Table of Contents
CONFIRMING A PURCHASE INVOICE
Purchase invoice transaction
Accounts
When you confirm a purchase invoice, Directo creates a financial transaction. The transaction date is the Op. date of the purchase invoice (by default the same as Invoice date).
| What | D/C | Where the account comes from |
|---|---|---|
| Expense (or asset) | debit | Purchase invoice row field Account. |
| Input VAT | debit | The purchase VAT account of the VAT code. If it is empty, then System settings → Purchase settings → Purchase VAT. |
| Supplier payable | credit | Purchase invoice header field Cred account. Directo takes the account from the supplier card. If the supplier card has no Debt account, then System settings → Purchase settings → Supplier unpaid invoices. |
| Depending on the invoice or terms | ||
| Supplier prepayment | credit and by the same amount | Directo takes the account from the supplier card. If the supplier card has no prepayment account, then System settings → Purchase settings → Supplier prepayments. |
| Supplier payable | debit | Purchase invoice Cred account |
For a credit invoice, debit and credit are reversed.
Objects
Object, project and quantity in the transaction
- The header Object and Project are placed on both the supplier payable and the expense rows of the transaction.
- The row Object, Project and Qty are placed on the corresponding expense row of the transaction.
Same-level object in header and row
Normally, the purchase invoice header and a row cannot have an object of the same level. If you want to use an object of the same level in the header and on a row, use the setting:
System settings → Purchase ledger settings → Purchase invoice replaces header object with header one in selected object levels
- empty (default) – the header and a row cannot have an object of the same level.
- listed object levels – on these levels, Directo lets you confirm the purchase invoice even if the header and a row have an object of the same level. Directo adds the row object to the transaction, not the header object. Enter the level codes separated by commas.
This lets you record the same transaction on different objects in the balance sheet and the income statement: balance sheet entries (supplier payable) get the header objects, and income statement entries (expense) get the row objects.
The setting affects both purchase invoices and expenses.
Combining rows
Whether the transaction has a separate row for each purchase invoice row depends on the setting System settings → Finance settings → Finance transactions in rows
- Yes – Directo creates a separate transaction row for each purchase invoice row.
- No – Directo combines identical purchase invoice rows in the transaction (if the document rows do not differ in objects, project, VAT code, quantity or description).
Changing a confirmed purchase invoice
After confirming the purchase invoice it is possible to add or change the header object and project and change the financial transaction with the right of a certain user group.
Settings → Common settings → User groups → Documents → purchase invoices Confirm right settings:
Confirm - No - purchase invoice can be filled and saved, but cannot be confirmed.
Confirm - Yes - purchase invoice can also be confirmed, but changes to the header object and project are not allowed.
Confirm - Confirmed - allows to change or add an object and project to the confirmed purchase invoice header.
If the fields are filled in, press the Save button on the document to finalize the changes.
The object and project added to the header are displayed both on financial transaction supplier and expense account.
If an object was already marked on the purchase invoice row, a second-level object must be selected in the header, because the header and the row cannot contain an object of the same level. Displays an error message when saving.
If the purchase invoice is in a closed period, you cannot change fields that change the transaction (objects, projects etc.). On a purchase invoice in a closed period, Directo saves changes only to fields that do not change the transaction.