It is possible to quickly record purchase invoices or credit notes in Sage Active, even if you do not have prior accounting experience.
Purchase credit notes
Credit notes are recorded as purchase invoices with negative amounts.
You can process different types of digital purchase invoices or credit notes:
- Digital invoices or credit notes with only human readable content such as images or PDF files. For these documents, the information is extracted through OCR (optical character recognition).
- Digital invoices or credit notes with human and machine readable information such as XML files or PDF files with embedded XML. For these documents, the information can be extracted directly.
Post invoice screen
The steps in this article describe how you can add a purchase invoice or credit note and choose the Journal, Posting date and Description through the Post invoice screen.
To avoid seeing this screen and use the default values configured in your Sales and purchases settings, you can toggle the Always ask switch to OFF in this screen. You can then turn this setting on again at any time in your Sales and purchases settings.
To record purchase invoices or credit notes :
- Enter the Purchase invoices screen.
Purchase invoices
- Drag one or more digital purchase invoices or credit notes to the zone on the top of the screen.
- Wait for the grid lines for each document to appear and display the status Pending.
The following steps need to be taken for each document you wish to record. - Edit the grid line for the chosen document ( ).
- Verify or complete the document details.
If the information is extracted from a file with machine readable information, an additional eInvoice tag appears above the preview.Missing supplierIf the supplier recognised by OCR is not present in Sage Active, you can add them by using the button at the bottom of the Supplier dropdown list. The creation screen for a supplier appears, pre-filled with all the information that OCR has recognised.After creating the supplier, you can select them from the dropdown list and the Purchase account is completed automatically based on the supplier information. - Update the document if you made any changes.
If the document is a credit note, make sure that all amounts are negative and that the Original invoice number and Original Invoice date are informed in the zones that appear in this case. - Select .
- Choose a Journal.
- Modify the Posting date and Description if needed.
- Post the document.
As long as you do not post your purchase invoice or credit note, they remain Pending and you can still edit ( ) or delete ( ) them from the grid.
When a purchase invoice or credit note is posted, you can view its information ( ) or view its journal entry ( ).
If you want to enter a purchase invoice or credit note for which you do not possess a digital copy, you can add a line to the grid using the button. This will skip the OCR recognition process and allow you to manually enter your information.
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