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Purchase quick entries

Created on  | Last modified on 

Summary

How to enter purchase quick entries in Sage Accounting.

Description

You can use Quick Entries to quickly enter purchase invoices and credit notes for one or more suppliers at the same time. This saves you time if you have a lot of invoices or credit notes to enter and you don’t want to record them against a particular product record.

Once you’ve entered a quick entry invoice, when you need to pay it, you can do this using a supplier payment. If you’ve entered a credit note, you can allocate, or if necessary, refund it as normal.

Resolution

Add a quick entry

 TIP: If you want to record the purchase of a particular product that you’ve created a record for, or you want to attach a file, for example, a copy of a receipt or a purchase order a supplier has sent you, you must use the purchase invoices or purchase credit notes options instead. You also have to use these options for overseas or cross-border customers. 

 

 

  1. Go to Purchases, select Quick Entries and then New Quick entry.
  2. Enter the following information:
Type *  To add an invoice, choose Invoice, or to add a credit note, choose Cr Note.
Date *  Enter the transaction date.
Supplier *  Choose the supplier.
Reference *  Enter a reference, for example, an invoice number.
Ledger Account * Choose the ledger account you want to use for this transaction.
 TIP: If your required ledger account does not appear, check the visibility settings on your Chart of Accounts. This guide will show you how to do this >.
Details If necessary, you can enter additional information about the invoice or credit note.
Net *  Enter the net amount of the invoice or credit note. If you're unsure of the Net value, enter the VAT Rate and Total instead. We will calculate the Net and VAT for you.
Tip: If your company is VAT registered and the Net, VAT Rate and VAT columns don’t appear, check you’ve entered your VAT scheme correctly in Settings > Financial Settings.
VAT Rate * Choose the required VAT rate.
VAT This calculates automatically based on the net or total amount and VAT rate.
Total The total value of the invoice or credit note calculates automatically.

* These details are compulsory.

 TIP: If you’ve created analysis types, for example, departments, you can also choose these when creating the quick entry. 

  1. To add more transactions, on the next line, repeat the above step, then select Save.

You’ve successfully recorded the quick entry which appears on the quick entries list and the customer’s activity.

Edit a quick entry

 CAUTION: You can’t edit a quick entry if it’s been allocated to another transaction or included in a VAT Return. Instead, if it’s been allocated to another transaction, you must unallocate it or, if it’s been included in a VAT Return, you must reverse it by posting the opposite quick entry transaction. For example, if it’s an invoice, post a credit with the same details, or if it’s a credit, post an invoice. 

  1. Go to Purchases then select Quick Entries.
  2. Open the transaction.

 TIP: If you originally entered several transactions in the same quick entry window, when you edit one of the transactions, the other items in the batch are also visible, but unaffected. 

  1. Edit the information as required and select Save.

Delete a quick entry

 CAUTION: You can’t delete a quick entry if it’s been allocated to another transaction or included in a VAT Return. Instead, if it’s been allocated to another transaction, you must unallocate it or, if it’s been included in a VAT Return, you must reverse it by posting the opposite quick entry transaction. For example, if it’s an invoice, post a credit with the same details, or if it’s a credit, post an invoice. 

  1. Go to Purchases then select Quick Entries.
  2. Open the quick entry you want to delete.

 TIP: If you originally entered several transactions in the same quick entry window, if you delete one of the transactions, the other items in the batch aren’t affected. 

  1. Select Delete on the left-hand side, next to the line you want to delete then choose Save.

Pay a quick entry invoice

  1. Go to Banking, and open the required bank account.
  2. Go to New Entry then select Purchase / Payment.
  3. In the Supplier Payment tab, choose the Supplier from the drop-down menu.
  4. Enter the Date Paid and Reference.
  5. Enter the total Amount Paid and select the check box for the quick entry invoice you want to pay.
  6. Select Save.

If you find that you've found after importing your quick entries they are not visible in the list, you'll need to toggle the date of the quick entries. If they still do not appear and you did not get an error message when importing, then get in touch.


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