Create Purchase Invoice

Navigate to the Purchases tab and click on the New Invoice button

Proceed to enter the invoice details as follows:

 

Purchase Invoice

  • Transaction ID: Automatically generated sequential number based on the Transaction Numbering settings for the organisation. 
  • Supplier: Select the supplier you are purchasing the goods or services from. If the supplier has not already been set up, click on the plus sign (+) to create a new supplier . 
  • Reference: Enter relevant information such as supplier invoice number. 
  • Invoice Date: The date on the supplier invoice. Note that if you specify a date prior to the Conversion Date in your organisation settings, the invoice is treated as part of your Conversion Balances. 
  • Due Date: The date that payment of the invoice falls due. This date is controlled by values specified in the Invoice Options for the organisation. 
  • Add New Line Item: If more than one line item is to be entered, click on this button to initiate the entry of the next line item. 
  • Show VAT Amount: Selecting this checkbox displays the VAT Amount field for each line item. The VAT amount can be changed if required.  
  • Amounts include VAT: By default, the Unit Price is expected to be entered net of VAT. Selecting this checkbox results in all VAT calculations assuming the Unit Price includes VAT. This impacts the overall VAT charged on the invoice and therefore, the Total of the invoice.  
  • Quantity: The quantity of the goods or services purchased. Must be greater than 0. 
  • Description: Enter a description of the goods or services purchased. This text will appear on the invoice output. 
  • Account: Enter the account against which purchase should be recorded. Use the drop down arrow to search available accounts or click in the field and enter free text to find matching values. If you cannot find an appropriate account, check your settings for the Chart of Accounts and create a new account if required. 
  • VAT Code: Select the appropriate VAT Code which should be applied to the line item (default VAT codes can be set in Chart of Accounts). The codes chosen here have an impact on your VAT Reporting. If you are unfamiliar with VAT, it is advisable to consult your accountant or the HMRC for advice.  
  • VAT: Only visible if Show VAT Amount checkbox selected. The VAT amount can be changed if required. 
  • Unit Price: Enter the unit price of the goods or services purchased from the supplier. 
  • Total: Line item total = Unit Price multiplied by Quantity. 
  • Delete Line (X): This button allows you to delete an unwanted line item if there are no validation restrictions (such as the transaction being paid, credit noted or included in a VAT Report).
  • Memo: Enter information applicable to the entire invoice.

 

Click the Save button to complete the creation of the invoice or choose the Save Draft option which saves the invoice but does not update your financial results. Draft invoices can be edited at a later stage and saved again as draft or actual invoices.