This page describes the available buttons and fields in the purchase invoice. The purchase order is created in Purchases > New purchase invoice > Create a new invoice.
See more detailed instructions for creating a new purchase invoice:
Invoice header fields
The Name, specifier and street address fields are 80 characters long. The post code field is 20 characters. The City field is 40 characters. Name is a mandatory entry. For foreign payments, street address, post code and city are also mandatory.
Buyer delivery address
The buyer delivery address is the address where the invoiced goods have been delivered. The lengths of the fields are the same as those of the Supplier’s address.
Invoice date- You can enter an invoice date in the past or in the future, but not within a closed period. If the invoice date of an electronic invoice or an invoice received through scanning service is within a closed period, the invoice date becomes the next open date. The due date, however, remains unchanged.
In the Company ID field you can enter the supplier’s Business ID.
Invoice channel - In the purchase invoice the Invoice channel is not relevant, except that it states whether the invoice has come as an e-invoice or through the scanning service. The image of an electronic invoice can be seen in an Attachment.
Contact person- You can enter a contact person in the receipt. The information is shown on the receipt. In the Receipt search you can search receipts by the contact person.
The Invoice number is created upon saving.
VAT number- The field length is 40 characters. The VAT number is shown in the purchase order sent to the supplier.
Order reference- The field length is 70 character. The order reference is shown as a message in the payment.
Status - The field shows the status of the receipt. Examples of statuses are Unfinished and Approved.
Customer No. - In this field you can enter a customer number for the supplier, if that number exists. In the Company info Usage settings you can also define that a customer number is automatically created for suppliers. When the supplier auto numbering is in use, a new supplier is automatically assigned a customer number that equals the highest customer number in use for suppliers plus one. By default, auto numbering is not in use.
Invoice sender’s invoice number - In this field you can enter the supplier’s invoice number for the invoice, which can be used in Receipt search Invoice number search condition.
Terms of payment
Account number - Beneficiary’s bank account is a mandatory entry, if the selected payment method is Bank transfer. If the invoice has been paid e.g. in cash, you can leave the account number empty, but then you must select payment method Other.
Due date- If the time left until the due date is more than 98 days, you can enter the actual due date and the term of payment becomes 99.
Penalty interest-%- In this field you can enter the penalty interest rate.
Bank reference code - The length of the reference code can be 2-20 characters. Leading zeros are automatically removed from the reference code. The international RF reference is allowed in purchase receipts (purchase invoice, travel invoice and expense invoice) in Procountor. If the invoice has no reference code, you can leave the field empty, but then you must select payment method Other.
Term of payment (d / %)- In the first field you enter the number of days and in the second the percentage. The term of payment can be 0-999 days and the percentage 0-100. The information is printed on the invoice.
Disc-%- This discount percentage is valid for the total invoice. If other percentages have been used on the invoice rows, they are removed and replaced by this discount percentage for the total invoice. The discount can be expressed with four decimals in the range 0-100% and it affects the total invoice sum. The Disc-% is shown on each invoice row with two decimals.
Payment method - The most frequently used alternative is Bank transfer. When the selected payment method is Bank transfer, the Bank reference code and Account number are mandatory entries. If the invoice has no reference code or account number, you must select payment method Other, which is also used when an invoice is paid elsewhere than in Procountor (e.g. Internet bank or cash). In foreign payments, select the payment method Foreign payment, in which the Supplier’s address, IBAN account number and SWIFT code (also known as BIC code) are mandatoryinformation.
Cash discount (day/%/amount)- In the first field you can enter the number of days, in the second the cash discount %, and the amount is defined in the last field. The discount percentage can be entered freely with two decimals in the range 0-100%. The cash discount does not affect the total invoice sum.
Currency and rate - The invoice currency is selected from the drop-down menu and the currency rate is retrieved from the register. You can also enter another currency rate if needed.
Invoice verifiers 1-3 - If the purchase order approval circulation is in use, the names of the verifiers are entered in these fields. The email addresses of the verifiers must be updated in the personal info and settings to enable the sending of email notifications of purchase invoices waiting for their verification.
