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Supplier invoices and documents

Two separate moments: record the debt on receipt, with its document, then record the payment when it goes out. These screens need the Prepare the accounts right.

Even for something paid on the spot

A receipt paid immediately (supplies, small equipment) follows the same rule: record the invoice, then pay it straight away. Do not enter a single expense-against-bank-or-cash entry: the treasurer's Breaking control rules control would flag it.

Recording a received invoice

Finance › Achats › Factures fournisseurs

  1. Supplier: pick it in the list (FO-… accounts); search also works on the company name.
  2. Invoice reference, date, amount.
  3. Expense account: the expense account (class 6, or class 2 for an investment; if unsure, ask the treasurer).
  4. Supplier account: normally the one offered.
  5. Save to create the draft.
  6. Attach the invoice: in the documents block, Add a document (PDF or photo).
  7. Review, then post when everything is right.

The entry is in the AC journal: debit of the expense account, credit of the supplier account. The debt is recorded; it isn't paid yet.

Attaching a document to an entry

Documents are stored in the club's file storage and linked to the entry, on the Purchase (AC) and Sale (VT) screens.

  • The documents block only appears after the draft is first saved.
  • In the entry list, a paperclip marks entries with an attachment.
  • Members' expense claims arrive with their receipt already attached.

Once posted, the document stays

A document can be removed while the entry is a draft. Once the entry is posted, its attachment can no longer be deleted: check it is the right one first.

Recording the payment

Finance › Achats › Fournisseurs

  1. Find the invoice; click Pay.
  2. Enter the payment date, reference, amount and bank account.
  3. Confirm the payment.

The entry is in the BQ journal: debit of the supplier account, credit of the bank.

A difference to know

Unlike the other screens, the payment is posted immediately, with no draft step. Check the amount and date before confirming.