How to book a manual purchase invoice

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 fall below the specified minimum? Or has there arisen a need for materials or subcontracting for products in production orders? The purchasing process consists of four steps: creating an order, ordering, goods receipt, and booking the purchase invoice.

In addition to the process-oriented purchase invoice, MKG recognizes the manual purchase invoice. You create this for all invoices you receive that do not result from the purchase order process. Follow the steps below to book a manual purchase invoice.

Step 1: Create a new purchase invoice

Open the Purchase Invoices module. Click the New Purchase Invoice button on the module homepage

Step 2: Check the journal

Each new purchase invoice is defaulted to 'manual'. Optionally adjust the Journal to 'purchases (manual)'. Note the document number on the physical purchase invoice.

Step 3: Fill in the purchase invoice header

In the purchase invoice header, you must select the Creditor and fill in the fields External Invoice Number and Invoice Date. The field Total Amount is not a mandatory field, but we strongly recommend filling in this field.

Step 4: Create a purchase invoice line

Click on Purchase Invoice Line . In the Sub-administration field, you then select the general ledger account to which the costs should be booked. In the Description field, you can optionally adjust the description. Finally, fill in the Total Amount of this line.

Repeat this step for each subsequent invoice line that needs to be added.

Step 5: Book the purchase invoice

Check in the header whether the amounts in the fields Total Amount and Total Including VAT match. If so, click Save