How to create suppliers and process your supplier invoices

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

When using Reviso, you must create a list of suppliers and/or creditors in order to register all your expenses.

Each supplier or creditor is then linked to a supplier group, where all accounting information regarding the suppliers of that group, is registered.

How to create a supplier?

Please take a look at the short video which takes you through the complete process:-

The supplier list can be found by clicking on Suppliers you will then see the following:

list of suppliers

  1. Click on the New supplier.

  2. Fill in the blanks with information of your supplier.

  • Tab with General information: fill in the personal data of your supplier as well as the terms of payment. If you define the group of suppliers right away, it will be much easier and faster to enter the invoices later on.

  • Tab with references and payments: here you can define what you paid your supplier by a bank transfer. Regarding other forms of payment, you can select None of the options.

3. Only the fields marked with asterisks are required, the rest is optional. Once you complete the necessary information, click on Save.

supplier information

Whenever you need to create a new supplier or make any changes to the already existing ones, go to the section of Suppliers again.

Supplier accounts

Each one of your suppliers will be linked to a group of suppliers, where all information regarding the suppliers of that group, is registered.

Each group of suppliers has its own account number. It is also possible to assign an account number to your suppliers individually. You can use any numbering you want, either 1, 2, 3, etc. or 1000, 1001, 1002, etc.

Example: If you have 5 domestic suppliers, they will be linked to a domestic group of suppliers, which is defined under account 2100. Whenever you register an invoice with any of these 5 suppliers, it will be recorded under that account (2100).

Do not worry that all the suppliers are grouped together. Reviso also analyses the data by the list of suppliers, where you are able to see the data of each individual supplier as well as the data of your major suppliers. This way greatly simplifies your accounting, since you do not have to create hundreds of accounts for each supplier, but with 4 or 5 accounts, you will manage hundreds of customers.

Processing a supplier invoice

To register an invoice, go to Suppliers > Supplier invoices > New entry.

Take a look at this short video which takes you through the process:-

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 it on the fly.

  • 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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