💡 Here you can find an overview of all purchase/procurement orders that have been confirmed in Logistics and for which you can create and post the purchase invoice.
💡 Want to create a purchase order? Follow this 👉 guide.
⇢ Go to Invoicing - Billable purchase transactions and click on the line of the order on the green invoicing icon.
💡 In the popup, you will see an overview of the documents that will be included in this invoice. Here you can check whether all shipments and receipts from the order will be invoiced.
💡 Click Invoice to create the invoice.
Review / Complete Purchase Invoice
General Information
Supplier: the supplier for whom you are creating an invoice.
Invoice Date: the invoice date as shown on the received invoice.
Due Date: the due date as stated on the received invoice. This is automatically calculated based on the chosen invoice date and the payment terms set at company level.
Invoice Number: the invoice number as shown on the received invoice.
Total Amount on Supplier Invoice: the total amount as stated on the received invoice.
Purchase Order
💡 In this block, you will see a summary of the included purchase/procurement order(s).
Products received from and/or returned to the supplier
Product: the product that was received and/or returned. This value cannot be edited.
Quantity: the quantity, expressed in the unit of the product (pieces, liters, kilograms, etc.), that was received. This value cannot be edited.
Price: the unit price, excluding VAT. This price is taken from the purchase/procurement order.
💡 By clicking the lock icon, you can manually overwrite the price. The lock icon will turn orange in this case. This also applies to discount, packaging deposit, excise, and VAT rate.
Discount: the absolute or percentage discount is automatically taken from the purchase/procurement order. To switch between absolute or percentage discount, click the toggle icon in the discount field.
Deposit: the deposit amount is automatically taken from the purchase/procurement order.
Excise: the excise amount is automatically taken from the purchase/procurement order.
VAT rate: the VAT rate is automatically taken from the purchase/procurement order.
Miscellaneous not linked to a purchase/procurement order
💡 Any miscellaneous lines entered in the purchase/procurement order are automatically included. You can add extra lines as needed.
⚠️ Products purchased via miscellaneous lines are not added to stock. Use miscellaneous lines, for example, to charge for services or optional costs.
Description: a clear description of what is purchased or credited.
Quantity: the number of times this miscellaneous line is charged. You can specify the unit in the description if needed.
💡 Enter a positive number to charge an amount.
💡 Enter a negative number to reduce an amount.
Price: the unit price, excluding VAT.
Discount: the absolute or percentage discount you may optionally apply. Use the toggle icon to switch between absolute and percentage discount.
VAT rate: the default VAT rate is 21%. Exceptions may apply to certain goods or services.
VAT specifications
💡 In this block, you can indicate that an invoice does not fall under the standard VAT system. Consult your accountant if in doubt.
Joint contractor: applicable for works in real estate and only for professional purposes.
VAT exempt: applicable if the transaction is VAT-exempt. The legal basis for the exemption must be clearly stated.
Import with VAT payment: applicable to goods imported from a non-EU country, where VAT is normally due. In this case, this refers to goods that a customer returns and must be credited.
Notes
Note: the note is automatically taken from the purchase/procurement order and displayed on the invoice. You can still edit it if desired.
Discounts
Commercial discount: a percentage discount applied to the total taxable amount of this invoice.
💡 This discount is always valid.
💡 If a standard commercial discount has been set at company level, it will automatically appear here. You can still adjust it per invoice.
Financial discount: a percentage discount applied to the total taxable amount of this invoice.
💡 This discount, also known as early payment discount, is only valid if the supplier is paid within the specified payment terms.
💡 If a standard financial discount has been set at company level, it will automatically appear here. You can still adjust it per invoice.
Term financial discount: the number of days within which the financial discount is valid.
💡 If a standard period has been set at company level, it will automatically appear here. You can still adjust it per invoice.
💡 As legally required, the VAT amount is always calculated on the taxable base including the financial discount, even if the payment term for the discount has expired.
Totals
Green box: here you can see the total amount to be paid for this order, along with a detailed breakdown of the calculation.
💡 The total amount should match the "Total Amount on Supplier Invoice" entered under general information.
💡 You can now Book or Save the invoice.
Save: not sure about the invoice yet? Save it as a draft. You can edit and post it later.
Save and update company information: if you updated supplier information while entering the order, use this option to reflect the updated details on the invoice. You can post it immediately or later.
Book: post the invoice using the supplier’s invoice number.