). If you leave it ticked, pressing Update updates the cost and adds that quantity to the stock of the size (stock in). It only applies to sizes; colour, variant and garment size only update the cost. It does not duplicate the entry if that invoice line has already produced it.
Q: I received the invoice for a purchase order I placed with the supplier. How do I connect them?
A: Two ways. From the order: in /pedido-compra use Invoice, which creates the purchase invoice as a draft with its lines. From the invoice: when you choose the supplier, if they have outstanding orders a notice appears with the Link button for attaching them (the invoice has to be saved). Either way the order becomes Invoiced and the substrates modal warns you "Stock already recorded on the order receipt" so you do not duplicate stock.
Q: Does the invoice update the supplier price lists as well?
A: Yes. Lines are also compared with that supplier's price lists (their reference per item); when you press Update costs in the modal, matches with a price list also update the price on the list with the one on the invoice.
Q: What is the difference between an "Exact" and a "Partial" match in the substrates modal?
A: Exact means the text on the line matches the substrate's supplier reference in full; it comes ticked. Partial means the text only contains that reference; it does not come ticked, you tick it yourself if you want to apply it.
Q: How do I record an income tax withholding on a purchase invoice?
A: In the header, fill in Withholding % (which works out the amount on the net) or type the Withholding amount directly. The withholding is taken off the invoice total.
Q: What is the "Deductible %" field on a line for?
A: It says what percentage of that line's VAT is deductible (100% by default). Use it on partly deductible expenses.
Q: What is the "Tax category" and why is it required?
A: It is the type of transaction for VAT purposes (standard transaction, capital asset, intra-community acquisition, import, reverse charge or non-deductible). It is required because it classifies the invoice for the input VAT reports.
Q: I uploaded the same invoice twice. What happens?
A: When processing with AI, if it detects that it already exists, the file is marked as Duplicate and no second invoice is created.
Q: Can I attach the PDF to an invoice I am entering by hand?
A: Yes. In the form press Upload file (it becomes "Change file" once there is one). You can then use Open in tab to view it or Remove file to detach it.
Q: It will not let me use Purchasing. Why?
A: It is a Full plan feature. On lower plans the section is visible but Upload invoices and New do nothing. You also need the access_compra permission.