Process a supplier invoice (no GRN)

Click on Purchases > Purchase Invoices then New Invoice (no Order/ GRN)

You will need to complete the following:

  • Supplier – select a supplier which you have previously set up, else click on ‘(new)’ to create a new supplier record
  • Supplier Reference – supplier invoice number or reference
  • Invoice Date – supplier invoice date
  • Add a line item to the purchase invoice by clicking on ‘+line item’ and selecting any item which you have previously set up, else click on ‘(new)’ to set up a new item (Stock and Order Items) record
  • Price – enter price (excluding VAT) from the supplier invoice
  • Price Type – select price type:  ‘unit price’ will multiply the price (and vat value) by the quantity whereas ‘net value’ will ignore any quantity entered, in order to calculate a value for this invoice line item
  • VAT Value – enter vat value from supplier invoice (see also ‘price type’) – hint: if the invoice/ receipt shows only total VAT rather than by line item, then input time can be saved by entering the ‘vat value’ on one line item only
  • Expense Account – the expense account will default to that specified for the Consumable Item, or to that specified for the Supplier for a Service Item, but can be amended at this point (expense account is, of course, ignored for a Stock Item)
  • Project -select if this line item cost is to be ‘charged’ to a particular department
  • Department – select if this line item cost is to be ‘charged’ to a particular department
  • Prepaid Start and Prepaid End Date- where displayed, select start and end dates for costs which relate to more than one month (should be stated on the supplier invoice)
  • Add any descriptive text by selecting the line item and clicking the ‘toggle description’ link
  • Click on Save and the invoice will now appear on the Purchase Invoice listing screen.

We recommend that you write the number which the application has allocated to the invoice, on the face of the invoice, and file sequentially in this number order for ease of retrieval, particularly during VAT or tax inspections.