Register purchase invoice

Did you know that you can receive purchase invoices as e-invoices and get them right in to Visma eAccounting Smart? Read more about how to get started in E-invoices.


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 - Supplier 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.

What account to use depends on the type of expense you are entering. Expenses are, for example, goods for sales purchases, rent, salaries, transportation or interest. We have listed the most common expense accounts below to guide you, you will find a full chart of accounts under Settings - Chart of accounts. Visma eAccounting Smart automatically both adds a bank account and allocates a VAT account (if there is VAT included) to the entry. The program will also suggest an expense account, based on the account you used last time from the same supplier.

Expense Ledger account
I buy goods from Norway 4400 Fritt Kjøp
I buy goods from EU countries 25% VAT 4000 Innkjøp varer og halvfabrikata, høy avgiftssats
I buy services from EU countries 25% VAT 4500 Fremmedytelser og underentrepriser
I rent an office 6300 Leie lokaler
I buy fixed assets (which costs less than 15 000 kroner) 6540 Inventar (Res)
My invoice for eAccounting from Visma 6810 Datakostnad eller lage ny konto
6811 Regnskapssystem
I buy consumable supplies, for example nails, screws, pens and paper. 6560 Rekvisita eller
6800 Kontorrekvisita
I buy work clothes and computer glasses 6570 Arbeidsklær og utstyr
My cellphone invoice 6900 Telefon
  • When you register a purchase invoice and want to use proportional VAT it is recommended to always have the setting Amounts include VAT checked.
  • You can enable a setting for each supplier were proportional VAT should be applied for most invoices. The program will then apply proportional VAT by default when creating a new purchase invoice for the supplier.
  • When registering purchase invoices from suppliers for whom you have not checked the setting for Proportional VAT , the default option in the Proportional VAT column will be N/A.
  • Regardless of which setting you have for the supplier, you can change between the options N/A and the percentage rate on the individual invoice, if you want to overrule the default setting.
  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 Skatteetaten'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 Skatteetaten for more information. If you want to see how the amount is posted in Norwegian Krone, click on Show posts in NOK.

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 OCR is ticked in the supplier under Suppliers - Payment Requirements, the OCR field is shown. Enter the OCR number indicated on the purchase invoice.

If you have not ticked OCR in the supplier, the Message field is shown instead. It is not possible to enter an OCR number for payment here.

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 NOK for posting.

Saved drafts are found under Purchase invoices - Drafts. When the invoice is posted to the ledger you find the invoice in Purchase invoices - Unpaid purchase invoices tab.

If this purchase invoice should be included from the report Payment to self-employed check this box. Only invoices regarding services shall be reported. If your invoice only include payment for articles the invoice must be excluded from reporting. If your invoice contains both services and articles, then the invoice must be split. For more information read more at Skatteetaten.

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
Link images
Allocate purchase invoice
Receive e-invoices
Work with keyboard shortcuts

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