Purchase Invoice — Edit

The Purchase Invoice form in Manager.io allows you to add and manage invoices received from your suppliers. This guide provides a detailed walkthrough of each field and option within the Purchase Invoice form to help you accurately record and track your supplier invoices.

Accessing the Purchase Invoice Form

To create or edit a purchase invoice:

1. Navigate to the Purchase Invoices tab on the left sidebar.
2. Click on New Purchase Invoice to create a new invoice or select an existing invoice to edit it.

Fields in the Purchase Invoice Form

Issue Date

• Description: Enter the date when the supplier issued the invoice.
• Action: Input the invoice date as provided by your supplier.

Due Date

• Description: Specify the date when the supplier invoice is due for payment.
• Action: Enter the payment due date to keep track of payment deadlines.

Reference

• Description: Input the reference number or invoice number as shown on the supplier's invoice.
• Action: Enter the supplier's invoice number for easy identification.

Supplier

• Description: Select the supplier who issued the invoice.
• Action: Choose the supplier from the dropdown list. This list includes all suppliers created under the Suppliers tab.

Purchase Quote

• Description: Associate a purchase quote with this invoice if applicable.
• Action: Select the relevant Purchase Quote from the dropdown list. Purchase quotes can be created under the Purchase Quotes tab.

Purchase Order

• Description: Link a purchase order to this invoice if applicable.
• Action: Select the relevant Purchase Order from the dropdown list. Purchase orders can be created under the Purchase Orders tab.

Exchange Rate

• Description: Specify the exchange rate if the supplier uses a foreign currency.
• Action: If dealing with a foreign currency supplier, enter the applicable exchange rate for this invoice.

Description

• Description: Provide an optional description for this invoice.
• Action: Enter any additional details or notes that may be helpful.

Line Items Section

In the Lines section, you can itemize the invoice by adding one or more line items. Each line item can include the following fields:

Item

• Description: Choose an item, which can be an Inventory Item or a Non-Inventory Item. This field can be left blank if not applicable.
• Action: Select the appropriate item from the dropdown list or leave blank.

Account

• Description: Categorize the expense by selecting an account from your Chart of Accounts.
  • If an Item is selected, the Account field is automatically populated based on the item's settings.
  • You can choose from various accounts to accurately categorize the expense.
• Action:
  • For regular expenses (e.g., electricity), select the corresponding expense account like Electricity.
  • For asset purchases, choose the Fixed Assets at Cost account and then select the specific Fixed Asset if applicable.

Examples:

Categorizing an Expense:

Select the Electricity expense account for an electricity bill.

Purchasing a Fixed Asset:

Choose the Fixed Assets at Cost account and select the specific Fixed Asset.

Description (Line Item)

• Description: Enter a description for the line item.
• Note: This column is visible only if the Column - Description option is enabled.
• Action: Provide details about the line item as needed.

Additional Options

Below the line items, there are several options to customize how the invoice is processed and displayed:

Column - Line Number

• Description: Show line numbers next to each line item.
• Action: Check this option to include line numbers on the invoice.

Column - Description

• Description: Display the description column for line items.
• Action: Check this option to enable the Description column.

Column - Discount

• Description: Allow discounts to be applied to individual line items.
• Action: Check this option to add a Discount column to the line items.

Amounts Include Tax

• Description: Indicate that the amounts entered are tax-inclusive.
• Action: Check this option if the line item amounts include tax.

Withholding Tax

• Description: Apply withholding tax on the payment to the supplier.
• Action: Check this option if you are required to withhold tax from the payment.

Hide - Balance Due

• Description: Hide the balance due amount on the printed invoice.
• Action: Check this option to omit the balance due from the invoice printout.

Show Tax Amount Column

• Description: Display the tax amount for each line item.
• Action: Check this option to include a Tax Amount column next to each line item.

Also Acts As Goods Receipt

• Description: Use this invoice as a goods receipt for inventory items delivered.
• Action: Check this option if the inventory items are being received at the same time as the invoice.

Footers

• Description: Add a custom footer to the printed invoice.
• Action: Check this option to include a footer section on the invoice.

Closed Invoice

• Description: Archive the invoice so it no longer appears in dropdown menus.
• Action: Check this option to mark the invoice as closed, typically used when the invoice has been fully paid.

Finalizing the Invoice

After entering all the necessary information:

1. Review the details to ensure accuracy.
2. Click Create or Update to save the invoice.

Tips for Using Purchase Invoices

• Consistent Categorization: Ensure that expenses are consistently categorized to maintain accurate financial records.
• Supplier Management: Regularly update your Suppliers list to keep track of all vendors.
• Currency Handling: Stay up-to-date with exchange rates if dealing with foreign currency suppliers.
• Inventory Tracking: Use the Also Acts As Goods Receipt option to streamline inventory management when receiving items.
• Payment Tracking: Utilize the Due Date and Closed Invoice options to monitor outstanding payments and manage cash flow.

Additional Resources

• Suppliers: Refer to the Suppliers Guide for more information on managing suppliers.
• Purchase Quotes: Learn how to create purchase quotes in the Purchase Quotes Guide.
• Purchase Orders: For details on purchase orders, see the Purchase Orders Guide.
• Inventory Management: The Inventory Items Guide provides insights into managing inventory.
• Chart of Accounts: Visit the Chart of Accounts Guide to understand how to set up and use accounts.

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By following this guide, you can effectively manage your purchase invoices in Manager.io, ensuring accurate financial records and efficient supplier relationships.