Purchases
Your supplier invoices, whether they arrive by manual entry, through Novadesko Intelligence or through the Peppol inbox.
The Purchases screen gathers the invoices you receive from your suppliers: rent, subscriptions, supplies, fuel, till receipts. Each purchase feeds your expenses, your deductible VAT and, if it is filed under a category, your reports. It opens from the sidebar, under Purchases.
- The purchases list shows the number, supplier, issue date and amount.
- The status tells whether the purchase is created, paid or overdue.
- Scan hands a PDF, an image or an XML file to Novadesko Intelligence.
- Create opens the New purchase form for manual entry.
What you will do
- Recognise the three ways of recording a purchase.
- Read the columns and indicators specific to purchases.
- File a purchase under a category and track its payment.
The three entry points
| Method | How | When to use it |
|---|---|---|
| Create | Opens « Nouvel achat » (new purchase), the form described in Create an invoice, with a Supplier in place of the customer. | Paper or email invoice with no usable file. |
| Scan | Novadesko Intelligence reads a PDF, a JPG or PNG image, or a UBL XML file, then creates the purchase with the supplier, dates, amounts and VAT it detected. | The vast majority of received invoices. See Import in three steps. |
| Peppol Inbox | Electronic invoices received over the network appear in the Peppol inbox; Import or Import all turns them into purchases. | Suppliers connected to Peppol. See Inbox and outbox. |
In the list, a purchase imported from Peppol carries the Peppol badge under the supplier name, and the supplier's logo when it is known.
- Pick the supplier instead of the customer.
- Enter the issue date of the invoice you received.
- The purchase category classifies the expense for your accounts.
- The total including VAT is computed from the lines.
- Save: the purchase joins the list.
The columns and the indicators
| Column | Detail |
|---|---|
| « N° Achats » (purchase no.) | Internal number, for example A2026-0007, proposed automatically. |
| Supplier | Name, logo and Peppol badge. |
| Issue date | Date of the supplier invoice. |
| Amount | Including VAT, then excluding VAT underneath. |
| Badge | Paid or Overdue depending on the balance and the due date. |
The tiles show Total expenses (including VAT, with the amount excluding VAT as a subtitle), Total VAT (deductible VAT), Documents and Peppol. There is no due date column and no dedicated status: a purchase is read first and foremost by its balance.
Fields specific to purchases
- Supplier: search among your suppliers or create one on the spot with the button to the right of the field (see Create a supplier). The VAT number is checked against VIES.
- Purchase category: the expense category (rent, vehicle, fees...). It is set on the purchase and, by default, on the supplier record. The Categories filter of the list relies on it.
- « Nature du document » (document nature): during an import, a ticket is identified as a Cash receipt, a VAT stub or a Parking ticket with the note "This document is not an invoice".
- Route book: on import, a fuel or toll purchase can be included in the route book and attached to a vehicle.
- VAT regime: inherited from the supplier, editable per document, with the same choices as on an invoice.
In the app, the Purchase category field of the form is marked "Web": the category you enter is kept in the local draft but is not yet saved by the mobile API. Assign it from the web application, which also offers quick assignment from the row.
Payments and duplicates
The Options menu of a purchase offers Add payment: the payment window shows the total amount, the total paid and the amount due, then a SEPA QR code "Scan to pay this supplier" if the supplier's IBAN is known. See Payments.
When two purchases carry the same number or the same file, the list flags a possible duplicate. The Duplicates tab and the « Fusionner les doublons » (merge duplicates) and « Marquer comme vérifié » (mark as verified) entries let you keep a single document or attach the file to the existing document. See Duplicates.
A purchase imported via Peppol is protected: "Product lines and document information cannot be modified. Only payments and internal notes are editable."