Purchases are not always based on a purchase order. You may have called and ordered directly without a purchase order, or you may get something delivered that just doesn't have a purchase order.
Just like cash sales, there are also cash purchases. To save you the hassle of creating a purchase order on the back end and going through the invoicing process, you can instead use Creditor Fast Invoice to get your goods in stock quickly and easily.
If no stock items are involved, you can simply register the purchase invoice in the accounting journal (use account Vendor and counter account Financial account) and you will get the same functionality (statistics, payment overview, read out payments etc.) If goods are involved, you can use the vendor quick invoice as a shortcut to stock items that have not been ordered via purchase order.
A Quick Invoice cannot be saved and updated/invoice updated later. It must be run all the way through from start to finish.
If you close the window and leave the quick invoice before it is updated, all data is deleted and nothing is saved or posted.
Create an Accounts Payable purchase invoice
- Open Accounts Payable/Purchase Invoice and enter the vendor in the Account field at the top of the order header. If the vendor has not been created, use the [+] button to create the account in the vendor file (or use the quick create button via the + plus sign on the left top bar or select Vendor/Vendor to create a new vendor).
- In the quick invoice, you can then go directly to item lines and enter your purchases
- The Delivery address, Reference, Order and Dimensions headers are minimized. Click on the header to open and enter data if you want to add info to the vendor invoice.
- If you do not supplement with more info, master data from the creditor is used, such as payment terms, which are important if you want to create correct payment proposals.
- At the top you can see the total amount of the invoice before any VAT.
Simulate invoice proposals before creation
To check that you have entered the correct item numbers and amounts, you can simulate the purchase invoice before updating.- In Quick Invoice, click the Create invoice button in the ribbon. Check the Simulation box.
- For Accounts Payable, both numeric and Alpha-numeric characters can be used in the invoice number. Read more here.
- Click the Generate button to simulate and open the invoice proposal. Review the information and check that it matches the creditor's invoice. You can always go back and correct and simulate a new invoice proposal.
Create invoice
When the quick invoice matches the creditor's invoice, the invoice must be created and updated. This is the same procedure as when simulating invoice proposals, except now there should be no check mark in the Simulation field and the correct invoice date and invoice number should be entered. Version-93 If you enter an invoice number that does not contain a number, the invoice creation is rejected and the error message is displayed.
View invoice and items
In Accounts Payable, you can view the invoice here:- In Accounts Payable on the Vendor account: Invoices and Entries button
- In Accounts payable/Reports: Invoices and Entries.
- I Lager on the item: Entries and Inventory
- In Lager/Reports : Inventory, Postings and Inventories.