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.

You can also import transactions from an external source.

Recording invoices

• Rapid invoice entry

  Suppliers > Suppliers 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 > Suppliers 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 > Suppliers 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 Recording invoices for purchase orders.

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.

Foreign currency invoices

Whether you record foreign currency invoices, 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.