Entering a Supplier Purchase Invoice

Introduction

This guide is to show how to manually enter a  Supplier Purchase invoice

Assumptions

You have not used the online supplier ordering process but  you have instead ordered over the phone or emailed your order to the supplier and have now received their paper invoice.

That it is NOT a Cash Purchase (See Related Guide for Cash Purchases )

Where to find this

To manually enter a Purchase Invoice go into the Finance Module. Select Purchasing.

Step-by-step guide

Step 1. Click the Add button

Complete the Purchase Invoice data into the form as follows

Supplier: Select Supplier from the list

Invoice Date: Select the date on the Invoice. There is a dropdown with 7 days for the trading week you are in.

Invoice Type: Either Account Invoice or Credit note

Late Invoice Date: If it is  a late invoice select the date that is on the invoice, this is in the event that the invoice has arrived later that the goods and not in current week  

Note: this is only displayed if your company allows a second date to be entered

Reference:  Enter the Invoice Number.

Other information: You may enter any information if you feel it is relevant to the invoice.

Event: Only use if assigning Invoice to an Event.

VAT Amount: Enter Total VAT on Invoice

Gross Amount: Total amount as displayed on the invoice.

Step 2 . The next section is to define what purchase category the invoice relates to.

Description :This will always default to Purchases when you are entering the invoice manually, you can use this field to describe the goods. 

Department : Select the department that the order will be used in i.e. Main Catering or Vending

Category: Select form the drop down the purchasing category the order falls into, these categories will populate the matching purchasing categories setup in finance.

Net Amount: If you are only placing one order per department then this will always be the whole amount from the delivery note.

If the invoice contains items from different purchasing categories and you want to make the split to reflect this for finance click

Notes: You can add notes regarding the items ordered as reference in the finance modules for example

When you have entered all the information click the Save button.

This will close the window and take you back to the Invoices page.

Related articles

Editing an invoice

Cash Purchases

Using Events Tool