Enter a supplier purchase invoice

Items marked with a double asterisk (**) are available in Microsoft Office Accounting Professional 2008 only.

When you receive a purchase invoice for products you have purchased, enter this information in Microsoft Office Accounting 2008 from Enter Purchase Invoices on the Suppliers menu. You can view all goods received notes on the Purchase Invoices and Goods Received Note List.

Tip: ** If you frequently create supplier purchase invoices that contain the same information, you can save a supplier purchase invoice as a template that you can reuse. For more information, see Create a recurring document.

Office Accounting 2008 can save you time by automatically entering a preferred supplier name on a supplier purchase invoice. For more information, see About preferred suppliers.

The process for entering a supplier purchase invoice varies, depending on the how you ordered the products.

Order source

What to do to enter the purchase invoice

** If you created a goods received note.

Create the supplier purchase invoice from the goods received note. Otherwise, the products are counted twice in stock.

How?

  1. In the Navigation Pane, click Suppliers.

  2. Under Start a Task, click New Purchase Invoice.

  3. On the toolbar, click Create From.

  4. Follow the instructions in the Select a Purchase Order or a Goods Received Note dialog box.

  5. Click OK.

    Note: The price from the goods received note or purchase order appears on the supplier purchase invoice. If the price on the purchase invoice is different, you can correct it.

    Note: If any product line item on the purchase order contains a negative quantity, it is not carried over, and you have to add the product line item to the supplier purchase invoice.

  6. Do one of the following:

    • On the toolbar, click Save and Close.

    • To create another supplier purchase invoice, click Save and New.

    • ** To save the supplier purchase invoice as a template that you can reuse, click Recurring.

Note: The date on the goods received note must fall within a financial year that is currently open. If the year is not open, you must open it. To learn more about opening a closed financial year, see Manage your financial year.

** If you created a purchase order but no goods received note.

Create the supplier purchase invoice from the purchase order. Otherwise, the purchase order stays in the system as an Open Purchase Order with status as Not Received until you void it.

How?

  1. In the Navigation Pane, click Suppliers.

  2. Under Start a Task, click New Purchase Invoice.

  3. On the toolbar, click Create From.

  4. Follow the instructions in the Select a Purchase Order or a Goods Received Note dialog box.

  5. Click OK.

    Note: The price from the goods received note or purchase order appears on the supplier purchase invoice. If the price on the purchase invoice is different, you can correct it.

    Note: If any product line item on the purchase order contains a negative quantity, it is not carried over, and you have to add the product line item to the supplier purchase invoice.

  6. Do one of the following:

    • On the toolbar, click Save and Close.

    • To create another supplier purchase invoice, click Save and New.

    • ** To save the supplier purchase invoice as a template that you can reuse, click Recurring.

If you did not create a purchase order or a goods received note.

Create a new supplier purchase invoice.

How?

  1. In the Navigation Pane, click Suppliers.

  2. Under Start a Task, click New Purchase Invoice.

  3. Enter the information on the supplier purchase invoice.

  4. Do one of the following:

    • On the toolbar, click Save and Close.

    • To create another supplier purchase invoice, click Save and New.

    • ** To save the supplier purchase invoice as a template that you can reuse, click Recurring.

You can customise the Purchase Invoice form.

How?

  1. In the Navigation Pane, click Suppliers.

  2. Under Find, click Purchase Invoices and Goods Received Notes.

  3. In the Purchase Invoices and Goods Received Note List, double-click the purchase invoice.

  4. To add, remove or reorganise columns in the list, on the View menu, click Modify Layout.

  5. In the Modify Layout dialog box, do one or more of the following:

    • To add a column, click a field name in the Available fields list and then click Add.

    • To remove a column, click a field name in the Show these fields in this order list and then click Remove.

      Note: Fields with an asterisk (*) cannot be removed.

    • To change the order in which the fields appear, click a field name in the Show these fields in this order list and then click Move Up or Move Down.

  6. Click OK.

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