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How do I record purchase invoices?

Maxime
  • Updated

The submenu Purchase Invoices of the Invoicing module allows you to digitalise and keep track of invoices you receive from your suppliers. Because of the different accounting integrations in Akti, you can then easily forward this digital information to your accountant. 

There are several advantages to doing this yourself:  

  • It's money-saving because you do the work yourself instead of your accountant. 
  • You always have an up-to-date view of your incoming and outgoing cash flow. You no longer have to wait until the end of the month to see this.
  • It is extremely simple, if you already receive digital invoices (UBLs or XMLs) from your suppliers.

1. Go to the Purchase Invoices submenu of the Invoicing module. Click on Add to record a new purchase invoice.

2. In the screen that opens, you can now upload a file. This import supports 2 types of files: 

  1. PDF import: if you have the file in PDF or scan format, you can upload it here and then digitalise the data yourself.
  2. UBL or XML format: if you receive this type of file from your supplier, you will already receive a digitalised invoice! After you upload this file, Akti itself will already recognise a large part of the information automatically.
Tip If you want to use this function, it's recommended to contact your suppliers to ask if they can deliver their invoices in this digital (UBL or XML) format.

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3. Once the file is uploaded, you can now fill in the necessary details of this invoice on the right side of the screen:

  • The supplier: you can select these details from the CRM. 
  • The type: is this an invoice or a credit invoice from your supplier. 
  • The booking number: this is the booking number that the invoice will receive in the accounting system.
  • The invoice number: the document number of your supplier. 
  • Date and due date of the invoice. 
  • The structured message on the invoice.
  • Disconto: will you receive a cash discount on this invoice and if so, what percentage? 
  • Do you pay this invoice automatically or do you have to transfer it yourself? 
  • Expense category: in which expense category do you want to allocate this invoice? You can manage this list yourself if the default values are not sufficient.
  • The VAT rate and the amount corresponding to this VAT rate.
Tip If you receive digital (UBL or XML) invoices from your supplier, all fields other than "disconto", "paid automatically" and "expense category" will be filled in automatically.

4. When you have entered all the data, you can decide at the bottom whether to save the invoice or to create another one.

Tip You can also export your purchase invoices to the accounting system, but for this they must be in the status "Approved".

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