Purchase invoices

You can record purchase invoices in two ways: as an invoice linked to a purchase order or if you're not using purchase orders, you can just record the details against the suppliers account and your nominal accounts directly.

Recording invoices

Rapid invoice entry

Suppliers > Supplier List > Rapid Invoice

Here you can enter several invoices for different suppliers on a single screen.

This is good for entering multiple invoices quickly and checking them before posting them to your accounts.
Individual invoices

Suppliers > Supplier List > Invoice

Here you enter each invoice individually and post to your accounts straight away.

Use this if you're just entering a single invoice or need to add settlement discount.
Batch transactions

Suppliers > Supplier List > Batched Transactions

Here you create a batch header record in which you specify the number of invoices to be input and the total value of all those invoices. You then enter the details of the individual invoices so that you can check them against your batch, before posting them to your accounts.

Use this if you batch up physical invoices and need to check what you've entered against your physical batch.

Invoices linked to purchase orders

If you're using purchase orders, you match the invoice to the relevant purchase order(s) and goods received notes using the Record Invoices screen in POP. This posts the invoice to your accounts and marks the goods as invoiced on the purchase order.

Purchase Orders > Purchase order list > Post

See Record purchase order invoices

Purchase invoices and supplier defaults

When you select the supplier's account on an invoice, some of the defaults that were set on the supplier's account are displayed. You will see values in a number of fields:

Discount percent and Discount days
Nominal Code
VAT Rate

You can override these if required.

If you have a set a Credit Limit with your supplier, and an invoice would force your balance to exceed the agreed limit a warning message displays. You can override this warning and proceed with the transaction.

Recording VAT on your purchases

As the VAT126 needs to contain the VAT registration number of the supplier and the details of what you've sold and returned, you need to make sure that you enter these details on your transactions in Sage 200.

Before you enter purchase orders and invoices, enter the VAT number (VAT registration number) on the supplier's account. This will make sure that it's included on the report for all items bought from each supplier.
1. Open Suppliers > Create & Amend Accounts > Amend Supplier Details.
2. Select the Trading tab and enter the VAT number.
When you enter purchase transactions, either via a purchase order or directly against the supplier's account, you use the same Purchase invoice screen. On this screen, enter the Details of the item purchased, alongside the VAT rate.

Foreign currency invoices

Whether you record foreign currency invoices as single invoices or in batches you always enter the goods value in the currency specified on the supplier's account. The invoice is posted to your nominal accounts in your base currency.

The exchange rate is displayed in an additional exchange rate box. The exchange rate is set on the Currencies and Exchange Rates screen.

If the supplier uses a Single Exchange Rate, the exchange rate set when entering the invoice is used to calculate the base currency amount.
If the supplier uses a Period Exchange Rate, the relevant period exchange rate is used.

What if I make a mistake

To maintain the integrity of your data, you can't delete transactions once they're posted. However, you can make corrections which creates a reverse transaction with the same details as the original and a new transaction with your changes.

See Correct posted supplier transactions