Entering a supplier invoice by hand

Summary

You can enter a supplier invoice without scanning it. There are two ways, and which one you pick matters.

• Quick records the totals only. Use it for overheads like rent, utilities, or a service charge. It does not touch stock or parts.
• Itemised records the invoice line by line. Use it for parts invoices. The lines update your stock and feed the matching of invoices against deliveries, exactly like a scanned invoice.

The difference is real. A parts invoice entered the Quick way is invisible to stock and to delivery matching. If it lists parts, enter it Itemised.

Prerequisites

• You are an Owner or Manager. Manual supplier-invoice entry is not available to service advisors or technicians. (They can record deliveries by hand. See Recording a delivery without scanning.)
• The supplier exists, or you can add it from the form.
• At least one nominal code is set up.

Steps

Choose Quick or Itemised

1. Go to Finance > Purchases.
2. Select New invoice. Two options appear with their consequences spelled out:
   • Quick - overheads like rent or utilities. Totals only, no stock impact.
   • Itemised - parts invoices. Lines update stock and delivery matching.
3. Pick the one that fits. You can also reach the Itemised form from the scan inbox via Enter manually.

Quick entry (overheads)

1. The Quick dialog opens. Fill in supplier, invoice number, dates, net amount, nominal code, and optional notes.
2. Save. This creates a header-only purchase invoice. See Purchase invoices for the full Quick-entry detail.

Itemised entry (parts invoices)

1. The Itemised page opens.
2. Fill in the header:
   • Supplier (required) - search and pick, or Add new supplier inline. A soft warning shows if the invoice number looks like a duplicate for that supplier.
   • Supplier invoice number (required).
   • Invoice date (required) - defaults to today.
   • Due date - filled in automatically from the supplier’s payment terms. Editable.
   • Document type - defaults to Invoice. (For a credit note, see Supplier credit notes.)
   • Nominal code (required).
   • Work order and Notes - optional.
3. Add the lines. Select Add line and fill in part, description, quantity, unit price, and tax. Pick the part from your catalogue, or use Add to catalog to add it now. The net, tax, and gross update as you type.
4. If the supplier is not VAT registered, a banner appears. Set every line’s tax to zero (there is a one-click action), or mark the supplier VAT registered inline if that is wrong.
5. Select Confirm. The invoice is created with its lines, your stock is updated, and the invoice is ready to match against deliveries. You land on the new invoice’s detail page.

Expected Outcome

• Quick: a header-only purchase invoice in your list, with totals and a nominal code.
• Itemised: a purchase invoice with full lines that update stock and appear in invoice-to-delivery matching.
• The supplier’s internal purchase-invoice reference is assigned automatically.

Notes

• Use Itemised for anything with parts on it. A parts invoice entered Quick will never match against the delivery and will not move stock.
• Every itemised line needs a description and a quantity. Empty lines are rejected on confirm.
• There is no draft save. If you leave with lines entered, Torqueflow warns you first.
• The legacy Quick dialog is unchanged and stays the right tool for overheads.

Troubleshooting

Problem: I do not see the Itemised option, only Quick. Cause: Itemised entry needs the purchases confirm permission, held by Owner and Manager. Fix: Ask an Owner to run it, or to review your role.

Problem: The Confirm button is disabled. Cause: A line is empty, the invoice date is missing, or the supplier is not VAT registered but a line still has tax. Fix: Fill in or remove empty lines, set the date, and zero the tax (or mark the supplier VAT registered).

Problem: A parts invoice I entered is not showing against its delivery. Cause: It was probably entered Quick (header-only), which does not feed matching. Fix: Re-enter it as Itemised so the lines exist for matching.