How to book a procedural purchase invoice

 

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The purchasing process can be initiated from various other processes within a company. Does a sales order contain products that need to be purchased immediately? Does the stock level of an item drop below the specified minimum? Or has there arisen a need for materials or outsourcing for products in production orders? The purchasing process consists of four steps: creating an order, ordering, goods receipt, and booking the purchase invoice.

After receiving the ordered goods from the supplier, you will also receive the invoice from them. To update the financial administration, you will need to book this purchase invoice in MKG. However, this can only be done provided that the received goods have been booked. Follow the steps below to book a procedural purchase invoice.

 

 

Step 1: Create a new purchase invoice

 

Open the Purchase Invoices module. Click on the New Purchase Invoice button on the module start page

. Every new purchase invoice defaults to 'manual'.

 

 

Step 2: Adjust the journal

 

Adjust the Journal to 'purchases (process)'. Note the document number on the physical purchase invoice.

 

 

Step 3: Open the Invoice List

 

Click on the Invoice List button

. This list appears at the top of the screen and contains all procedural purchase invoices that still need to be booked. From this list, you add purchase order lines to the purchase invoice to be created. The purchase invoice to be created is visible at the bottom.

 

 

Step 4: Add the purchase order line(s)

 

First, find in the Invoice List those purchase order lines that are on the physical purchase invoice, for example, by searching for Creditor Name. Then select the lines that are on the physical purchase invoice. Finally, click on Add Line

. MKG has added the line(s) to the purchase invoice to be created.

 

 

Step 5: Fill in invoice number, invoice date, and total amount

 

In the purchase invoice header, you are now required to fill in the fields External Invoice Number and Invoice Date. Although the field Total Amount is not a mandatory field, we strongly recommend filling in this field.

 

Please note! The total amount on the physical invoice may differ from the amount known in MKG based on the purchase order.

 

 

Step 6: Check the amounts

 

Check the Total Amount of each purchase invoice line and adjust it if necessary. Then check in the header whether the amounts in the fields Total Amount and Total Including VAT correspond. If so, click on Save

. The purchase invoice is booked and receives the status 'Approved'.

 

 

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Knowledge Center How to book received goods How to book an EU purchase invoice How to book a manual purchase invoice How to book a purchase invoice for outsourcing