Bookkeeping & Invoicing
Register supplier invoice manually
Work smarter with your purchase invoices
Streamline your invoice management by receiving your purchase invoices as e-invoices. The invoice detail are automatically imported and you will also receive suggestions for ledger accounts. Just check the contents and the invoice will be posted to the ledger! This also works if the supplier sends the invoice by letter or e-mail. Give it a try - you won't regret it!
By starting from the Purchase invoices window when you register invoices, you get a good overview of the most recent months' purchases.
- Select Purchasing - Supplier invoices.
- Select New purchase invoice.
Instead of manually entering everything on the invoice, use our smart automatic accounting assistance to easily and smoothly post your purchase invoices.
- Choose the supplier for whom you want to register the invoice.
If you want to add a new supplier, you can do so from New supplier. To edit an existing supplier from this view, either click on the supplier name or mark the supplier and choose Edit.
- Fill in the invoice details.
What ledger account can I use?
What account to use depends on the type of expense you are entering. Expenses are, for example, goods for sales purchases, rent, salaries, transportation or interest. We have listed the most common expense accounts below to guide you, you will find the full chart of accounts under Settings - Chart of accounts and an overview of all the standard accounts in the topic The BAS chart of accounts. Bookkeeping & Invoicing automatically both adds a bank account and allocates a VAT account (if there is VAT included) to the entry. An expense account will also be suggested, based on the account you used last time from the same supplier.
| Cost | Ledger account |
|---|---|
| I buy goods from Sweden. Rules for reverse charge VAT may apply*. | 4000 Inköp av varor och material i Sverige för tillverkning och försäljning |
| I buy goods from EU countries 25% VAT. Rules for reverse charge VAT may apply*. | 4056 Inköp varor 25 % EG |
| I buy services from EU countries 25% VAT. | 4535 Inköp av tjänster 25 % EG |
| I rent an office. | 5010 Lokalhyra |
| I buy a fixed asset that costs less than half the Swedish base amount**. For example a cell phone, computer, and other equipment you will use for 1-3 years. | 5410 Förbrukningsinventarier |
| I get an invoice for Bookkeeping & Invoicing from Spiris. | 5420 Programvaror |
| I buy consumable supplies, for example nails, screws, pens and paper. | 5460 Förbrukningsmaterial |
| I buy work clothes and computer glasses. | 5480 Arbetskläder & skyddsmaterial |
| I get a mobile phone invoice. | 6212 Mobiltelefon |
* Read more about reverse charge VAT in the topic: Construction sector, VAT reverse charge.
** Half a base amount is 29 400 kronor in 2025.
- Indicate the projects or centres the document should be written off to if you are working with this.
- Choose to Save draft or Post to ledger when you are done.
Field explanations
Credit note
If you check this box, you create a credit purchase invoice instead. Read more in Register a credit note from a supplier.
Do not send to bank
If you check this box, the invoice will not be sent to the bank and you will have to pay the invoice manually. It is useful if you for example want to register a past due date on the invoice.
You can check or uncheck the box after the invoice has been registered, as long as the status is one of the following: Not sent to bank, Payment cancelled, Rejected payment or Awaits signing.
Purchase inv. no
Enter the invoice number from the purchase invoice here, this field is mandatory.
OCR/Message
If you have not ticked OCR in the supplier, the Message field is shown instead. It is not possible to enter an OCR number for payment here.
Purchase invoice in foreign currency
If you register an invoice from a foreign supplier, it is done in the currency that you have indicated for the supplier. The current exchange rate for the currency is retrieved when you enter the invoice date and convert the amount to SEK for accounting purposes.
Post to ledger/Save draft
Saved drafts are found under Purchase invoices - Drafts. When the invoice is posted to the ledger you find the invoice in Purchase invoices - Unpaid purchase invoices tab.
Transaction text
Use the column to enter information about the invoice row. The information will be visible on the journal entry that is created for the invoice. The texts added in the column will be searchable in the Account analysis view.
For a sales invoice the text will by default tell which customer the invoice was sent to.
This column is only shown when the box Use transaction texts for narration is marked in Settings - Company settings - Accounting settings.
Related topics
Searchword: expenses, costs, supplier invoice, expense accounts, enter invoice, enter purchase