Documentation/ Document types/ Purchase invoices
Purchase invoices
The invoices you receive from suppliers for goods or for services tied to what you do. On most accounts it is the type with the highest volume and the one with the most behind it: consolidation with delivery notes, price checking and nominal coding.
On this page
The list
You find it under Documents → Purchases → Purchase invoices, at
/documents/facturas. It is also the list you should start the upload from for this type.
What is extracted
| Block | Data |
|---|---|
| Issuer | The supplier's registered name, tax number, address and postcode. |
| Recipient | The company it is addressed to, and its tax number. |
| Identification | Invoice number, document date and order number where there is one. |
| Amounts | Net amount, discounts, taxes, withholding, extra charges and total. |
| Taxes | Broken down by rate, with net, percentage and tax amount. It handles several rates on one document. |
| Payment | Payment method, terms and due date. |
| Lines | Item, quantity, unit price, discounts and the tax on each line. |
The checks that run
All three arithmetic checks apply to a purchase invoice:
- That net plus taxes comes to the total.
- That the lines add up to the net amount.
- That the individual tax amounts come to the tax total.
On top of that, duplicate detection and the detection of split documents waiting to be merged. What each resulting status means is in Document statuses.
The lines
The line detail is what sets a purchase invoice apart from an expense invoice: it feeds the product master, the price history and the reconciliation against delivery notes.
Each line takes an item, a quantity, a unit price, up to three discounts one after another, its own tax and, depending on the integration, the item's ERP reference, a nominal account, a batch and an expiry date.
Nominal coding
A purchase invoice carries two different accounts, and they should not be confused:
| Account | What it stands for |
|---|---|
| Supplier account | The creditor: who you owe the money to. |
| Expense account | The nature of it: what the money went on. |
They are filled in automatically from your company's history and the rules you have set, and can be edited on the General tab. On sales invoices, the expense account field is replaced by an income account.
Consolidation with delivery notes
From the invoice itself you reach consolidation: tying it to the delivery notes behind it, to check item by item that what you were billed for is what arrived.
The tab shows the delivery notes already consolidated and the ones suggested, with how well each matches.
The route out
Once approved, the invoice goes to the ERP through a connector, or into the accounting export, depending on the destination you have set up. What each destination insists on is set out in the integrations section.
How it relates to received products
Purchase invoices do not feed the Received products table, which lives only on documents uploaded as delivery notes. If you need product and price tracking and all you have is invoices, upload them as delivery notes and transfer them to invoices afterwards, which costs nothing from your plan.