1. Supplier name – you can select a supplier already entered into the database or add new supplier details (information about Estonian companies is retrieved from the Commercial Register database).

● You can conveniently add a supplier that is already in the environment’s database from the dropdown menu.

● You can edit or add details of an existing or new supplier by clicking on the pencil icon.

● In the supplier data editing view, you can update the supplier’s information from the Commercial Register.

2. Purchase invoice number – The invoice number indicated on the supplier’s invoice.

3. Document number – A unique number assigned to the document in SimplBooks based on a predefined formula. The document number formula is configurable: Settings -> Environment settings –> Purchase invoice settings. The logic of the number formula is the same as for sales invoices.

4. Invoice date – The date of invoice issuance as indicated by the supplier on the invoice.

5. Entry date – The date used for the financial entry of the purchase invoice. Usually the same as the invoice date, but sometimes a different entry date from the document date is needed. For example, the date of the expense document is at the beginning of the current month, but the service was received in the previous period. In this case, you would set the entry date as the last day of the previous month.

6. Payment due date – The payment deadline indicated on the purchase invoice. If desired, you can specify the agreed number of days on the supplier’s card.

7. Currency – It is necessary to select this if the purchase invoice is in a currency other than the euro. The required currency must be activated beforehand in the Settings -> Currencies.

1. Account – mandatory field. The default expense account can be set in Settings -> Automatic entries -> Purchase invoices. The expense account related to the supplier can be specified on the supplier’s card. Accounts can be added and modified in the Accounting -> Accounts.

2. Item – optional field. Primarily required for the purchase and sale of inventory goods. When using items, the “account” field is automatically filled with the inventory account from the item card.

3. Content – By default, the account name is displayed here; you can overwrite the content if desired to specify the transaction.

4. VAT – selection of the VAT type. By default is selected 22% Estonia. When purchasing services and goods subject to reverse taxation, the appropriate expense account must also be used (see the VAT report) and the suitable VAT type must be selected (read more about them here).
When using the partial VAT type for vehicle expenses, the total VAT amount will be displayed on the purchase invoice. When saving the purchase invoice, an entry is made such that 50% of the amount goes to the input VAT account for vehicle expenses, and the other 50% is added to the expense account line.

If the company is not a VAT taxpayer, the VAT type selection field is inactive.

5. Quantity – the default quantity is 1, in order for the amount to be calculated correctly.

6. Unit – mandatory field. By default it is displayed”pcs” (pieces), but you can overwrite it without using an unit. If you do not wish to specify anything more precise in the unit field, you can enter a dot or a hyphen there, for example. However, since this is internal information for the company, you should not worry too much about it.

7. Discount % – the discount percentage, optional field.

8. Sum – the total amount of the invoice line, either including VAT or excluding VAT, depending on the selection made.

9. Sum includes VAT (Yes/No) – Located before the invoice total amount field. By default, it is selected for amounts to be entered without VAT.

If you want to enter the purchase invoice amount including VAT, you need to activate the button.

10. Invoice sum – the sum of the line items.

11. Invoice VAT – the total VAT calculated from the line items. Compare it with the amount on the purchase invoice and adjust if necessary (different software may round slightly differently, so there may be minor differences of a few cents depending on the amounts).

12. Invoice total – the sum of the line items including VAT. Compare it with the amount on the purchase invoice.

1. Reference number – if it is present on the purchase invoice, this field should be filled out, as it is necessary information for the payment recipient. When creating a payment order from the purchase invoice, this information will be included in the payment order.

2. Invoice copy – optional field, a chance to attach an invoice file to the document. Information on suitable file formats can be found by hovering over the information button. By clicking the “Select file” button, you can attach a file saved on your computer.

By clicking on the “cloud” icon, you can select from the program’s imported but still unprocessed documents (documents imported through CostPocket, sent to the environment’s address).

3. Additional information – optional field where you can add extra information about the invoice.

4. Cancel – to abandon the document entry.

5. Save purchase invoice – saves the data of the entered document.

On the purchase invoice, panels can be configured according to your preference: Invoice details, additional invoice details, and purchase invoice lines.

In the upper right corner of each panel, there is a gear icon that opens a similar settings view.

If the button is on a dark green background, it is activated, and the line will be displayed in the purchase invoice entry view.

● If the button has a grayish-green background, this field cannot be deactivated.