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Create a purchase invoice
Create a purchase invoice

Learn how to create an expense invoice. These steps are also valid for creating a purchase ticket.

Camilla avatar
Written by Camilla
Updated over a week ago

  1. Click New Purchase at the top right or press the N


When creating an expense invoice, you can distinguish four areas with the same fields for both a purchase and a ticket or simplified purchase invoice.

Some fields, such as taxes or ledger accounts, will be filled in automatically in order of priority: contact preferences first, > preferences after product and finally those of the company .

1. Basic information

  • Select the contact that issues the invoice.
    If they are not registered, you can type their name and click + Add to create a new one.

  • The document number is provided by the provider

  • The internal number field is auto-populated based on what you've configured in the Billing preferences

  • The date is by default today , while the due date is set by you

  • You can add the Deduction date by clicking on the date field and selecting deduction date

2 . Attach the expense file

When posting the expense in Holded, you can attach a file to have it documented.

  1. Click on Select or drag a document

  2. Drag the appropriate document or choose it from the popup window

3. Mandatory data

  • In the concept field, add the products or services you want to include. You can select existing articles or create new ones by typing the name and clicking on the + icon

  • Add a description

  • Set amounts, prices and taxes , the total amount will be calculated automatically.

4. Additional fields

  • Write a message visible on the invoice if you need it and add the Custom Fields

  • Assign a account sales ledger and add Tags

  • Link a Project to track your billing

check that all information is correct and click Save to approve immediately or Save as Draft if you have activated draft mode .

Add lines, titles and scan products

You can add a new line to your invoice, group concepts by titles and even scan products, opening the dropdown just below the field on the total amount.

The generated document will open automatically so you can view it and carry out necessary actions, such as adding payments.

Advanced Options

Some details on your purchase invoice are predefined based on what you have configured . However, from the Options menu you can customize your invoice depending on the moment.

  • Numbering
    Select whether you want to use the default numbering or write one manually

  • Discount

    Fill in the box with the % you want to discount and it will be applied to the total invoice.

  • Currency
    Select the currency that will appear on the invoice from the dropdown menu. When choosing a different currency than the one assigned in the company account, the change corresponding to today will be applied. If you need to, you can edit the change manually.

  • Document Mode

    This feature is disabled for purchases, as a PDF is not generated when posting them.

  • Invoice

    If this option is deactivated, the Discount and Expiration date fields will disappear.

  • Count per item

    Check the box to be able to assign an expense account per invoice line.

  • Tags per item

    Check the box to be able to assign one tag per invoice line.

  • Product discount

    Activating this option will add a new column in the table where to apply a discount for each product line.

  • Show supplies

    This option will allow you to add surcharges to the invoice.

  • Invoice-e/TicketBai/SII fields

    By opening these links you will be able to fill in the necessary fields to process your invoices to the corresponding Provincial Treasuries or administrative bodies

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