Register purchase invoice

By starting from the Purchase invoices window when you register invoices, you get a good overview of the most recent months' purchases.

  1. Select Purchasing - Purchase invoices.
  2. Select New purchase invoice.
  3. Choose the supplier for whom you want to register the invoice.

If you want to add a new supplier, you can do so from New supplier. To edit an existing supplier from this view, either click on the supplier name or mark the supplier and choose Edit.

  1. Fill in the invoice details.
  1. Indicate the projects or centres the document should be written off to if you are working with this.
  2. Choose to Save draft or Post to ledger when you are done. If you use the approval of purchase invoices feature you can also select the option Send for approval.

If you receive a purchase invoice from an EU country, it is important that you report both input and output VAT as per Belastingdienst's regulations. The invoice you receive should be VAT exempt, but in order for your VAT report to be correct, you should register input and output VAT when you enter the invoice. Refer to Belastingdienst for more information. If you want to see how the amount is posted in Euro, click on Show posts in EUR.

If you check this box, you create a credit purchase invoice instead. Read more in Register a credit note from a supplier.

If you check this box, the invoice will not be sent to the bank and you will have to pay the invoice manually. It is useful if you for example want to register a past due date on the invoice.

You can check or uncheck the box after the invoice has been registered, as long as the status is one of the following: Not sent to bank, Payment cancelled, Rejected payment or Awaits signing.

Enter the invoice number from the purchase invoice here, this field is mandatory.

If you register an invoice from a foreign supplier, it is done in the currency that you have indicated for the supplier. The program retrieves the current exchange rate for the currency when you enter the invoice date and converts the amount to EUR for posting.

Saved drafts are found under Purchase invoices - Drafts. Purchase invoices posted to ledger are found under Purchase invoices - Unpaid invoices.

Use the column to enter information about the invoice row. The information will be visible on the journal entry that is created for the invoice. The texts added in the column will be searchable in the Account analysis view.

For a sales invoice the text will by default tell which customer the invoice was sent to.

This column is only shown when the box Use transaction texts for narration is marked in Settings - Company settings - Accounting settings.

Related topics

Register a credit note from a supplier
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Allocate purchase invoice
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