Solution Properties
Solution ID:
222001000100897
Last Modified Date:
Tue Oct 20 15:39:15 UTC 2026
Taxonomy Path:
Category//Transactions//Invoicing and credits
Author:
[email protected]
Purchase invoices
Description

Create Purchase Invoices to track outstanding invoices and amounts owed to your suppliers.

You can also use purchase invoices to manage stock and discounts, add attachments, or record transactions with foreign suppliers.

NOTE:

Other ways to record purchases:

  • Purchase Automation – Create purchase invoices directly from uploaded documents or images 
  • Other Payments – Record expenses you’ve already paid directly in the bank
  • Quick Entries – Quickly record transaction values when you don’t need products, discounts, foreign transactions or attachments
Cause
Resolution
  1. Go to Purchases and choose New Invoice.
  2. Select or create a supplier. 
  3. Adjust the default Invoice Date and Due date if needed. 
  4. Add the supplier's Reference and your own if needed. 
  5. If you've set up specific products, services or stocks, select the item in the Product/Service box. This will automatically populate the Description, Ledger account and Vat rates.
    • If necessary, you can change the default details.
    • If the item has multiple prices or rates, click the Unit Price column, and choose the applicable rate.
    • If you need to create a new record, click Create item then enter the details.
  6. If you haven't set up products and services, just enter a Description, followed by the remaining details.
  7. Add more items on new lines if necessary. 
  8. Select Save.

TIP:

 You can set up default Payment Terms and default Ledger Accounts from your Record and transaction settings. You can also customise the Due date (payment terms) and applicable price rates from within your supplier settings.

 

▼ Managing Discounts

If the supplier has offered you a discount, for prompt payment for example, then you can record this alongside allocating your payment:

  1. Select the Edit icon next to the Outstanding amount.
  2. Enter the amount to pay less the discount and choose Apply.
  3. Select the Edit icon next to the Discount amount.
  4. Enter the amount of the discount and choose Apply.

Alternatively, you can add a line item and add the discount as a negative value in the Price/Rate field. For more information, visit Add a discount to a purchase invoice.

▼Attachments

You can use attachments to add your supplier invoice or keep other files related to your purchase.  Learn more about attachments.

Steps to duplicate
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