Enter a Purchase Invoice

Before you can perform this task:

To enter a purchase invoice:

1. Create a new purchase invoice. How?
   1. In the Home window, click Vendors & Purchases on the navigation pane.
   2. In the Tasks pane, right-click the Purchase Invoices icon and select Create Invoice from the menu.
2. Select the method of payment from the Payment Method list:
   • Pay Later. Pay a vendor at a later date.
   • Cash. Select the Paid From account from the list.
   • Check. Select the Paid From account from the list and enter the Check No.
   • Select a credit card that your company accepts.
   • Direct Deposit. If your vendor accepts direct deposits to their bank account, select this payment method and a bank account from the Paid From list. In the Direct Deposit No. box, enter a payment reference number for this direct deposit transaction. This number will also be used to identify this transaction when you upload the direct deposit file to your direct deposit service provider.
3. Select a vendor from the Vendor list.

   To enter an invoice for a vendor who is not included in your vendor list, you can add a vendor record "on the fly," or enter a one-time vendor. If you use a one-time vendor, you must pay the invoice at the time of purchase.

4. In the Invoice No. box, enter the purchase invoice number.
5. Enter a Date.
6. (Optional) Allocate the entire transaction using the Project List menu. Line items can also be allocated to separate projects.
7. (Optional) Select the location where you are storing the items. (Premium)
8. In the Item Number column, click the arrow icon to open the drop down list and select an item or service. You can also click the magnifying glass icon to open the Search window for inventory and services.
9. (Optional) If the selected vendor is associated with inventory items or services, only associated inventory items and services appear in the drop down list.If you want to view all your inventory items, click Show all inventory items. Then, click Show inventory items associated with ... to return to viewing only associated items and services. (Enterprise)
10. Enter a Quantity for each item.
11. (Optional) If the selected vendor uses a unit of measure, you can select the vendor's unit from the list. You must first create the association between the vendor and the inventory item or service as well as define the vendor unit in the Inventory and Vendors window. (Enterprise)
12. (Optional) If the item uses serial numbers, click to enter the serial numbers of the items you are purchasing. (Enterprise)
13. When you have finished making additions or changes to the invoice, select either Process or Print & Process.

Note: If you have already set up associations between vendors and inventory items and services in the Inventory and Vendors window, either the last purchase price or current purchase price is used in the invoice. The current purchase price is dependent on the effective date indicated in the Inventory & Vendors window. (Enterprise)

 What additions or changes do you want to make?

Add or change billing information on this invoice

Add shipping information to this invoice

Produce a copy of this invoice for the vendor

Change the form settings for invoices

Improve your invoicing productivity

Change the terminology Sage Simply Accounting uses for purchase invoices (Premium)