Using Simple Invoices to Record Expenses Without Products and Assign to Projects

A simple invoice is a commercial document to record your expenses by selecting an expense account instead of products; making it easier to create invoices linked to expense accounts and suppliers and handle them like purchase invoices by paying them and linking them to payment vouchers.

Steps:

1. Create a simple invoice:

   • From the Purchases dropdown menu, select Simple Invoices.
   • Click the (+) icon to add a new simple invoice.

2. Enter data:

   • You will be taken directly to the new simple invoice creation page.
   • You can enter the reference number and invoice description if you wish.
   • Select the supplier if it already exists, or add a new supplier by clicking (+) and entering all their details.
   • Select the invoice issue date.

1. • Select the location.
   • Enter the description and select the expense account linked to the invoice.
   • You can select the required tax type and its amount.
   • You can assign the invoice to a specific project through the “Additional Information” tab at the bottom of the invoice.

2. Pay the invoice:

   • You can pay the invoice amount through the payment vouchers field.
   • You can use a new voucher or use a previous voucher if available.

Additional Notes:

• The simple invoice is used to simplify handling expenses without needing specific products, making it useful for various expenses such as services or other costs.
• You cannot add a simple invoice without adding the supplier name, as it is a required field.
• After saving the simple invoice, you can download it in PDF format through the Download PDF option and then print it.
• The simple invoice does not display a QR code and is not part of the electronic invoice, as the electronic invoice includes only sales invoices.
• You can add multiple expense accounts in a single simple invoice.
• You can copy the simple invoice after saving it and create a new invoice with the same data as the previous one.
• Simple invoices do not show asset accounts within the expense classification field. The simple invoice is designed to record expenses only, by selecting expense accounts and not asset accounts. If you need to add an asset purchase (such as equipment or machinery), it is recommended to use a purchase invoice or a manual entry to link the transaction to fixed asset accounts, or link the invoice to the asset through the fixed assets feature after creating the invoice, to ensure accuracy in financial reports and proper asset tracking.

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