This guide relates to the purchase of non-goods related items i.e. Service and Consumable items. These items are not stock controlled and do not follow the standard “Goods Received” process more commonly associated with goods. Consumable items can be received through the Goods Received process, however as they are not stock controlled, this is essentially a way of producing a Goods Received Note (GRN) to provide to the delivery driver, or to forward onto to Suppliers for info.

In order to start the Purchase Invoice process, navigate to Suppliers > Purchase Invoices and click “New”. The system will ask whether you want to start from a previously entered Goods Received Note (GRN) or Purchase Order, or neither – this will depend on whether you have previously followed the GRN process to receive goods into the system (this may apply for some Consumable Items), or whether you followed the Purchase Order process previously.

In this case, we will assume that you did not raise a Purchase Order, or a Goods Received Note for the items and instead we will choose the “New Invoice (no order / GRN)” option. However, if you do choose the select “New Invoice (with order / GRN)” option, then the system will prompt you to find the corresponding order before continuing.

The next stage is to enter the Invoice details, if you chose to start from an order / GRN above then much of the information on this screen will already be entered and you will simply need to confirm the details before continuing.

The system will ask for the following details:

• Supplier- Choose the supplier from the drop-down, or by typing part of the name and selecting the correct result;
• Supplier ref – Enter any relevant reference here;
• Invoice date – The date displayed on the purchase invoice;
• Payment due date – Depending on whether you have set up the default terms in the supplier account, this may be pro-populated and will need to be checked. If not then simply enter the date;
• Currency – Again, this will default to the currency held on the supplier record, but can be changed if needed;
• Contract (Construction Edition only) – If this purchase relates to a contract of works then choose an option here;
• Query – If you’d like the invoice to be queried before payment then tick the box here;
• Fill out the Item Name, Supplier Ref, price details, VAT (if any), Quantity and also make changes to the Expense Account, Project and Department (if different to the default);
• You can also add additional order lines, or create new items from this screen if needed.

Click “Save” to confirm the Purchase Invoice.