Creating a new purchase invoice : Netvisor

This guide explains how to create a new purchase invoice. Manually creating a purchase invoice requires permissions for basic functions of the accounts payable. The purchase invoice is created by filling in the mandatory fields, such as invoice number, date, and vendor information. You can open the view by selecting Purchases > Purchase invoices > New purchase invoice.

CONTENTS

Permissions to create a new purchase invoice
Creating a new purchase invoice

Permissions to create a new purchase invoice

Manually creating a purchase invoice requires at least edit rights for basic functions of the accounts payable.

Make sure you have at least edit rights for basic functions of the accounts payable.
Make sure you have at least read or edit rights for accounts payable views and lists so that you can see open purchase invoices and the purchase invoice list.
Make sure you have rights to view or edit the vendor if vendor information needs to be corrected.

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.

Select the "New invoice" link from the Purchase menu, press the "Create new" button in the upper right corner of the screen, or open the vendor listing and start creating the invoice from there.
Fill in all mandatory fields marked with a star before the first save.
Fill in the other invoice details as needed according to the field-specific instructions below.

Invoice number

The purchase invoice number can contain both numbers and letters.

Enter the invoice number in the field.
If the vendor already has an invoice saved in Netvisor with the same invoice number during the same financial period, modify the number by adding a suffix, such as "-001" or "b".
Save the invoice normally even though the number has been modified.

If an electronic invoice with the same number arrives in the system 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 purchase invoices to be checked.

Date

Enter the invoice date in this field.

Enter the invoice date in the Date 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.

Enter the entry date if you want to set a separate date for the voucher.
Leave the entry date empty if you want the voucher date to be the invoice date.

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.

Start typing the vendor name in the vendor field.
Select the correct vendor from the suggestions of the real-time search function.
If the desired vendor is not found in the system, create the vendor before entering the invoice.

Default payment term 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 term is calculated from this date.

Enter the value date if you want the due date to be calculated from the value date.
Leave the value date empty if you want the due date to be calculated based on the invoice date.

Payment term

The payment term defines how the due date is calculated.

Select the desired payment term from the payment term list.
If the desired payment term is not found in the list, open the vendor card and enter a new payment term via the "Default payment term" link.
If necessary, enter or edit payment terms also in the accounts receivable settings.

The same function is also found in the accounts receivable settings.

Pay to account

Here, select the vendor's bank account to which the invoice will be paid.

Select the vendor's bank account from the Pay to account field.
Select the correct account if the vendor has multiple bank accounts.

The selection can be made if the vendor has multiple bank accounts.

Due date

The due date defines when the invoice becomes payable.

Select "Due date" as the payment term if you want to enter the due date manually.
Enter the due date manually if you use the "Due date" payment term.
Leave the due date to be calculated automatically if you use another payment term.

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 invoice date.

Our reference

The sender's or vendor's reference.

Enter the vendor's reference in the Our reference field.

Your reference

The receiver's reference.

Enter the receiver's reference in the Your reference field.

Total

Enter the correct total amount of the invoice in the Total field.

Enter the correct total amount of the invoice in the Total field.

The invoice currency comes from the selected bank account's currency.

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.

Check that the vendor's bank account has been selected correctly.
Check the Currency field if the vendor's bank account is foreign.
Accept the default currency, which comes from the vendor's bank account currency, or change the currency to another if necessary.
Change the currency later only if the invoice is in the "New invoice" state.
Press the "Edit" button on the invoice header row and change the currency if the invoice is still in the "New invoice" state.
If the currency field is not visible in the invoice editing, change the vendor temporarily to another vendor and then back to the correct vendor.

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

The Rate field shows the currency rate relative to the euro.

Check the rate displayed alongside the Currency field.
Enter the rate manually if the selected currency does not have an automatic 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.

Enter the bank reference in the Bank reference number field if the invoice has a bank reference.
Enter a message in the Message field if there is no bank reference.
Enter the international RF reference in the Bank reference number field if the invoice has an RF reference.
Make sure that the bank reference number is valid so that it can be added to the invoice.
Enter a message in the Message field that is not a valid reference number if you do not want it to be transferred to the reference number field.

