Click on Purchases > New Cash Purchase
and you should see an input form like this:
You will need to complete the following:
Supplier – defaults to Cash Purchases but you can select any other supplier which you have previously set up, else click on ‘(new)’ to create a new supplier record
Bank Account – defaults to Petty Cash, but you can select any other bank account if for example you are paying by debit card which will go straight from your bank current account or credit card which will go straight from your credit card account (see also FAQ Which Bank Account Do I Use?)
Supplier Reference – enter the supplier invoice/ receipt number
Invoice Date – enter the date on the invoice/ receipt
Create GRN – tick box to also create a GRN which add any Stock Items to stock (you can ignore if only Consumable or Service Items have been bought, but take care not to also process a separate GRN for any Stock Items bought as this will double up the stock)
add a line item to the purchase invoice by cliking on ‘+line item’ and selecting any item which you have previously set up, else click on ‘(new)’ to create a new item (Stock and Order Items) record
Guidance on what travel and subsistence expenses can be claimed is provided by HM Revenue & Customs
Price – enter price (excluding VAT) from the supplier invoice/ receipt
Price Type – select price type: ‘unit price’ will multiply the price (and vat value) by the quantity whereas ‘net value’ will ignore any quantity entered, in order to calculate a value for this invoice line item
VAT Value – enter vat value from supplier invoice/ receipt (see also ‘price type’) – hint: if the invoice/ receipt shows only total VAT rather than by line item, then input time can be saved by entering the ‘vat value’ on one line item only
Expense Account – the expense account will default to that specified for the Consumable Item, or to that specified for the Supplier for a Service Item, but can be amended at this point (expense account is, of course, ignored for a Stock Item)
Project -select if this line item cost is to be ‘charged’ to a particular department
Department – select if this line item cost is to be ‘charged’ to a particular department
Prepaid Start and Prepaid End Date- where displayed, select start and end dates for costs which relate to more than one month (should be stated on the supplier invoice).
Click on Save and the invoice will now appear on both the Purchase Invoice listing screen, and the Payments listing screen.
A more comprehensive guide can be found in the Video Tutorials section.