Check and manage a purchase invoice

On this page, you check and edit a purchase invoice. The title shows the document number and current status. The data on this page forms the entry in your administration; the attached PDF or UBL remains the supplied document. You need access to the administration and an active Billnado licence.

Supplier and document

Field or setting	Meaning
Supplier	The supplier from whom you received the document. Choose an active supplier to save the page.
VAT and address details	Show the selected supplier’s details. They cannot be edited directly here.
Invoice number	The number stated by the supplier on their document.
Date	The date of the supplier’s document.
Expiration date	The date by which the invoice must be paid.
Comment	An explanation accompanying the document.

Lines and totals

Field or setting	Meaning
Article	The article or free article name describing the purchased goods or service.
Quantity	The quantity to which the line relates. Use a positive quantity.
Unit price	The price of one unit, excluding VAT. Use a price of zero or above.
VAT rate	Determines the VAT treatment of this line.
Amounts excluding and including VAT	Show the line value. Related amounts are recalculated after a change.

Totals shows the sum excluding VAT, the VAT and the sum including VAT.

Action	Effect
Add line	Adds a new line to the document.
Move up and Move down	Change the order of the lines.
Delete line	Deletes the selected line. At least one line remains.

Additional line details

Open Additional details for further line classification and explanation.

Field or setting	Purpose
Unit	Clarifies the quantity, for example pieces or hours.
SKU	Recognisable article code.
Serial Number	Identifies the item concerned.
Warranty	Records the warranty for the article.
Project	Assigns the costs or correction of this line to a project.
General Ledger Account	Determines the accounting classification of the line.
Comment	Additional explanation about this line.
VAT amount	The calculated VAT portion of the line.

Overall classification

Field or setting	Meaning
Project under References	Links the entire document to a project.
VAT rate under Global	Proposes the VAT treatment for new lines.
Standard account	Proposes the ledger account for new lines.
Trade name	Determines the trade name in your administration under which you record the document.
Purchase journal under Intern	Determines the purchase journal to which the document belongs.
Internal note	Stores notes for your own follow-up.

Check existing lines individually when changing the overall proposals.

Payment information

Field or setting	Meaning
IBAN	The bank account to which you pay the supplier.
BIC	The bank identifier for that account.
Payment reference	The reference to use for the payment.
Scheduled payment date	Your own planned payment date. This may differ from the due date.

Saving stores this payment information and does not execute a bank transfer.

Documents and payments

Documents lists the available PDF, UBL and attachment files. Download saves a file. Upload document or dragging into the box adds attachments, up to 5 MB per file. Only files of type Attachment can be deleted here. Uploading and deleting an attachment take effect immediately; they do not wait for Save on the page.

Payments shows the payment method, date, amount and any note for each entry. Total paid adds up these entries. This card is for checking; you do not make a payment here.

System information

System shows when the entry was created and last changed. These details are read-only.

Save and confirm

After a change, use Save; Cancel restores the saved data. On a saved page, View PDF opens the document.

Process a draft with Confirm purchase invoice. It then receives the payment status matching the total and recorded payments: open, partially paid or paid. Later changes to amounts can also change the payment status.

Options and consequences

Action	Effect
Convert to purchase credit note	Corrects an incorrect document type. This is only possible for a draft without linked receipt, stock or depreciation data. The invoice is replaced by a draft credit note; files and payment entries move with it.
Convert to goods receipt	Creates a separate draft receipt based on linked product lines. The invoice must contain at least one suitable product line. The invoice remains; the receipt still needs processing to record stock.
Mark as exported	Records that you have already processed the document outside this export process. It sends nothing to your accountant. The option disappears when the document is marked as exported.

Important: converting to another purchase document type replaces the original draft. Check the desired type before confirming the conversion; files and payment entries move with it.

Delete

Delete is available for a draft and asks for double confirmation.

Important: deletion is permanent and also removes the associated files and payment entries. Check whether you want to retain the document and its processing.

Financial actions

Financial actions are available when there are no unsaved changes. Payments shows existing entries; the actions below record settlement and do not execute a bank transfer.

Action	Effect
Add payments	Opens the payment page to record a full or partial settlement with an amount, date, reference and payment method. Add payments appears in the footer while the document is not paid; on a paid document, Add payment is under Options → Financial.
Options → Financial → Reconcile	Immediately records the full remaining amount on today’s date without a payment method and sets the document to Paid. Available while the document is not paid; a positive outstanding amount is required.

Important: Reconcile runs immediately without an additional confirmation dialog. Use it only when the remaining amount has actually been settled. Choose Add payment to enter an amount, payment date or method yourself. The detail page does not offer an action to change or delete an existing payment entry.

Reconciliation releases existing bank transaction matches to this invoice. The bank transactions remain, but are no longer linked to this invoice.

Recording a purchase payment

The payment page shows the document total including VAT, the amount already recorded and the outstanding amount, with existing payments underneath.

Field or setting	Meaning
Payment Amount	The amount you now record as a payment or offset. Initially the full outstanding amount; adjust it for partial settlement. Use at least 0.01 and no more than two decimal places.
Date	The settlement date; today by default.
Reference	A note identifying the entry later.
Payment method	A configured method belonging to the administration. Leave it empty if unknown.

Add payment saves the entry and returns to the details. A draft remains a draft after this entry; a confirmed document’s payment status is recalculated. Reset restores original form values after a change. Cancel returns without an entry.

Related documentation

• View and process purchase invoices
• Check and manage a purchase credit note