Create a purchase invoice

Solution Properties

Solution ID:

222001000100978

Last Modified Date:

Mon Aug 17 10:29:39 UTC 2026

Taxonomy Path:

Case category//How do I...//processing

Author:

[email protected]

Create a purchase invoice

Description

Cause

Resolution

Enter a purchase invoice

From Purchases, choose Purchase invoices.
Select New Invoice.
Select the Supplier and enter the details, such as date and reference.
Enter the details of what you've bought on each line.
Select the relevant item from the Product / Service list. Otherwise, enter a Description.
Fill in the remaining details.

More about purchase invoice fields

▼ Due date

The due date populates from the credit terms you have set on the supplier's record. You can change this on the invoice. For example, if the default terms are 30 days but you want a 15-day payment, edit the invoice's Due Date.

▼ Ledger account

We use ledger accounts to categorise and group your purchases and other transactions. For example, if the invoice is for stationery, you can use a ledger account for Office Supplies.

When you save the invoice, the net value (without VAT) records against this ledger account. This is so you can report on the total amount spent on office supply sales.

When you create an invoice, the default set on the supplier record appears first. This is to ensure you use the right ledger account on your purchases automatically.

Adding a product or service to the invoice automatically uses the ledger account saved to that product and service record.

You can change the ledger account shown on any of your invoice lines.

Follow our article for a chart of accounts introduction.

▼ VAT Rate

We use the VAT rate set as the default on the supplier record. If you then add products or services, the VAT rate updates to use the one saved on the product or service record.

Change the VAT rate on individual item lines by selecting the rate you want to use from the dropdown list.

Find out more in our article on VAT rates.

▼ Analysis types

Analysis types are tags that make it easier for you to analyse your costs in more detail. There are three types: departments, cost centres and projects.

Assign a tag to each invoice line then produce reports on these specific tags. This helps you see your costs in more detail.

For example, if you want to know how much each department is spending on certain items. Set up a department and choose it when entering an invoice.

Select the ellipsis at the end of each item line

Follow our article to create analysis types.

▼ Attachments

Use attachments to track files relating to this invoice. For example, you could attach a copy of a receipt.

You can add up to 10 attachments to each invoice, using files of the following types: PDF, GIF, JPG, JPEG or PNG. The maximum size for each file is 2.5MB.

Follow our article on how to add attachments.

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