A purchase invoice is an invoice for a product or service. For example, when you order a computer for your business, you will receive a purchase invoice after the order.
Purchase is recorded in the accounting service under "Expenses". After that, click on the Add expense button in the top right.
You will then be able to add the necessary information regarding the purchase. You can add a voucher of the purchase in the Attachments section. Please note that the bank statement is not a valid document.
In addition to the date of purchase, a brief description of the content of the purchase is required. From the entry type menu, you can choose what the purchase applies to, for example is it a product, service, rent, representation expense or YEL insurance. More detailed information about different entry types can be found at the end of this page.
You should also enter the total receipt or invoice amount in the amount section. Also, check the VAT rate on the invoice and mark it correctly.
Once you have added a purchase invoice / expense to the system, it should then be marked as paid on the day you have made the payment. If you have already paid the expense you are adding, you can mark it as paid in the "Payments" section at the end of the process. Click on the "This entry has payments" option and you will be able to mark the expense as paid. Add here the payment date and the amount of the payment.
If you add a receipt that you haven't yet paid, you can mark the expense as paid in the Expenses section by clicking three dots next to that expense and selecting the 'marked as paid' option.
A new window will open in front of you, where you can enter the date of payment and the amount paid. Then press the "Mark as paid" button.
The actual content of the business purchase invoice
We have listed the most common attributes of purchase invoices used in accounting. You can found those options under the entry type section.
- Product purchases
- Service purchases
- Rent expenses
- Representation expenses
- YEL
- Taxes
- Vehicle expenses
- Loan expenses
Product purchases options
Where was the payment made?
- Finland
- EU country
- Please note, there is no other country of purchase options, as the UKKO Pro service is not suitable for a user who orders goods from outside the EU.
More specifically, what does the purchase involve?
- Sales related product and service purchase
- Other operating expenses
Please add
- Total sum with VAT (€)
- VAT rate %
Service purchases options
Where was the payment made?
- Finland
- EU country
- Other country
More specifically, what does the purchase involve?
- Sales related product and service purchase
- Other operating expenses
Please add
- Total sum with VAT (€)
- VAT rate %
Rent expenses
Please add
- Total sum with VAT (€)
- VAT rate %
Representation expenses
Please add:
- The total amount of the invoice, please add to the 'Description' section which customer this expense is related to and what has been the agenda of the meeting.
Representation expenses can be, for example, representation travel expenses, restaurant expenses, catering or space rental. Representation expenses are always directed outside the company.
YEL pension insurance
Please add
- The total amount of the invoice
Taxes
Choose from these:
- Tax prepayment
- Value Added Tax (VAT)
Please add
- Total amount
Vehicle expenses
Do you have a car added into your accounting? In this case, you can reduce the actual costs of the car, e.g. fuels, depreciation, insurance and maintenance. If you are adding a car purchased for your company to your accounting, please add the car's contract of sale in the attachment section, or if the car is more than one year old, then please attached a car price estimate.
Choose
- Vehicle expense
- Purchased vehicle
Please add
- Total sum with VAT (€)
- VAT rate %
Loan expenses
Choose
- Loan payment
- Interest
- Other
Please mark separately the repayment, interest and other financial expenses. Create own rows for these types.
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Any expenses you upload to our service will be reviewed by our customer service before they will be added to your accounting. If you have any questions about your purchase invoices, please feel free to contact our customer service through the chat on our site, email or call 09 427 20861.
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