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Record a supplier invoice with no order
Enter rent, utilities, a repair or a professional fee directly — the purchases that never had a purchase order.
- Steps
- 4 · About 3 min
- Who can do this
- Owner · Manager · Accountant
- Needs the module
- Buy
Not everything you buy arrives on a pallet. Rent, electricity, the accountant's fee, a repair to the van — none of these needs a purchase order, a receipt, or anything to check against.
Record them here and the expense, the input VAT and the payable are posted in one step.
Start a direct invoice
Purchases → Record supplier invoice.
The screen says plainly what it is not for: merchandise and anything that goes into stock should go through a purchase order instead, so that what arrives can be checked against what you agreed.
Copy the supplier's invoice
What to look at:
Supplier — who invoiced you. Add them under Customers & suppliers first if they are new.
Supplier reference — their invoice number, exactly as printed. This is what your accountant files by and what you quote if it is queried.
Invoice date — the date on their invoice, not today. It decides the VAT period.
Due date — when they expect payment. It drives what appears in what you owe, and how late it is.
Say what it was for
Each line takes a description, a quantity, a unit cost and a TVA %. For a monthly rent that is one line; for a repair with parts and labour it might be two.
Above them, What is it? — Operating expense, Service, or Fixed asset. This is the field that decides where the value lands:
Operating expense and Service are consumed now: they hit this month's result.
Fixed asset is something you will use for years. It does not become an expense at once — it goes on the asset register and depreciates.
Getting that wrong is not a formatting error. Booking a van as an expense makes one month look terrible and every month after it look better than it was.
Press Record invoice.
Then pay it
The invoice now sits in what you owe, with its due date. Pay it from Finance → Record money → Pay a supplier invoice, which settles the payable and moves the cash together.
There is no draft stage here. A direct supplier invoice is posted when you record it, because you are copying a document that already exists rather than composing one. If it is wrong, it is corrected the way everything else is — by a manager, with a reason, leaving both versions visible.