Setup Example – Supplier Invoices
- Supplier Invoices are invoices received from organisations or people that supply goods or services to you.
- Supplier invoice numbers are already printed on the supplier invoices. In QuickEasy BOS, either the invoice number or reference field can be used to record the supplier’s invoice number.
- The General > Transaction Number setting determines whether you can edit the invoice number field or whether it is generated.
- Edit: You can enter the original invoice number in the number field.
- Generate: Supplier Invoices are allocated a system number. You must use the Reference field to enter the original invoice number.
- The General > Transaction Number setting determines whether you can edit the invoice number field or whether it is generated.
- The invoice entries can be pre-created as items with supplier prices. In this example, the setting Inventory > Update Supplier Prices on linked Items is checked, so the supplier prices on the linked items are updated automatically.
- Supplier invoices can also have custom entries In that case, the person creating the invoice must enter the information and prices when they create the invoice.
- If you create multiple Purchase Order Transaction Types (see Purchase Order Example), you could also create multiple Supplier Invoice Transaction Types to match them.
- In this example, a Supplier Invoice does not update inventory (no status has the Inventory column checked). The stock is received with a Goods Received (Suppliers) transaction.
- A completed Supplier Invoice can be copied to a Supplier Debit Note or a Supplier Payment.
💡This page provides an example of a Transaction Type setup for Supplier Invoices.
In this example, Supplier Invoices are posted to the ledger (Dr Stock on Hand, Cr Supplier).
Header
- Description: Supplier Invoices
- Code: SUP INV
- Entities: All
Settings (tab)
- This section lists the compulsory and optional settings that can be used to customise Supplier Invoices.
- Settings with Default as part of the name can be changed when capturing a transaction.
| Setting | Description | Value | When Required |
|---|---|---|---|
| Accounting > Credit Type | Select from a dropdown list of account types. The options are:
| Supplier | Always |
| Accounting > Currencies | Select which currencies apply to the Transaction Type. The options are:
| All | If you use multiple currencies. |
| Accounting > Debit Type | Select from a dropdown list of account types. The options are:
| Ledger | Always |
| Accounting > Default – Debit Account | Select a default account from the dropdown list. | Stock on Hand | If you want to specify the account that must be debited. |
| Accounting > Default – Deposit % | Enter the default deposit percentage that customers must pay or that must be paid to suppliers. | Enter the number that represents the deposit percentage (for example, 5 for 5%). | If you must pay deposits and want the deposit to be calculated. |
| Accounting > Default – Price includes VAT | Checkbox. If checked, the price includes VAT. Determines how VAT is calculated.
| Check the box. | If you specifically want to use VAT-inclusive prices. |
| Accounting > Default – VAT Category (Input/Output) | Select a VAT Category from these options:
| Input + (e.g. Supplier Invoices) | Always if you are registered for VAT. |
| Accounting > Default – VAT Type | Select a default VAT Type for the Transaction Type from a dropdown list of all the created VAT types. | Standard | Always if you are registered for VAT. |
| Accounting > Enable Accounting | A checkbox. If checked, accounting is enabled. If unchecked, transactions are created in the module and not posted to the ledger. | Check the box. | Always |
| Accounting > Pricing | Select a pricing option from the dropdown list:
| Supplier Price | Always |
| Accounting > Set Due Date from Credit Terms | Checkbox. If checked, the credit terms prefill due dates. | Check the box. | If you want to automatically set the payment due dates. |
| Calendar > Enable Date End (Enter Caption) | Enter a caption for the transaction’s end date on the calendar. | Enter a caption. | If you want to show Supplier Invoice items on a calendar. |
| Calendar > Enable Date Start (Enter Caption) | Enter a caption for the transaction’s start date on the calendar. | Enter a caption. | If you want to show Supplier Invoice items on a calendar. |
| Calendar > Resource Calendar (Transaction Items) | Select the Calendar Type for the transaction from the dropdown list. | First create a calendar for supplier invoices. Select that calendar from the dropdown list. | If you want to show Supplier Invoice items on a calendar. |
| Calendar > Set Quantity from Calendar (Duration between Start and End Dates) | Checkbox. If checked, the durations on transactions are automatically changed to the working hours between the end and start calendar dates. The quantity is rounded to the calendar’s smallest scale. Days are calculated on a check-in/check-out model: 12/10/25 – 13/10/25 = 1 day. Transaction update method:
| Check the box. | If you are using calendars and the start and end dates are not on the same day. |
| Defaults > Default – Data Filter | The default filter when you view a list of transactions for the Transaction Type (e.g. This Month, Pending). | Select an option from the dropdown list. | The default filter is:
|
