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Create a purchase invoice

Created on  | Last modified on 

Summary

How to enter the details from your supplier invoice in Sage Accounting.

Resolution

Enter a purchase invoice

  1. From Purchases, choose Purchase Invoices.
  2. Select New Invoice.
  3. Select the Supplier and enter the details such as date and reference.
  4. Enter the details of what you've bought on each line.
  5. Select the relevant item from the Product / Service list. Otherwise, enter a Description.
  6. 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.

Product or service, description and ledger account.

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 in the record.

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

For more information, read the guide 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 drop-down list.

For more information, read Understand VAT rates.

▼ Analysis tags

Analysis types are tags that make it easier for you to analyse your costs in more detail. There are 3 types: departments, cost centres and projects.

Assign a tag to each invoice line then produce reports using these 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

For more information, read Analysis types.

▼ Attachments

With attachments, you can track any files you have that relate 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.

For more information, read Add attachments.

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