Purchase document form
The Purchase document form contains all transaction details required before saving and posting.
Open the form from the : select Create, or select a document and choose Edit. Viewing requires view permission, creating and saving require edit permission, and posting or unposting requires post permission. Fields marked with an asterisk are required.
Sections and tables
The form contains Nomenclatures, Settlement documents, Accounting, Additionally, Files tabs. Complete the document header before moving between them.
Related tables use Nomenclature, Unit, Booking, Quantity, VAT, VAT amount, Amount, All Basic, Account, Warehouse, Department, Project, Business segment, Variation, Coeff., Intent Of Use, Cost article columns. Add lines with the corresponding command, complete them in order, and verify totals before saving.
Fields
| Field | Required | How to complete |
|---|---|---|
| Number | When required by the form | Enter the value from the source document or the approved transaction terms. |
| Document date | Yes | Enter the required date, period, or time. |
| Organization | Yes | Select an available value; the available choices depend on the context already entered. |
| Warehouse | When required by the form | Select an available value; the available choices depend on the context already entered. |
| Supplier | Yes | Select an available value; the available choices depend on the context already entered. |
| Project | Yes | Select an available value; the available choices depend on the context already entered. |
| Contract | Yes | Select an available value; the available choices depend on the context already entered. |
| Supplier Order | When required by the form | Select an available value; the available choices depend on the context already entered. |
| Currency | Yes | Select an available value; the available choices depend on the context already entered. |
| Exchange rate | When required by the form | Verify the rate for the selected currency and document date. |
| Origin Number | When required by the form | Enter the value from the source document or the approved transaction terms. |
| Origin Date | When required by the form | Enter the required date, period, or time. |
| Price Includes Vat | When required by the form | Enable Price Includes Vat when the option applies to this document. |
| Row number | When required by the form | Select an available value; the available choices depend on the context already entered. |
| Nomenclature | When required by the form | Select an available value; the available choices depend on the context already entered. |
| Variation | When required by the form | Select an available value; the available choices depend on the context already entered. |
| Unit | When required by the form | Select an available value; the available choices depend on the context already entered. |
| Vat Name | When required by the form | Select an available value; the available choices depend on the context already entered. |
| Book account | When required by the form | Select an available value; the available choices depend on the context already entered. |
| Department | When required by the form | Select an available value; the available choices depend on the context already entered. |
| Cost article | When required by the form | Select an available value; the available choices depend on the context already entered. |
| Intent Of Use | When required by the form | Select an available value; the available choices depend on the context already entered. |
| Representative Of The Organisation | When required by the form | Select an available value; the available choices depend on the context already entered. |
| Representative Of The Supplier | When required by the form | Select an available value; the available choices depend on the context already entered. |
| Legal Action Type By Contract | When required by the form | Enter the value from the source document or the approved transaction terms. |
| Contract Settlement Type | When required by the form | Enter the value from the source document or the approved transaction terms. |
| Operation Kind By Contract | When required by the form | Enter the value from the source document or the approved transaction terms. |
| Vat Account Scheme By Contract | When required by the form | Enter the value from the source document or the approved transaction terms. |
| Income Article | When required by the form | Select an available value; the available choices depend on the context already entered. |
| Purchase Settlement Account | Yes | Select an available value; the available choices depend on the context already entered. |
| Advance Account | When required by the form | Select an available value; the available choices depend on the context already entered. |
| Current Asset Income Account | When required by the form | Select an available value; the available choices depend on the context already entered. |
| Fixed Asset Income Account | When required by the form | Select an available value; the available choices depend on the context already entered. |
| Tax Credit Vat Account | When required by the form | Select an available value; the available choices depend on the context already entered. |
| Unconfirmed Tax Credit Account | When required by the form | Select an available value; the available choices depend on the context already entered. |
| Conditional Sales Vat Account | When required by the form | Select an available value; the available choices depend on the context already entered. |
| Debt Recognition Account With Suppliers | When required by the form | Select an available value; the available choices depend on the context already entered. |
Automatic values and dependencies
- After an organization is selected, its base currency and available defaults are filled in; incompatible dependent values must be selected again.
- After a contract is selected, its currency, transaction type, and accounting terms available to this document are filled in.
- After a currency is selected, the available exchange rate for the document date is filled in; verify it before saving.
- After an item is selected, the available unit, tax, and accounting details are filled into the line.
Validation, saving, and posting
Depending on the form state, Document date, Organization, Supplier, Project, Contract, Currency, Purchase Settlement Account can be marked as required. Some of these fields are shown only for the relevant operation type or organization settings; follow the visible asterisks.
- Verify the number, date, organization, and all dependent details.
- Make sure all table lines are complete and quantities, amounts, taxes, and totals agree.
- Select Save to record the document without posting, or Save and post to run its business rules at the same time.
Posting records received items or expenses, VAT, and settlements with the supplier.
To change a posted document, use Unpost first. Related documents, a closed period, or other dependencies may block the action; the form then displays a message. After corrections, save and post the document again.
Files and printing
Use the Files tab to add supporting attachments. Verify the file version and avoid unnecessary personal data.
Configured print forms: Invoice. Select the required form after saving the document.