| General > Add Items from the following Categories | Limits the items that can be added to those in the selected categories. Click Edit in the Value column and select the categories. | Click Edit. Move the categories from the Available to the Selected section to include them. Move the categories from the Selected to the Available section to exclude them. | If you want to limit the items that can be added to a supplier invoice. |
| General > Add to Followers | Select Follower options from the dropdown list. Multiple options can be selected:
| Check the boxes for all the groups you want to send the invoice to. | If you want multiple people to receive a copy of the invoice when it is emailed. |
| General > Contact Lookup | Select which contact fields to include when selecting a contact for a transaction from the dropdown list. The options are:
| Select the applicable option from the dropdown list. | If you want to select the contact by position or location. |
| General > Enable Artwork | Checkbox. If checked, artwork is enabled and can be uploaded to an entry on a transaction as an attachment. | Check the box. | If you want to show the artwork on the invoice. |
| General > Enable Assets | Checkbox. If checked, you can select an asset from a dropdown list. | Check the box. | If you want to enable assets on supplier invoices. |
| General > Enable Company | Select what type of company should be in the header:
| Suppliers (All) | Always |
| General > Enable Due Date (Enter Caption) | Enter a caption to add the Due Date field to the transaction (e.g. Due Date). | Payment Due | If you want to indicate a due date. |
| General > Enable Entities | Select an option from the dropdown list:
| Branch | If you want to allocate Supplier Invoices to a branch. |
| General > Enable Required Date (Enter Caption) | Enter a caption to add the Required Date field to the transaction (e.g. Req. Date). | Enter a caption. | If you require an additional date field. |
| General > Enable Staff | Select how transactions are assigned:
| Select the applicable option from the dropdown list. | If you want to allocate the invoice to a staff member. |
| General > Enable Timekeeping | Enables the Timekeeping module. | Check the box. | If any tasks related to the invoice must be tracked. |
| General > Reference Lookup | Enter Reference lookup lists. | Click the Value column and enter the lookup entries, one per line. Check the Auto Height box to show the full lookup list. | If you want staff to select a reference from a lookup list instead of entering one. |
| General > Transaction Number | Specifies how transaction numbers are allocated when the Transaction Type is first created. The options are:
A warning appears on the orange warning bar if a duplicate transaction number is entered.
This setting cannot be changed if there are transactions. | Edit (Text) | If you want to enter the supplier invoice number in the document number field. |
| Inventory > Update Supplier Prices on linked Items | Checkbox. If checked, the supplier price is updated when the transaction’s status is changed to a Complete status. The supplier price is matched on supplier, unit and currency. | Check the box. | If you want the supplier prices on linked items to be updated automatically. |
| Transaction Items > Enable Adding Items | Specify which type of items can be added to a transaction. The options are:
All the buttons to add items still appear. A disabled feature shows an error message when clicked. | Select an option from the dropdown list (e.g. Items to prevent custom entries). | If you want to limit the items that can be added to an invoice. |
Statuses (tab)
- You may create an unlimited number of statuses.
- However, there are only four Status Groups:
- Pending
- Active
- Complete
- Cancelled
- The first status should allow editing.
- The final status should ideally not allow editing.
- If the setting Accounting > Enable Accounting is checked, at least one status should have the Accounting column checked.
- If inventory is used, at least one status should have the Inventory column checked.
- If editing is allowed when the inventory or accounting columns are checked, any accounting or inventory reports should be considered provisional.
Categories (tab)
- Use categories to sort records.
- The categories you choose should be meaningful to your business.
- Using categories is optional but recommended.
- Categories can be copied from another Transaction Type. The existing categories are replaced by the copied categories.
This example has no categories. If you want to sort your Supplier Invoices (e.g. by type of purchase, such as stock, outwork or overheads), create your own categories. Supplier Invoices are created by copying Purchase Orders, and the category is copied with them. You can change the category on a copied transaction, but it is easy to forget. It is therefore best to use the same categories as the Transaction Type they are copied from. See Transaction Categories Tutorials.
Copy Rules (tab)
- Copy Rules determine when transactions may be copied.
- Although two transactions are involved in the copy, you only need to create one Copy Rule.
- User access must be set for each Copy Rule.
- You can automate copying transactions by selecting a Trigger status.
Output Templates (tab)
- Output Templates are the forms you need to print, preview or email a transaction (e.g. invoices).
- Default templates are included. They automatically show your company name, logo and bank details, as filled in on the Output tab of a registered entity.
- You may edit these templates to include or exclude information.
- You may also create your own forms and templates from scratch.
