How to Create an Expense Purchase Invoice Using Simple Invoices Without Adding Products

Guidelines on how to create a purchase invoice related to expenses instead of products.

Answer:

• If you want to add a purchase invoice without products, you can use the “Simple Invoices” feature.
• Simple invoices are designed to add expenses only instead of products.
• To add a simple invoice:
  1. Go to the Purchases section.
  2. Click the (+) sign next to “Simple Invoices”.
  3. Fill in the basic invoice data (Reference, Description, Vendor, Issue Date, Location).
  4. Add expense line items in the line table (Expense Category, Statement, Amount, Tax).
  5. Record payment data in the Payment Vouchers section if there is a payment linked to the invoice.
  6. Attach supporting documents in the Attachments section if needed.
  7. Complete additional information if the invoice is linked to a project or task.
  8. Save the invoice using “Save and Approve” or “Save as Draft”.

Explanation of simple invoice data:

• Basic Data:
  • Reference: An automatic number generated by the system to identify the invoice (required).
  • Description: A general note that describes the purpose of the invoice.
  • Vendor: Select a vendor from the list, or add a new vendor via the (+) sign (required).
  • Issue Date: The date the invoice was issued (required).
  • Location: The branch or warehouse associated with the expense (required).
• Vendor Details:
  • Displayed automatically when a vendor is selected, and includes: Name, Phone, Email, Tax Number.
• Invoice Line Items:
  • Expense Category: Select the appropriate accounting account for the expense from the accounts list (such as: Cost of Goods Sold, Salaries and Wages, Transportation and Clearance Expenses…). You can add a new account directly via the “Add New Account” option.
  • Statement: A detailed description of the line item.
  • Amount: The expense amount before tax.
  • Inclusive: Enable this option if the entered amount includes tax.
  • Tax %: Select the type of tax applied to the line item.
  • Tax Amount: Calculated automatically based on the amount and tax rate.
  • To add a new line item: Click “Add More”.
• Totals:
  • Total before tax: The sum of line item amounts before tax calculation.
  • Tax Amount: The sum of taxes on line items.
  • Total: The final total including tax.
• Payment Vouchers:
  • You can create a new payment voucher linked to the invoice or use a previous one.
  • Voucher Number: An automatic number for the voucher (required).
  • Account: The payment account (Cash or Bank) (required).
  • Description: A note about the payment transaction.
  • Date: The payment date (required).
  • Total Amount: The amount paid (required).
  • Remaining Balance: Calculated automatically after deducting the paid amount from the invoice total.
  • Location: The location associated with the payment transaction.
• Attachments:
  • Attach paper invoices or supporting documents via “Browse Your Files” or by dragging and dropping files directly into the designated area.
• Additional Information:
  • Add To: Choose whether the invoice is linked to a project or a task.
  • Add to Project: Select the project associated with the expense.
  • Return Notes (Internal or External Return): Notes about the return status if applicable.
  • End Date: The expiration date of the invoice or service.
  • Serial Number: An additional reference number specific to the invoice.

Additional Notes:

• It is not necessary to enter products when using “Simple Invoices”.
• Selecting tax in the simple invoice: The tax field is required on each line item, and the available options depend on what was previously defined in Settings ← Taxes.
• If the invoice is without tax (such as a non-taxable expense or a business not registered for VAT):
  • Select a tax type with a 0% rate or tax-exempt if defined.
  • If no suitable option appears in the list, add a new tax type from: Settings ← Taxes ← Add New Tax, then return to the invoice and select it.
• The “Inclusive” checkbox in the line item is used when the entered amount includes tax, as the system automatically separates the tax amount.
• An invoice can be created without a payment voucher if it is deferred, and the payment can be recorded later.