How purchase invoices work

What the list holds

Open Finances › Purchase invoices in the menu. The list holds every expense of your workspace: the invoices your suppliers send you, your receipts, and the drafts you have not saved yet.

To add one, click Add new:

• Purchase invoice: fill in one purchase invoice, or drop its PDF. See Add a purchase invoice.
• Bulk upload or Import: add many at once. See Upload many purchase invoices at once.

What you see in the list

Each line shows:

• Number: the supplier’s logo or initials, the number and the category, then the supplier’s name. Click the number to change the purchase invoice. Click the supplier’s name to open the page of the purchase invoice.
• Date.
• Total: − for an expense, + for money that comes back to you, such as a credit note.
• Supplier.
• Status: with the date it was paid.
• Open balance: what is paid and what is still due.

You can also show the Due and Payment columns with the column button. Void purchase invoices are greyed out.

The missing PDF mark

When a purchase invoice has no PDF from the supplier, a red mark shows on the supplier’s logo, with the words Supplier's PDF missing. Click the upload button on the line to add the PDF. See Upload many purchase invoices at once.

When the PDF is there, the eye button opens it.

Find a purchase invoice

The list shows this year’s purchase invoices, the newest first.

• Click Search and type part of the number, the description or the internal note. The supplier’s name is not searched: use the Supplier filter.
• Click Show filters to filter by Reporting period, Supplier, Category, Payment method, Payment status or Amount.
• Turn on Drafts only, Recurring only or Only without attachments to see only these.
• Click a column title to sort the list by it.

To download the listed purchase invoices as a CSV file, click Export. The file follows your filters.

The page of a purchase invoice

Click the supplier’s name on a line, or click the actions button (⋮) and choose Preview. The page shows the supplier’s PDF, or a preview when there is none, its Status and its Payments. From there you can Download it, Edit it and record a payment.

Common questions