How to input a purchase invoice in Sage:
From the “Suppliers” module, click on “invoice” – which is usually a “button” icon near the top.
A pop up window entitled “Batch Supplier Invoices” should appear. For each purchase invoice, input as follows (tab between fields):
A/C – this is the Supplier Account reference, if you do not know it, click on the downward arrow on the right of that field to bring up a drop-down list of all the customers. A new supplier can also be set up from this drop-down list by clicking on “new”, you will be brought into the “Supplier Record” to enter a new supplier’s details.
Date – the purchase invoice date in dd/mm/yyyy format (the default is current date)
Ref – Either a “filing” reference number that will help you locate the purchase invoice in your files (personally, I prefer sequential numbers), alternatively, use the supplier’s purchase invoice number.
Ex-Ref – this is an optional additional reference field which can be left blank if not required.
N/C – this is the nominal code for the type of purchase. (Supplier records can be set up to specify a default sales code for that particular supplier. If this has been done, this field will be completed automatically, although it may still be over-written). You may also click the downward arrow to access the drop down list.
Dept – if you are using “departments” in Sage, then input the appropriate department number (or select from the drop-down list by clicking on the downward arrow). If you are not using “departments”, then leave the field as it’s default value of 0.
Project Ref – similarly, if you are using “projects” in Sage, then input the appropriate project code (or select from the drop-down list). If you are not using “projects”, then leave the field blank, which is the default.
Cost Code – if you are using “cost codes” in Sage, then input the appropriate cost code (or select from the drop-down list by clicking on the downward arrow). If you are not using “departments”, then leave the field blank, which is the default.
Details – this is a text field for you to write a brief but meaningful description – or, if you have used a unique “filing” reference in the ref field, above, then enter the supplier’s purchase invoice number here.
Net – this is the net amount (excluding VAT) if you are VAT registered – or the gross amount (including VAT) if you are not VAT registered.
T/C – this is the VAT code. If you are VAT registered, it’s usually T1 or T0 (but there are others – see previous post on Sage VAT codes). If you are not VAT-registered, then use T9.
VAT – this is the VAT amount, which Sage calculates from the net amount and the tax code. Occasionally, there are rounding errors, which can be corrected by overtyping the amount. If you are not VAT registered, then this field must be zero.
When you are finished, click on “Save” in the bottom left of the window.
To input a supplier credit note in Sage, the process is almost identical, although you will need to click on “credit” from the Supplier Module. All entries will be in red, to signify that you are entering a credit note rather than an invoice.