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The management of purchase invoices
The management of purchase invoices

Purchase invoices can be posted in accounting manually or imported

Jacqui Sullivan avatar
Written by Jacqui Sullivan
Updated over a week ago

The supplier invoice menu shows you all invoices that you have received from suppliers. To register an invoice, go to Suppliers > Supplier invoices > New entry.

Take a look a the short video which takes you through the process of supplier invoice entry:

How to register a new supplier invoice

Once you click New entry, the invoice registration screen will appear. Here you can fill in all necessary information.

  • Supplier: Select the supplier from your list of suppliers, or create a new supplier.

  • Invoice: Enter the number of the invoice you received.

  • Entry: Entry number of the invoice is assigned automatically and can not be edited. You can write down the entry number on the physical invoice.

  • Booking date: the date when you want to book/post the invoice. The invoice will show in all your financial reports including your VAT Returns based on the booking date.

  • Invoice date: If it differs from the booking date, you will enter the invoice date. Please Note: This is just an informative field since the date taken into account in reports will always be the booking date.

  • Total amount: Enter the total amount of the invoice including VAT.

  • Supplier account: The supplier account will automatically appear if you select your supplier.

  • Due date: Enter the due date for the payment.

  • Text: reference text for recording the invoice that was received.

  • Credit: the amount appears in this field by default. This line is based on the creditor control account.

  • Finance Account: will appear by default alongside with its VAT, if you have selected an existing supplier. If your invoice includes several different VAT’s, you must add a new line with the VAT code and its taxable base in the Debit column. This also applies if you have a multiple line invoice and wish to break your invoice down by applying different account and vat codes.

  • VAT account: will appear by default, if you have set it up for your supplier. Otherwise, you can select VAT code from the drop-down menu.

  • Debit: this shows the amount of VAT and can be checked with the amount of VAT on the invoice. This amount must be included in the invoice you receive from your supplier. If your invoice includes several different VAT’s, you must add a new line with the VAT code and its VAT amount will be broken down in the area.

  • Save as new template: this option allows you to save the invoice as a template for future needs. This is very useful if you receive the same invoices, where you use the same accounts, texts and amounts.

On the right side of the screen, you can find an option called Add document, where you can upload the invoice you received, so it is linked to the entry. Once you have filled in all the necessary information, click on Save and your new entry is registered. If you have another invoice to process then click Save and New.

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