Create a purchase invoice

This explains how to enter the details from your supplier invoice.

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. If you're using product and service records, 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 your default payment terms are set to 30 days but you'd like them to pay this invoice within 15 days, adjust the Due Date shown on the invoice to reflect this.

Ledger account

Ledger accounts are used to categorise and group your purchases and other transactions. For example, if the invoice is for stationery, you might use a for Office Supplies.

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

Image showing detail of the invoice entry screen. The Product or Service, Description and Ledger Account fields are shown.

When you create an invoice, the default set on the supplier record is used first. This is to help you make sure the right is used on your purchases automatically.

If you add a product or service to the invoice, the ledger account is taken from the one saved on the product or service record.

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

Read more about ledger accounts    

VAT rate

We automatically 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.

More about VAT rates

Analysis tags

Analysis types are tags which 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 using these tags. This helps you see your costs in more detail.

For example, you might want to know how much each department in your business is spending on certain items. Simply set up a department and choose it when entering an invoice.

Select the ellipsis ( ) at the end of each item line

Image showing detail of the invoice entry screen. The ellipsis to the right of an item line has been selected, expanding the Department, Cost Centre and Project options.

Learn more about how to set up analysis types


Attachments are a great way to keep track of 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.

Learn more about attachments

Related content