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We recommend that you enter supplier invoices from the Accounting module rather than the Actions. Not all Expenses are related to Actions and some invoices may be related to multiple Actions. If errors are made, they are much easier to fix if the invoice has been entered using the line items to reflect the action.

Using the Quick Entry Method (will not go to Draft - do not use if xero integrated)

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To use the Quick Entry Method, navigate to Accounting > Expenses > Supplier Invoice and then click "Quick Entry Wizard". In the pop-up wizard, select the template (if you have one created) or fill in the fields for Supplier, Shipping Address, and Supplier Invoice Date. If you are adding multiple line items to a single matter, check the box next to "Matter". 

Then fill in the expense line items. If you did not check the "Matter" box, fill in the matter number. Choose your expense account, tax rate, description of the expense, quantity, and price. 

Using the Long Entry Method

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To use the Long Entry Method, navigate to Accounting > Expenses > Supplier Invoice and then click "Create Supplier Invoice".  In the next screen, choose "Supplier Invoice" and select your template if you're using one. Next, enter the Supplier Invoice Number and Supplier Invoice Date. Then enter the Supplier Name, the Related Matter, and Shipping Address on the next screen.

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Once you click "Finish" you will see the Supplier Invoice. Add your line items; including Expense Account, Description, Quantity, Unit Cost, and Unit Sell. Alternatively, you can add a new "Heading" and group line items underneath it. After you add a new heading, click on the folder icon to add line items to that heading.

Setting up a Template for entering Supplier Invoices

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To create a Template for a Supplier Invoice, follow the steps above to "Create Supplier Invoice" but choose "Purchase Template" instead of "Supplier Invoice". Enter the Supplier Name and Related Matter (if applicable). Fill in the line items or headings as above. Enter a title in the top bar and save it to be used as a template. Then you can select it any time you go to enter a new Supplier Invoice. 

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