Enter an invoice in the base currency

  1. Go to the Purchase invoices (AP301000) window.
  2. Click .
  3. In the top part, in the Type field, select Invoice.
  4. In the Date field, enter the date of the supplier invoice.

    The Post period field is filled out automatically based on the selected document date.

  5. In the Supplier field , select the supplier the invoice is from.

    The default location of the supplier is displayed in the Location field.
    Select another location if necessary.

  6. In the Supplier ref. field, enter the reference number of the supplier invoice the invoice is based on.

    This setting is required if the Require supplier reference check box is selected in the Supplier ledger preferences (AP101000) window; otherwise, it is optional.

  7. Make sure the base currency is shown in the Currency text field.
  8. Optional: Add a description of the invoice.
  9. On the Document details tab, enter the details of the invoice. An invoice must include at least one line.
    To add each detail row to the invoice, follow the steps below:
    1. In the table toolbar of the Document details tab, click .
    2. Optional: In the Item ID column, specify the line item by its item ID (if available) or leave it blank.

      Only a non-stock item or service may be selected. The Inventory workspace will not be updated.

    3. Optional: In the Transaction descr. column, enter a description of the transaction.
    4. Optional: In the Quantity column, enter the quantity of the line item purchased from the supplier.
    5. Optional: Enter the unit of measure for the item in the UoM column.
    6. Optional: In the Unit cost column, enter the cost per specified unit.
    7. If necessary, in the Cost column, manually enter the total amount of the specified quantity of the line item.
      The column is filled in by the system if you have specified the quantity and the unit cost.
    8. Make sure the account shown in the Account column is correct; by default, the system uses the expense account associated with the supplier location, but you can select another account.
    9. Make sure the subaccount shown in the Subaccount column is correct; by default, it is generated in accordance with the rule in the Combine expense sub. from field in the Supplier ledger preferences (AP101000) window. You can manually change it if necessary.
    10. Optional: In the Deferral code column, select a deferral code if the expenses related to the purchased item or service must be recognised in future periods.
  10. Optional: Attach a scanned image of the supplier original document to this invoice.
    To do this, click Files on the window title bar.
  11. To save the invoice with the On hold status, make sure the Hold check box is selected.
  12. To save the invoice with the Balanced status, do one of the following steps and then make sure the Hold check box is cleared:
    • If the Amount field in the top part is displayed in the window, enter the total amount of the invoice in this text field.
    • If the Amount field is not displayed in the window, make sure the total amount of the invoice is displayed correctly in the Balance field.
  13. Click .