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. 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)

Invoice additional information is internal system information.

If necessary, enter an internal note in the Invoice additional information field (max. 250 characters).

This information is visible on the purchase invoice if the company uses the purchase order section.

Check that the purchase order section is in use in the company if you want to use purchase order numbers.
Add one or more purchase order numbers to the purchase invoice that relate to the same purchase invoice.

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, the invoice is created in the accounts payable after saving.

Check that all required fields have been filled in.
Press the Save button.
Make sure that the invoice is created in the accounts payable.

Invoice attachment:

An attachment can be added to the invoice by dragging or uploading from computer files in the following formats: BMP, CSV, DOC, DOCX, EMF, EXIF, GIF, GZIP, HEIC, HTML, ICO, JPG, MP3, ODP, ODS, ODT, PDF, PNG, PPTX, RTF, TIFF, TXT, XLS, XLSM, XLSX, XSL, ZIP, 7ZIP and XML. We recommend adding attachments of max. 5–10 MB. The maximum size of the attachment is 20 MiB. Adding an attachment to the purchase invoice requires at least edit rights for basic functions of the accounts payable and at least read rights for accounts payable views and lists. With these same rights, the attachment can also be removed. The total number of attachments is not limited, nor is the total size of attachments limited.

Make sure you have at least edit rights for basic functions of the accounts payable and at least read rights for accounts payable views and lists.
Select adding an attachment to the purchase invoice.
Drag the attachment file to the invoice or select the file from the computer files.
Make sure that the attachment is in an allowed file format (BMP, CSV, DOC, DOCX, EMF, EXIF, GIF, GZIP, HEIC, HTML, ICO, JPG, MP3, ODP, ODS, ODT, PDF, PNG, PPTX, RTF, TIFF, TXT, XLS, XLSM, XLSX, XSL, ZIP, 7ZIP or XML).
Make sure that the size of a single attachment is at most 20 MiB and aim to use attachments of at most 5–10 MB.
Remove the attachment if necessary with the same rights that allow adding the attachment.

Frequently asked questions

What permissions do I need to manually create a new purchase invoice?
Manually creating a purchase invoice requires at least edit rights for basic functions of the accounts payable and at least read or edit rights for accounts payable views and lists. It is also good to have rights to view or edit the vendor.
How do I start entering a new purchase invoice?
Start manually entering a new purchase invoice by selecting Purchases > Purchase invoices > New purchase invoice, using the Purchase menu "New invoice" link, pressing the "Create new" button in the upper right corner of the screen, or starting the invoice creation via the vendor listing.
What should I do if the invoice number is already in use in the same financial period?
Modify the invoice number by adding a suffix, such as "-001" or "b", and save the invoice with this modified number.
How is the due date determined on a purchase invoice?
If "Due date" is selected as the payment term, the due date is entered manually. Otherwise, the system calculates the due date automatically based on the value date, and if the value date is not defined, the due date is calculated based on the invoice date.
What should I do if the currency field is not visible in the invoice editing?
Temporarily change the vendor to another vendor and then back to the correct vendor, after which the currency field will be displayed if the vendor's bank account is foreign.
What are the requirements for adding attachments to a purchase invoice?
Adding an attachment requires at least edit rights for basic functions of the accounts payable and at least read rights for accounts payable views and lists. The maximum size of an attachment is 20 MiB, the recommended size is 5–10 MB, and the number or total size of attachments is not limited.
Is it mandatory to use a bank reference number on a purchase invoice?
One of the Bank reference number and Message fields must be filled in. If there is no bank reference, enter a message on the invoice. If you enter a valid reference number in the Message field, it is automatically transferred to the reference number field.

Keywords: purchase invoice, creating a new purchase invoice, accounts payable, permissions, invoice number, date, entry date, vendor, value date, payment term, pay to account, due date, our reference, your reference, total, currency, rate, bank reference number, message, invoice additional information, purchase order numbers, invoice attachment

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.

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