Enter purchases invoices in a batch
Option 1: Import from a CSV file
If you have a list of the purchase invoice transactions on an Excel/CSV file, you can import this onto the Universal Input Sheet:
1.Click on the Universal Input Sheet button:
The Universal Input Sheet screen opens:
2.Click on Import from: CSV File and follow the steps in Method 1: Importing, making sure the PIN transaction is selected.
Option 2: Manually enter purchase invoices in a batch
1.Click on the Universal Input Sheet button:
2.Enter/select the following data on each row:
Type |
Ref no |
Date |
Primary account |
Details |
Total |
VAT |
Analysis |
Analysis account |
Entry details |
Transaction notes |
Select PIN. |
Auto-generated, or you can overwrite if required |
Invoice date1 |
Select the supplier. (Or click on Set up a new account if you have not yet created it.) |
Enter a description of the product or service purchased. |
Enter the gross amount. |
Enter the VAT amount if you are VAT registered and the purchase has VAT. Otherwise, leave as 0.00. |
Enter the net amount if you are VAT registered and the purchase has VAT. Otherwise, enter the gross amount. |
See below |
This defaults to the same data as the Details column but you can overwrite it with other information if needed. |
Use this field if you need to enter any additional information. |
Alternatively, if you have a spreadsheet with a list of the transactions laid out in the same way as the columns above, you can copy the transactions from your spreadsheet and paste the data to the Universal Input Sheet.
3.Click on Post then OK.
Entries for multiple purchase invoices (PINs) using the Universal Input Sheet
Ledgers and analysis accounts to select
From the following ledgers, select an analysis account that relates to the goods or service purchased:
•Stocks
Raw materials, work in progress and finished goods held in stock until the goods are sold.2
•Cost of sales
Costs of acquiring or producing the goods or services that have been sold, e.g., transfers of finished goods from stock, subcontractor costs.
•Expenses
Operating costs not directly related to sales e.g., advertising and marketing, admin costs.
•Fixed assets
Tangible assets used for more than one year (not of low value3), e.g., furniture, computers, equipment, machinery.
Split analysis
If the analysis amount needs to be split into different analysis accounts, enter additional rows, which should only contain data in the Analysis, Analysis account and Entry details columns (as shown in the example above for the PIN from MK Office Supplies).
View the transaction
You can view a report of the invoices entered by selecting Display > Transaction List/Daybook > PIN.
The purchase invoice daybook
To change the date range of the invoices, click on the From...to... caption.
To display invoices entered today only, click on Today.
To sort by invoice number instead of date, click on Selected/sorted by date and change this to Selected/sorted by reference number.
To view the details of an individual invoice, click on the PIN... reference number, which then displays the double-entry of the transaction.
The double-entry of a PIN (purchase invoice) transaction
The double-entry accounts for the expenditure and the amount owed to the supplier (and reclaim of input VAT if you are VAT registered). The date entered determines the period that the transaction is posted to.
On the left of the screen, there are various commands in blue to adjust the transaction if needed. These commands can also be found by right-clicking on the reference number of the transaction in any report that includes the transaction. For further information on adjusting transactions, see Correcting mistakes.
Enter payment of a purchase invoice
When the you pay the invoice to the supplier, this can be entered as a receipt (PAY) transaction for Money owed to a supplier.
You then need to match the payment (PAY) to the purchase invoice (PIN), see Manually allocate payments or receipts to invoices.
Alternatively, a faster way is to enter a supplier payment directly from the invoice(s), which is automatically matched to the invoice(s), as shown in Customer and supplier payments. This method also has the advantage of being able to print or email a remittance advice document to the supplier.
1.The date entered determines the period that the transaction is posted to. Therefore the invoice date is usually entered. However, if the invoice date is from a closed period, a date in the current period is usually entered.
2.When finished goods are sold, a journal (JRN) adjustment is normally required to transfer the value of stock from stocks to cost of sales.
3.Tangible assets of low value are normally recorded as expenses.
