Purchase Invoices and Credit Notes

Stay on top of your expenses and ensure that you have a clear representation of commitments to your suppliers by ensuring that your purchase transactions are up to date.

Create a new Purchase Invoice or Credit note

You can create your purchase invoice via the Entries menu or via the Daybook.

• From the main menu, click on Daybook > Purchase Invoice/credit note

• Click Add button. 

Enter the transaction header details:

• Select the Supplier for your invoice

• Enter the purchase invoice number.

• Enter the Invoice Date

• The Due Date will be automatically calculated based on your trader terms, update this date if required to ensure that it reflects the due date specified on the invoice from your supplier.

• Enter the Total amount of the invoice. This can be left at 0 and will be updated when you save the transaction but it is useful to have as a check to ensure that you have entered the correct value on your detail lines.

Enter the transaction detail lines:

• Select an Item for the product/service you have purchased. The defaults from your selected item, where set, will be populated into the relevant fields. 

• If you are not using an item, select a Nominal. The default Description and VAT Code will be applied.

• Update the Description to your required text. This text will display on the invoice you send your customer.
• If required, enter an Enterprise, Analysis, Quantity and Price.
• Enter the Net value. If the Net/VAT amount are not known, enter the Gross amount then use the Calc.Net icon.

• Add additional detail lines if needed.

• Click Save.

Print a Self-bill Purchase Invoice

If you have an arrangement with your supplier to raise a self-bill invoice, enter the details of the invoice as above and  print it by clicking Send > Print, this will bring up a preview screen. You can now Print or Save the self-bill invoice.

You can also do this via the Purchase Invoice Daybook.

Email a Self-bill Purchase Invoice 

You can email your self-bill invoice to your supplier by clicking Send > Email, select the email template you want to use and click Send Email. An email will be sent to the primary contact email address with a pdf copy of the self-bill invoice.

You can also do this via the Purchase Invoice Daybook.

Edit a Purchase Invoice

If you have made an error you can easily edit your purchase invoice.

• From the main menu, click on Daybook

• Enter the invoice or transaction number, if known, into the search box. Otherwise, use the filter to search by other details such as supplier name.

• Click on the transaction number (Txn) or double click on the row to open the invoice details.

• Make the necessary edits to your transaction.

• Click Save.

Note: You cannot edit the Supplier, Invoice Date or the Amount of an invoice if it has been paid. Value fields on the detail lines cannot be edited if the transaction has been part paid. You will need to un-allocate the Purchase Payment from the invoice to edit these details.

To view any changes that have been made to an invoice, including the date of the change and by whom, click on the History tab at the bottom. The current values will show in black and any old values will show in red. Click on Details to go back to the entry screen. 

Copy a Purchase Invoice

If you have several similar invoices, a quick way to enter them is to copy a previous invoice.

• Select the invoice to be copied in the Daybook.
• Click the Morebutton.
• Click Copy.

 Alternatively edit the invoice and then click on the More button and select Copy. 

Copied invoices will contain the same data as the original but will use today's date. Manual invoice numbers will have to be entered. Edit the new invoice as desired then Save.

Delete a Purchase Invoice

A purchase invoice can be removed as long as no purchase payment has been allocated against it.

• From the main menu, click on Daybook

• Enter the invoice or transaction number, if known, into the search box. Otherwise, use the filter to search by other details such as supplier name.

• Click on the transaction to select it.

• Click the Morebutton.

• Click Remove.

You can also remove the transaction if you have it open in edit mode. 

• Click the Morebutton.

• Click Remove.

Search and Filters

There is a quick Search option to find invoices in the Daybook using their Invoice or transaction number:

Also you can use the Filter  to search on the following criteria:

See the Filters section in FAQ, Support for more details.