This page describes the fields and buttons available in the purchase order. New purchase invoice can be created from control menu New > Purchase invoice and then by choosing Purchase order as a receipt type.
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.
Language- You can select the desired language for your order from the options English, Swedish, Estonian or Finnish.
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 - If the company has a tailored invoice template, the selection Invoice is shown, where you can select the invoice template.
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 bank reference code is a mandatory entry, if the selected payment method is Bank transfer. If the invoice has no reference code, you can leave the field empty, but then you must select payment method Other. Leading zeros are automatically removed from the bank reference code. The maximum length of the bank reference code is 20 characters.
Terms 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.
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 row’s Excluding VAT, VAT sum and Sum fields. In order rows, the Disc-% is always displayed to 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 to two decimals in the range 0-100%. The cash discount does not affect the invoice total 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 invoice 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 sending email notifications of purchase invoices waiting for their verification.
Invoice approver- If the Purchase invoice approval circulation is in use, the name of the approver is entered in this field. The email addresses of the approvers must be updated in the personal info and settings to enable the sending of email notifications of purchase invoices waiting for their verification.
Delivery dates- In this field you can select the dates related to deliveries.
Delivery instructions- In this field you can enter free text describing the delivery instructions. The maximum length of the text is 250 characters.
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.
Delivery week - The information in this field is defined according to the Delivery dates field. For example, the value in this field becomes 9, when the date 2.3.2011 is within the ninth week.
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. This field is not shown in the order Preview. You can enter e.g. the supplier’s invoice number. You can either enter your notes directly in the field of 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, regardless of the status of the invoice.
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 in the database and creates the accounting view for the invoice. The invoice remains in status unfinished and can be edited further. After saving, the invoice can be verified, approved and/or paid.
Preview- This button shows the invoice in printable format.
Send to circulation - This button sends the invoice to circulation and a notification email to the first verifier. The email address of the verifier must be entered in the verifier’s personal info and settings (Management/Personal info and settings) to enable the sending of the email notification. The invoice must be either in the status Unfinished or Received.
From the drop-down list of the Edit button, you can select Copy to copy the invoice. 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 partner, the row information comes from the original invoice and the rest from the register. From the drop-down list of the Edit button you can also restore the invoice to the status Unfinished or invalidate the receipt.
From the drop-down list of the Attachments button, you can process invoice attachments (e.g. the scanned invoice image). The image of a received e-invoice is shown in an attachment.
The Go to button opens a drop-down menu containing the options Accounting (opens the invoice’s accounting view), Dimensions (open the invoice’s dimension view), Verification, Bank statement (navigates to the Bank statement view), Payment (opens the Payment view) and Supplier.
Previous- Retrieves and shows the previous invoice.
Next- Retrieves and shows the next invoice.
Close- Closes the view.
Buttons on the invoice rows
Search products- Opens the product register view for selecting products to invoice rows.
Search using a product code- Opens a window for selecting a product to the invoice row by entering the product code.
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.
Comment row - With this button you can insert line breaks into the comment row. With line breaks you can make the invoice rows easier to read in the invoice Preview.