Recording a Supplier invoice

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Record a Supplier invoice

  1. In the main menu, click Bookkeeping > Purchase Invoices.

  2. In the Purchase Invoice window, select the Company from the drop-down list.

  3. Click the Ellipsis button Ellipsis button in the Supplier field.
    The Find Suppliers window appears.

  4. In the Find Supplier window, in the Search for field, type in the name (or part of the name) of the supplier you want to search for.


To display all the suppliers, either leave the Search for field blank and then click Search, OR type "%" in the Search for field and then click Search
  1. Select the Hide form when only one item found check box if required.

    If you select the Hide form when only one item found check box, and there is only one record that matches your search criteria, the application directly displays the relevant page for that record instead of the search results page, where you would have to click the listed record to open it.

  2. Select the Search any part of name/code check box if required.

    If you select the Search any part of name/code check box then the search results that are returned will contain the search criteria you have entered in any part of the record name. When this check box is unchecked, only records with the search criteria at the beginning of the name will be returned. For example:


    • you enter 'mit' in the Search for field when searching for an employee. The Search any part of name/code check box is clear. The results will only contain employees that have 'mit' at the beginning of their first or last name, such as 'Mitchell' or 'Mitch'.
    • you enter 'mit' in the Search for field when searching for an employee. The Search any part of name/code check box is selected. The results will shown any employee whose name contains 'mit' somewhere within it, such as 'Smith', 'Mitchell' or 'Amit'.
  3. Select the Include closed suppliers check box if the supplier you want to access is a closed supplier.
  4. Click Search or press the [Enter] key.
    The results that match your search criteria are listed in the window.

  5. Select the record you want and click OK.
    The Find Supplier window closes and the selected supplier is displayed in the Supplier field of the Purchase Invoice window.

  1. Select the Date of the invoice, enter a unique Invoice Number and a brief Description of the goods or services you are paying for.

  2. Select the Due Date for the invoice.

  3. Enter the Amount of the invoice.

  4. Select the Approval Employee from the drop down list.  When you post the invoice it will need to be approved by the employee you select here.

  5. Double-click the top row of the Analysis table. The fields in this row are automatically completed based on the information entered so far.




    Displays the net amount that the creditor will receive after tax has been deducted from the amount entered in the Amount field.

    If you make any changes to the Gross amount or change the Tax Rate, the amount in this cell will update automatically.

    Tax Rates

    The tax rate set up earlier on the Supplier page or the Create New Supplier Wizard is displayed by default. Use the drop down list to update the tax rate if required.  If you do change the tax rate, the amount displayed in the Net and Tax fields will update automatically to reflect the new tax rate.


    Displays the amount of tax that will be deducted from the gross amount. Changes made to the Tax Rate are automatically reflected in this cell.


    Displays the amount entered in the Amount field.  This field can be modified to reflect the break-up of a bill, or different bills in case you are paying for more than one bill through this invoice.


    Displays the default nominal account for the supplier that was earlier set up on the Supplier page or the Create New Supplier Wizard. You can click in the field and then select a nominal account from the drop down list if such accounts have been set up in the system.


    Enter notes in this field if required. Click the Ellipsis button Ellipsis button in the field to open the Comment box into which you can enter text.

    Assignment Description

    Enter a description of the assignment, if required.

  6. Click the Post button to post the invoice to the purchase ledger.
    Click the Ledger button to go directly to the purchase ledger. The Ledger window appears.
    Click the Clear button to clear all fields of data.
    Click the Close button to close the Purchase Invoice window without saving.

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