Invoice verifiers 1-3 - If the purchase order approval circulation is in use on, the names of the verifiers are entered in these fields. The email addresses of the verifiers must be updated in the personal info and settings to enable sending email notifications of purchase invoices awaiting verification.
Delivery dates- In this field you can select the dates related to deliveries.
Terms of delivery - This field is in use if it has been set in use in the Company info Usage settings view. The terms of delivery are selected from the drop-down menu.
Additional information - The amount of text entered in this field is not limited. Through invoice import you can insert a maximum of 500 characters. You can either enter the additional information directly in the field or use the button after the field to open the window for editing information. This way, you can also enter line breaks. Line breaks are displayed in the field as the \ character.
Prices include VAT, Unit prices incl. VAT- This selection defines whether the price of the invoiced products include VAT.
Method of delivery - In the field you can select one of the methods of delivery Mailing, Online, Courier service, Freight, VR Cargo, Bus, Retrievable or Other.
Municipality- In this field you can enter the municipality. The field length is 40 characters.
Buyer’s notes - The length of the text entered in this field is not limited. You can enter e.g. the supplier’s invoice number. You can either enter the your notes directly in the field or use the button after the field to open the window for editing information. This way, you can also enter line breaks. Line breaks are displayed in the field as the \ character. The notes are shown in the invoice’s accounting view, in the Invoice verification and approval view and in Payment. The field is also shown in the search results of the Receipt search, but it cannot be used in search conditions. If you want to use the supplier’s invoice number in search conditions, you can use the Additional information field. In Receipt search, the drop-down menu under the right mouse button contains the Notes option that opens the edit view to the Buyer’s notes. In that view you can view and edit Buyer’s notes, no matter what the status of the invoice is.
Accounting by rows- In this selection you can define whether accounting entries in the accounting view are created by rows, not as the total sum. This option is useful e.g. when the invoice contains several products that are posted to different accounts in the accounting. If you want to use products’ default postings or dimensions, you must create accounting by rows.
Product- This field contains the name of the invoiced product/service. The field length is 80 characters. The Product is copied to the invoice’s accounting view if you select option Accounting by rows for the invoice.
Product code- This field shows the code of the invoiced product/service. The field length is 40 characters.
Quantity- This field shows the quantity of the invoiced product/service. The quantity can be entered with 4 decimals.
Unit- This field shows the unit of the invoiced product/service.
Unit- This field shows the unit price of the invoiced product/service.
Disc-%- This field shows the discount percentage of the row. The discount can be entered with 4 decimals in the range 0-100% and it affects the Excluding VAT, VAT sum and Sum fields of the row. The Disc-% is always displayed with two decimals on the rows.
VAT- This field shows the VAT percentage of the row.
Excluding VAT- This field shows the price of the invoiced product/service without VAT.
VAT sum- This field shows the VAT’s share of the invoiced product/service.
Sum- This field shows the price of the invoiced product/service including VAT.
Comment row- The field length is 255 characters. If you select the option Accounting by rows for the invoice, the Comment row is shown in the Accounting view.
Field Total X row shows the number of products in variable X, Excluding VAT the total sum without VAT, VAT sum VAT’s share of the products and Sum the price of the invoiced products including VAT.
The buttons in the invoice view
The Save button saves the invoice information and sets it to status Unfinished, which allows additional editing. Upon saving, the information is validated. If you edit information that affects accounting (products, sum, quantity, VAT, etc.) the accounting and dimensioning are recreated using defaults. Therefore, it would be practical to finish the invoice first, before you make changes to its accounting or dimensioning. After saving, the invoice number is shown in the upper bar of the invoice view and the creation and update log in the lower bar.
Preview - This function opens the selected preview format in a new window. The options in the drop-down list are: PDF and HTML. PDF shows the invoice in printable format (PDF). HTML shows the invoice in printable format (HTML).
