Learh here what a purchase receipt is
- Access Expenses from the navigation bar
- Select Expenses
- Use the dropdown on the New purchase button
- Click on Purchase receipt
Creating a purchase receipt
In the invoice editor, you will need to complete the following fields to create a purchase receipt or simplified invoice:
1. Complete the basic fields
Select the supplier related to your purchase receipt.
Each time you register a ticket you can add a new contact without going to the Contacts section, just type its name and click on the Add button.
It will be assigned automatically based on the numbering lines you have created. You can edit it if you need to.
|Internal num||Activate the internal purchase numbering to have an automatic record of your purchase documents.|
By default, it will be filled with today's date. Holded allows you to edit this date in case you want to account for previous tickets.
2. Fill in the determinant fields
|Concept||Type the concept or select the item using the magnifying glass or the @ key. You also have the option to scan products.|
|Amount||Specify the number of units. It will be used for the calculation of the total, i.e. units x price + tax.|
|Price||Includes the amount excluding tax for the product.|
|Total||It will be calculated automatically when you add the price and amount. You can modify it whenever you want.|
The fields will be filled in automatically in the following order of priority: Contact preferences, Product preferences, Company preferences. In case you have not specified any information within a contact's file, the data is configured in Products and lastly in Settings > Invoicing > Sales and expenses.
3. Report additional fields
Visible message on purchase
|Include here a specific message for a specific simplified purchase invoice.|
|Add extra information using these fields, for example an order number.|
|Categorization||Select an expense account and assign it to the invoice in order to segment your purchases.|
|Intern description||Add a description of the document to help you remember important information in the future.|
Holded allows you to add tags to your invoices, so you can export customized reports.
From the Projects section, you can assign projects to your purchase invoice to calculate the profitability of the associated projects.
4. Customize your receiptsThe details of your receipt are predefined according to the preferences you have configured. However, you can customize the receipt according to your needs from the Options button at the top right. This will allow you to add more details to the purchase receipt.
|Numeration||From here, you can enter a different numbering than the predefined one for certain contacts.|
|Currency||Change the information in this field to set a different currency than the predefined one.|
|Display mode||This feature is disabled for purchases, as a PDF is not generated when posting them.|
|Price rate||Use this field to select one of the predefined rates.|
|Invoice||If this option is disabled, the Discount and Due date fields will disappear.|
|Account per item||Check the box to assign an expense account per invoice line.|
|Tags per item||Check the box to assign a tag per invoice line.|
|Display supplied||This option will allow you to add supplements to the invoice.|
|Electronic invoice fields||Click to fill in the fields of the electronic invoice that you can download in .xml format for uploading to the relevant organization's website.|
When saving a receipt, you will be able to select the option to Save as draft or Approve. The expenses you save as a draft will not be recorded in your accounting and will not appear in your reports, while approved receipts will.