Enter single supplier invoices

Find this screen

Open: Suppliers > Enter Transactions > Purchase Invoice.

How to

Record an invoice

1. Choose or enter the supplier account using the Code, Short name or Postcode.

2. Enter the following:

   Invoice date	Defaults to today's date
   Reference	The invoice number.
   Second Reference	An additional reference number if required
   	Checks whether you've already entered an invoice with the same date and reference number.
   Goods Value	The net invoice amount.
   VAT Analysis - Details	The details of the goods purchased. This prints on VAT Transactions (Education) report.
   Nominal Analysis - Code	The nominal account for the goods value.

The remaining fields display the defaults set on the supplier account. You can change these defaults when required.

Due date	This is calculated from the payment terms set on the supplier account.
Discount percent and Discount value	Displays the settlement discount set on the supplier account.
VAT analysis	Displays the default VAT rate set on the supplier account.
Nominal Analysis	Displays the default nominal account set on the supplier account.

Record a foreign currency invoice

When you select a foreign currency supplier account, an additional exchange rate box is displayed.

Enter the following additional details:

Goods value	Enter this in the same currency as specified on the invoice. This should be the same as the currency on the supplier's account.
Exchange Rate	Click to change this. This defaults to the rate set on the Currencies and Exchange rates screen.

Use more than one VAT rate

If your invoice uses more than one VAT rate, you add them in the VAT analysis section.

You enter the total Net and VAT amount for the invoice in the Transaction details section.

In the VAT Analysis section, enter the following details:

1. Code - Enter the VAT rate or select it from the drop-down list.
2. Goods value - Enter the amount the VAT rate applies to.
3. VAT value - Enter the amount of VAT.
4. Details - Enter the details of the goods purchased.

For another VAT rate, click to add a new line and repeat.

Make sure the Totals in the VAT Analysis section match the Goods Value and VAT Value in the Transaction details section.

Use multiple nominal accounts

If you want to post an invoice to more than one nominal account, you can do this in the Nominal Analysis section.

You enter the total Goods (net) value in the Transaction details section.

In the Nominal Analysis section, enter the following details:

1. Code - The nominal account. Select one from the drop-down list.
2. Goods Value - Enter the amount that you want to post to the nominal account.

For another nominal account, click to add a new line and repeat.

Make sure the Totals in the Nominal analysis section match the net invoice amount (Goods value) in the Transaction details section.

Use authorisation

If you have set up authorisation for purchase invoices, you'll see a Requires Authorisation option in the invoice. This is automatically selected, and you can only deselect it if the value is less than the authorisation limit.

To set up authorisation, set Use Authorisation in the Supplier Defaults and Settings. See Set up authorisation for invoices and credit notes.

Attach files and scanned documents

You can attach files and scanned documents when you enter a purchase invoice or credit note, enter a nominal journal entry, view sales and purchase invoices, confirm goods received, or produce a VAT Return.

1. To add an attachment or scanned image:

   • When you create a purchase invoice or credit note, select Save and Attach.
   • When you enter a nominal journal entry, select Post and Attach.
   • When you produce a VAT Return, you'll be prompted to add attachments to the return.
   • When you confirm goods received, select the Attach Documents check box. You can add file attachments when you click Save to confirm receipt.

2. To attach a file:

   • Select Attach File, then browse to the file that you want to attach and click Open.

     Tip: If you can't see the file, change the filter to show All Files. By default, the attachments filter only shows these file types: pdf, jpg, png, gif, txt, xls(x), doc(x), msg.

   • Drag-and-drop a file into the Attachments list. For example, you can drag-and-drop multiple files from Windows Explorer, or single files from an Outlook email.
   • Once the file has been added, you can enter a comment or reference in the Description column.

3. To scan a document and attach it as an image, click Scan Using Device.

   • Select Start Scan to see a preview of the scan, and click OK to add it as an attachment.
   • If the scanned image doesn't look right, you can select Rescan to scan the document again.

For more information, see Scan and attach documents.

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Useful info

About credit limits

You can specify a credit limit on the supplier account. When the balance on the supplier's account is more than the credit limit, the Available Credit box is highlighted and you'll see a warning message when you try to save the invoice.

This just lets you know that you've gone over the limit. You can still save the invoice.

Using the due date

The Due date is calculated from the Payment Terms set on the supplier account (Payment tab). The Due Date shows you when an invoice is due to be paid according to the terms you have agreed with your supplier. This helps you manage your supplier payments.

You can change the Due date when you enter an invoice.

About settlement discounts

A settlement discount is where you are offered a discount if you pay an invoice early. Your supplier usually specifies the number of days the invoice has to be paid within to qualify for the discount.

• In the UK, if the invoice is paid within the settlement discount period, VAT is only charged on the discounted invoice value.

  If you pay the invoice within the agreed number of days, then you need to adjust the VAT claimed on the invoice.

• In Ireland, VAT is calculated at the goods value regardless of any settlement discount.

The VAT discount can be claimed in three different ways:

1. Your supplier sends you an invoice containing the full VAT. You raise a credit note to claim the discounted VAT.

   The invoices you receive from your suppliers contain the mandated settlement discount text as illustrated here:

   

2. Your supplier sends you a credit note to account for the VAT discount when you pay the invoice within the discount period.
3. Your supplier sends you an invoice with the VAT already discounted. This usually happens when you've paid the invoice in advance.

How to enter settlement discounts

See Settlement discounts on purchase transactions

What happens when I

Save an invoice?

The nominal account and supplier account are updated immediately, unless the invoice is dated in a future period. In this case, the transaction is posted when the period is opened.

• The supplier account balance is updated.

• The transaction is posted to the following nominal accounts:

  Nominal Account	Debit	Credit
  Purchase Account	Net goods value
  Tax Input	VAT amount
  Creditors Control Account		Gross value

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Fix it

How can I check whether I have already entered this invoice?

Click the tick icon next to the Reference or Second Ref. This checks to see if an invoice with the same date and reference number already exists.

Why is the invoice date highlighted in red?

This is because the invoice date does not fall within any of your accounting periods.

Check the date and try again.

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