Send to circulation makes the invoice in status Unfinished or Received ready to send to circulation i.e. verification, approval and payment. If purchase invoice approval circulation is in use, you can define verifiers and approvers in the purchase invoice, up to the maximum number specified in the Company info Usage settings. You can define the default verifiers and approver at the company level or at the supplier and person level. The Send to circulation button sends an email notification to verifiers, if defined for the invoice, or to approvers. The notification is sent as many times as you click the button and accept sending . If the invoice has already been sent to circulation, you are notified of it. The email addresses of the verifiers and approvers must be entered in the user’s personal info and settings in order to be able to send the notification. Procountor sends the messages at certain time intervals and if there are several notifications to the same verifier/appriover, they are consolidated into one email message.
The system checks whether there are more similar invoices with corresponding information and displays a warning in the Verification view upon sending to circulation, verification and approval, in similar invoices that can be found in Procountor.
The system displays a warning if all of the following conditions are fulfilled:
- Matching due dates or matching invoice dates
- Matching invoice sender’s invoice numbers or matching bank reference codes
- Matching invoice sender’s names or matching invoice sender’s register information
- Matching invoice sums
The Edit button has several options to choose from:
- You can select Copy to copy the invoice. A purchase invoice can be copied into a purchase order and a sales invoice into a sales order. If you do not change the receipt type or business partner, you get an identical invoice apart from the invoice number, reference code, invoice date and due date. This invoice is in the status Unfinished. If you change the receipt type or business, the row information comes from the original invoice and the rest from the register.
- You can also reset the invoice status to Unfinished or invalidate the receipt.
- By selecting the option Invalidate you can invalidate an editable purchase invoice. Invalidated invoices do not have an accounting view, but they can be copied.
- Choosing Edit notes option enables you to edit the notes of an invoice. Clicking on the Continue button will save the changes made to the invoice's notes. The notes made are visible on the invoice's notes field. The notes made can also be viewed in the Notes column on the Purchase invoice search view
Attachments This button opens a window where you can deal with the invoice’s attachment files (e.g. the scanned invoice image). You can process the attachments even if the invoice is not editable. E-invoices and invoices received through the scanning service have an invoice image as an attachment. If the invoice has more attachments, the Attachments button opens a drop-down menu from which you can select the appropriate attachment to view. Depending on the file type, the attachment opens in a new browser window or application (for example .xls opens Excel and .doc opens Word). Several attachments can be open at the same time. In the drop-down list of the Attachments button you can select Delete attachment if you want to delete an attachment from the invoice. If there are several attachments to the invoice, a new window opens where you can select the attachment you want to delete. You cannot remove attachments from an invoice belonging to a closed period.
The Discussion button opens an invoice specific discussion window, where users can send messages to other users, e.g. the approvers. Read more about the discussion feature.
The Go to button opens a drop-down list with the options Accounting (opens the invoice’s accounting view), Dimensions (opens the invoice’s dimensions view), Verification, Bank statement (navigates to the Bank statement view), Payment (opens the invoice’s Payment view) and Supplier. In Procountor, dimensions and items mean cost centre and reporting object.
The Invoice image button opens a drop-down list with options Show image on right, Show image at bottom or Don’t show image, from which you can select whether the invoice image is shown at all or if it is shown at the bottom of the view or in the rightmost section of the view. This is a user-specific setting stored for that user. The image is shown in all receipts except journal receipts. You can scroll the image using the scrollbars or mouse. For zooming, the image contains plus, minus and default buttons. From a PDF file, the first page only is shown in the image view.
Previous- Retrieves and shows the previous invoice.
Next- Retrieves and shows the next invoice.
Close- Closes the view.
Buttons on the invoice rows
Search product- Opens the product register view, where you can select products to the invoice rows.
Search using a product code - The function opens a view where you can search products or services to invoice row by entering the product code. Read more about Product search here.
Add row- Adds an empty invoice row.
Copy row- Creates required number of copies of the selected invoice row.
Delete row- Deletes the selected invoice row.
Combine rows - Combines rows of an invoice in status Received by VAT rate.
Comment row is used for adding line breaks in the comment row. You can edit invoice rows with line breaks to make them easier to read in the Preview.
Focus row to product register - Opens the product register view, where you can select the product on which you want to focus the row. Only product rows focused on the product register are included in product reports.