Invoices received from suppliers.



How to post a supplier invoice

From the point of view of a self-employed person or entrepreneur, a purchase invoice, received invoice or supplier invoice is a document detailing the products that have been purchased or the services that have been provided necessary to carry out your economic or professional activity.

As a self-employed person or entrepreneur, you will always be obliged to include supplier invoices in your accounts and thus be able to deduct the expenses generated by your economic or professional activity.

Below we explain how to post an invoice received.

In the event that you just have a receipt, visit this other link on how to account for expenses.

In the event that it is an investment good, visit this other link on how to account for it to make its amortization correctly.



Homepage

Homepage

Once you have logged in, click on “Register a new received invoice”.


Import Contasimple invoice

If your supplier has issued the invoice with Contasimple, you can import their invoices automatically by clicking on the import link that you will find at the bottom of the invoice, or by entering the import code that appears at the end of the import URL from the “Import invoice” section that you will find in the left menu of the “Accounting” tab.

Import Contasimple invoice

Import invoices from excel

Import invoices from excel

Within the "Accounting" tab of the start menu, you also have the "Import" option to upload all your invoices and expenses to Contasimple from a file in excel format.

More information about importing invoices


Post manually

In another case, you can fill in the information on the invoice and the items through the drop-down menus on the “New received invoice” screen.

Post manually

Invoice number

Invoice number

The number of the invoice received from the supplier is entered manually.


Date

Issue date of the invoice received. By default, the program will show you today. You can change the date through the drop-down calendar.

Date issue

Due date

Due date

Date on which payment of the invoice is due. By default, the program will display the expiration date as 30 days. You can also select the option to 60 days, 90 days, no date or put the date you want through the drop-down calendar.


Expense type

Contasimple uses the simplified General Accounting Plan. Is the invoice for the purchase of products? You don't need to change anything.

Are you invoiced for a service? Choose option “607. Work performed by other companies» if it is not a self-employed worker. Or choose option “623. Self-employed workers services” in the dropdown if it is a self-employed person.

Other options: For example, if you are accounting for a rental invoice, choose option "621. Leases and fees (rental costs)".

Expense type

Supplier

Supplier

Select your supplier from the dropdown list. If you have not yet created it in your supplier base, click on "New supplier".

Next time, you'll just have to select it.


Computable percentage

It is the percentage of the invoice that will be accounted for for the calculation of taxes. Choose a value between 0 and 100.

Normally, we will impute 100% of the invoice.

Example where less than 100% would be allocated: A self-employed person carries out his economic activity in his home. When accounting for supplies, such as electricity, he only imputes the percentage of the existing proportion between the square meters of the house destined for the activity with respect to its total area.

Computable percentage

Retention

Retention

In the event that the invoice has IRPF retention, you can select the percentage in the drop-down list.


Private notes

You can write the private notes you want. Only you will see them from your account.

Private notes

Mark the invoice as paid

Mark the invoice as paid

By clicking on the option "Mark invoice as paid" you can select the day you paid it and the payment method used. You can create new payment methods by clicking on “New method”.


Advanced Options

In "Advanced Options" you will find other options related to the VAT tax: if the invoice is exempt or not subject to VAT, if it is an intra-community invoice or an export, among others.

Advanced Options

Concept

Concept

You can write the concept of your supplier's product or service, or select it from your catalog if you have it entered.

More information about the catalog of products and services


Add another concept

Click on “Add another line” to register a new concept.

Add another concept

Tax base

Tax base

Unit price of the product or service without taxes. If you select your supplier's product or service from your catalog, it will be imported automatically.


Quantity

Number of units, hours, kg, litres, km...

Quantity

Discount rate

Discount rate

In the event that your supplier has stated the percentage of discount that has been applied to you on its invoice, you can reflect it through this field.


VAT

You can configure the percentage of VAT that your supplier has applied to you through the dropdown menu.

VAT

Retention

Retention

If you have selected a retention percentage applied by your supplier, it will appear automatically calculated.


Show advanced editing

Click on "Show advanced edition" if you want to add a detailed description of some or all of the concepts of your supplier's invoice.

Show advanced editing

Detailed description

Detailed description

Easily add a description by clicking on the box that will appear under each concept of your supplier's invoice.


Insert invoice

Once you have posted all the data of your supplier's invoice, click on "Insert invoice".

Insert invoice

Register of invoices received

Register of invoices received

Once you have completed all the fields and have inserted your supplier's invoice, it will appear in your received invoices registry. You can manage the payments of your received invoices in the same way as with the collections of your invoices issued to clients.


Take control of your invoices easily

On the received invoice registration page, you will find a summary of all your registered invoices. They will be organized by quarters with all the relevant information: Number, date, status, provider, tax base, VAT, withholding, total and a menu with different operations.

More invoicing options

From your record of invoices received, you will find more options to perform on your invoice. To the right of the row where your invoice is, you will see a series of icons:

  • Edit invoice: modify your invoice as long as you have not yet sent it to your supplier or delivered it to the Hacienda.
More options of invoices

More options invoices
  • Create invoice per copy: To create a new invoice using another one as a a reference.
  • Manage Invoice collections: Learn more in the next section.
  • Attach files to the invoice.
  • Export or print to pdf.
  • Generate a credit note. Rectify your invoice if you have returned your products to your supplier.
  • Delete the invoice.

Manage invoice payments

If you haven't marked the invoice as paid when you post it, it will be saved with the status "Pending". That is, it is pending payment.

To mark your invoice as paid once it has been registered, click on "Manage invoice collections" on the coin icon that you will find to the right of the same row of the invoice.

A new command will open where by default the total amount of the invoice will appear as the amount paid. If it's a partial payment, change the amount manually. In this case, when registering the payment the status will change to "Incomplete".

More options of invoices

More options of invoices

By default, the program will set today as the payment date. You can change it by selecting the day on the calendar.

You can create your own collection methods to appear in a drop-down menu by clicking "New Method".

Once you have filled in the details, click on "Register".

When you return to your issued invoice registry, you will see that the status of the invoice has changed to "Complete" if the collection was for the full amount of the invoice.


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