Purchase quick entries

You can use the Quick Entries option in Sage One to quickly enter purchase invoices and credit notes for one or more suppliers at the same time. This saves you time if you have a lot of invoices or credit notes to enter and you don’t want to record them against a particular product record.

Once you’ve entered a quick entry invoice, when you need to pay it, you can do this using a supplier payment. If you’ve entered a credit note, you can allocate, or if necessary, refund it, as normal.

If you want to record the purchase of a particular product that you’ve created a record for, or you want to attach a file, for example a copy of a receipt or a purchase order a supplier has sent you, you must use the Purchase Invoices or Purchase Credit Notes options instead.

To add a quick entry

  • 1. Purchases > Quick Entries > New Quick Entry.
  • 2. Enter the following information:
Type *  To add an invoice, choose Invoice, or to add a credit note, choose Cr Note.
Date *  Enter the transaction date.
Supplier *  Choose the supplier.
Reference *  Enter a reference, for example, an invoice number.
Ledger Account * Choose the ledger account you want to use for this transaction.
Details If necessary, you can enter additional information about the invoice or credit note.
Net *  Enter the net amount of the invoice or credit note.
Tip: If your company is VAT registered and the Net, VAT Rate and VAT columns don’t appear, check you’ve entered your VAT scheme correctly in Settings > Financial Settings.
VAT Rate * Choose the required VAT rate.
VAT This calculates automatically based on the net amount and VAT rate.
Total The total value of the invoice or credit note calculates automatically.

* These details are compulsory.

If you’ve created analysis types, for example, departments, you can also choose these when creating the quick entry.

  • 3. To add more transactions, on the next line, repeat the above step > Save.

You’ve successfully recorded the quick entry which appears on the quick entries list and the customer’s activity.

To edit a quick entry

You can’t edit a quick entry if it’s been allocated to another transaction or included in a VAT Return. Instead, if it’s been allocated to another transaction, you must unallocate it or, if it’s been included in a VAT Return, you must reverse it by posting the opposite quick entry transaction. For example, if it’s an invoice, post a credit with the same details, or if it’s a credit, post an invoice.

  • 1. Purchases > Quick Entries.
  • 2. Click the transaction.

If you originally entered several transactions in the same quick entry window, when you edit one of the transactions, the other items in the batch are also visible, but unaffected.

  • 3. Edit the information as required > Save.

To delete a quick entry

You can’t delete a quick entry if it’s been allocated to another transaction or included in a VAT Return. Instead, if it’s been allocated to another transaction, you must unallocate it or, if it’s been included in a VAT Return, you must reverse it by posting the opposite quick entry transaction. For example, if it’s an invoice, post a credit with the same details, or if it’s a credit, post an invoice.

  • 1. Purchases > Quick Entries > click the quick entries you want to delete.

If you originally entered several transactions in the same quick entry window, if you delete one of the transactions, the other items in the batch aren’t affected.

  • 2. Click the delete button next to the line you want to delete > Save.

You’ve successfully deleted the transaction and it no longer appears on the relevant supplier’s activity.

To pay a quick entry invoice

  • 1. Banking > click the required bank account > New Entry > Purchase / Payment.
  • 2. Supplier Payment > choose the supplier from the drop-down menu.
  • 3. Enter the Date Paid and Reference.
  • 4. Enter the total amount paid > select the check box for the quick entry invoice you want to pay.
  • 5. Click Save.

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