This guide explains how to create a new purchase invoice. Manually creating a purchase invoice requires permissions for basic functions of the ledger. The purchase invoice is created by filling in the mandatory fields, such as invoice number, date, and vendor information. You can create a new purchase invoice by navigating to: Purchases > Purchase Invoices > New Purchase Invoice
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Permissions to create a new purchase invoice
Manually creating a purchase invoice requires at least edit rights for basic functions of the purchase ledger. We also recommend at least read or edit rights for the purchase ledger views and lists to see open purchase invoices and the purchase invoice list. It would also be good to have rights to view or edit the vendor if corrections are needed.
Creating a new purchase invoice
Manually entering a new purchase invoice starts from the Purchase menu's "New Invoice" link. It is also possible to create a purchase invoice using the "Create New" button in the upper right corner of the screen or through the vendor listing. During the invoice entry phase, mandatory fields are marked with a star: they must be filled before the invoice can be saved for the first time.
Invoice number
The purchase invoice number can contain both numbers and letters. If the vendor already has an invoice saved in Netvisor with the same number during the same financial period, the number must be modified by adding a suffix, such as "-001" or "b".
If an electronic invoice with the same number arrives after manually entering the invoice, it will be received in Netvisor. The user is notified of the duplicate both on the purchase invoice itself and in the view of invoices to be checked.
Date
Enter the invoice date in this field. When the invoice is posted, the voucher will have this same date unless an entry date is provided.
Entry date
The entry date determines the date on which the purchase invoice voucher is recorded. If the entry date is empty, the voucher date will be the invoice date. If the entry date is not set, the field will automatically be filled with the invoice date.
Vendor
The vendor is searched using a real-time search function. If the desired vendor is not found in the system, it must be created before entering the invoice. Default payment terms and default bank account can be defined in the vendor information. These are inherited by the invoice being created.
Value date
If a value date is defined for the invoice, the due date according to the payment terms is calculated from this date.
Terms of payment
If the desired payment terms are not found in the list, new payment terms can be entered from the vendor card link Default payment terms. The same function is also found in the sales ledger settings.
Pay to account
Here, select the vendor's bank account to which the invoice will be paid. The selection can be made if the vendor has multiple bank accounts.
Due date
If "Due date" is selected as the payment term, the due date can be entered manually on the invoice. Otherwise, the system calculates the due date automatically based on the value date. If the value date is not defined, the due date is calculated based on the date.
Our reference
The sender's or vendor's reference.
Your reference
The receiver's reference.
Total
The correct total amount of the invoice. The invoice currency comes from the selected bank account's currency.
The default penalty interest and complaint time are retrieved from the company's basic information but can be changed during the invoice creation phase if necessary.
Currency
If the selected vendor's bank account is a foreign bank account, the currency field is displayed. The default currency is the vendor's bank account currency, but this can be changed to another. If the currency is to be changed later, the invoice must be in the new invoice state, and the currency can be changed via the edit button on the invoice header row. The currency rate relative to the euro is displayed alongside the currency. The rate is retrieved once a day at approximately 17:15. The currency rates used by Netvisor are the ECB's published euro reference rates from the previous banking day. The system uses the rate preceding the invoice receipt/creation date, and the rate is the rate at the time of retrieval.
Rate
If the selected currency does not have an automatic rate, the rate can also be entered manually.
Bank reference number and message
One of these must be filled in on the invoice. The bank reference number field is used to enter the bank reference. If there is no bank reference, a message is entered on the invoice. The international RF reference can be entered in the reference number field on the purchase invoice. Previously, these references were entered in the message field instead of the reference field. The bank reference number must be valid during invoice entry to be added. Similarly, if a valid reference number is entered in the message field, it goes directly to the purchase invoice reference number field, and no message is displayed on the invoice.
Invoice additional information (visible in invoice list, max. 250 characters)
Internal system information.
Purchase order numbers related to the purchase invoice
This information is visible on the purchase invoice if the company uses the purchase order section. This helps to identify which purchase invoices and purchase orders belong together. Multiple purchase orders can be linked to the same purchase invoice here.
Once all information is entered, press the Save button. The invoice is created in the purchase ledger. Invoice attachment: An attachment can be added to the invoice by dragging or uploading from computer files in the following formats: jpeg, jpg, png, pdf, doc, docx, xls, and xlsx. We recommend adding attachments of max. 5-10 MB. Adding an attachment to the purchase invoice requires at least edit rights for basic functions of the purchase ledger and at least read rights for purchase ledger views and lists. With these same rights, the attachment can also be removed.
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