Purchase invoice processing

If you have received a purchase invoice from a supplier you need to start processing it. To book the invoice simply click on the Menu and go to Purchase and Sales → Purchase invoices. Here you will find a button titled ' Book a new purchase invoice'.

Click the button to open a new page. Here you can fill in all the details for the purchase invoice you received. Tip: it is useful to add the supplier in advance by navigating through the Menu to Relations → Persons or Relations → Organizations. When you enter the sender of the invoice you can easily select the supplier from a list.

Purchase Invoice

Invoice status

This is set to 'Concept' by default. If you have already paid the invoice at the time of booking you can immediately change the status to 'Final'.

Invoice number

Here you enter the invoice number that is shown on the purchase invoice.

Invoice date

Enter the date shown on the invoice.

Invoice due days

Make sure to copy the payment term correctly from the invoice. If you forget to pay, the invoice will always appear on the environment overview under the heading 'unpaid purchase invoices' until it is paid. This ensures you don't lose track of it.

Invoice due date

This date will be set automatically once you have entered the payment term.

Days left

This shows how many days are left until the due date.

Origin

If you made sure to add the supplier to Relations before booking the invoice, you can choose the correct sender from the drop-down list.

Credit invoice for purchase invoice

The default setting is: 'This is not a credit invoice'. In case the invoice is a credit invoice for a purchase invoice, you choose the corresponding invoice from the drop-down list.

Invoice items

Click the Add item button to create a new invoice item.

Tip: when entering invoice items, you can quickly and easily move to the next field by using the TAB key on your keyboard. This way you don't have to click every time you want to enter a new field and you can immediately continue filling in the fields because the pre-filled numbers are automatically selected. If you want to return to the previous field, you can do so by pressing SHIFT + TAB.

Description

For convenience, copy the items shown on the purchase invoice. This way the description will always match what is on the invoice and not be unnecessarily confusing.

Units

The number of products per invoice item. You can easily enter a number here yourself, or increase or decrease the number using the arrow keys.

Unit cost

The unit cost of the product per invoice item. Daxto automatically calculates the total amount for you.

Disc. %

Here you can enter a discount percentage per invoice item when you have received a discount from your supplier. Please note that this is a percentage and not an amount. For a discount amount you can create a new invoice item. Make sure that the unit cost is a negative amount by putting a minus sign in front of it. You can read here how it works.

Line total

The total amount of the invoice item. This takes the number of units you entered and any discount percentage into account.

Tax rate & category

As with sales invoices, you can add a tax rate very easily. Click the drop-down list and then choose the correct tax rate. It's as easy as that.

In the date field you can enter an individual date, but also a period. As with the invoice date, copy the date(s) that appear on the purchase invoice.

Lastly, you can choose a category. With this you can for example clarify for yourself exactly how your costs are divided.

Connected payments

After you have paid the invoice and connected this payment to the purchase invoice you can see the payment here. As long as no payment has been connected you will read the text 'No payments connected yet'.

Invoice tax

Here you can specify whether the prices on the invoice are including tax or excluding tax. The default setting is that you enter prices excluding tax, so make sure you change this if they need to be entered including tax.