Finance-> Purchase invoices
To add an invoice, click the "Add cost" button.
2. Adding a new expense (purchase invoice).
According to the settings made for your company, the view below will open:
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There cannot be an invoice with the same invoice number for the same supplier in the same financial year. Based on the company, invoice number and invoice date, the existence of the invoice is checked in the current year.
Mandatory fields in red must be filled in.
"Company" - you can choose the recipient of the invoice from among the companies in the company register by entering the company name or part of the name. If there is no suitable company, click "Add as new company..." to add a new company. (Copy of Copy of Uue ettevõtte lisamine )
"Invoice no" - invoice number to be presented to the supplier. The number of the invoice to the supplier is entered here, which is also available in the accounting program.
"Invoice date" - enter or select the invoice date.
Payment term: Enter the number of days for payment as a number. According to the number of days entered, the date will automatically appear in the "Payment due date" field.
Payment deadline: enter or select a date (if it has not yet occurred). When the date is changed, the "Payment condition" also changes.
“Currency” - EUR by default. (To select other currencies, other currencies must be set in advance. When selecting a currency, no recalculation takes place according to the exchange rate, only the currency unit changes.)
"Net Amount" - by entering the net amount of the invoice, the values of the "VAT" and "Total" cells are calculated.
“VAT %” - default 20%. (Other rates must be previously set to select other rates.)
"VAT" - According to the entered net amount (or the total amount of the invoice) and the VAT rate, the VAT amount is automatically calculated.
"Total" - when entering the final amount of the invoice, the values of the "Net Amount" and "VAT" cells are automatically calculated.
"Reference number" - for entering the reference number.
To add an invoice attachment, drag it to the "Upload Invoice (click or drag file)" window, or click in the window and find a suitable file on your computer and upload it:
If the invoice is added, it will be displayed as:
If there are other documents related to the invoice (delivery notes, acts, ...), they can be added in the "Other document" window. If the file is in PDF format, it is displayed, files in other formats remain as the file name:
It is also possible to download these attachments from the add box (by right-clicking the mouse), and if necessary, delete them using the red trash can button.
When deleted, the file is deleted immediately, it is not possible to restore it.
After adding the basic information of the invoice, the "Assign to user" table must be filled in:
You can select a suitable person from among the users in the "Select user" box on the green line.
After making a selection, be sure to press the Enter key to confirm the line!
It is also possible to add several confirmers. In the "Final Confirmer" column, you can specify who will finally confirm the invoice.
One user cannot be added multiple times, the system issues an error message: "Confirmer already exists".
After choosing the confirmers, it is possible to choose between 4 buttons:
"Save and share" - the invoice is saved and it is possible to start sharing the invoice immediately.
"Save and close" - the invoice is saved and the register of purchase invoices opens.
"Save and add new" - the invoice is saved and the entry of a new purchase invoice is started.
"Cancel" - cancels the creation of a new invoice and a notification appears: "Invoice entry was interrupted!", the register of purchase invoices opens.
If the mandatory fields: Invoice number, Invoice date, Net amount and Currency are not filled in then saving the invoice is not possible and an error message is issued: "Please fill in the required fields: ...".
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