Basics | Applications | Howtos | Plugins

Purchases

In a purchase invoice you usually just enter the provider and the total amount of the invoice, and Lino will assist you for filling invoice items based on this amount.

Register a purchase invoice

  • In the Journals table of your dashboard, click on the insert button behind the journal where you want to add your purchase invoice.

  • Alternatively, select Accounting ‣ Purchases ‣ Purchase invoices in the main menu and then click the insert button in the toolbar or hit the Insert key.

  • Lino opens the following insert window:

    New invoice
    Partner: ____
    Entry date: ____ Total to pay: ____

  • Fill out the fields of the insert window and hit Ctrl+S or click the Create button to submit the window.

  • Lino displays a detail window with the newly created invoice. See The detail of a purchase invoice for details about individual fields.

  • Lino automatically created and filled out a first invoice item using the provider’s Purchase account field, the VAT regime and the amount in the Total to pay field.

  • If everything is correct, register your invoice by hitting Ctrl+X or by clicking on Registered in the Workflow field. See also Registering a voucher.

  • If the partner’s Purchase account and/or VAT regime field are not set correctly, click on the symbol next to the partner name to open the partner’s detail window and edit these fields so that the default behaviour works for the next invoice from that provider.

Partially declarable costs

Example : An electricity invoice of 94,88 €. Only 35% of the total amount is declarable. The whole invoice amount is to be paid to the provider, but we will reclaim 65% of it back from a third-party partner, e.g. an employee.

  • Manually enter 94.88 in VatProductInvoice.total_incl. Lino fills one invoice item. The general account of this item is either the provider’s purchase_account or (if that field is empty) lino_xl.lib.accounting.CommonAccounts.waiting.

  • Change the amount of the invoice item (total_incl) from 94.88 to 33.22 (94.88 * 0.35). Lino automatically sets total_base to 27.68 € (33.22 / 1.20) and total_vat to 5.54 (33.22 - 27.68).

  • Add a second item and manually set InvoiceItem.account to undeclared_costs. Lino automatically fills the remaining amount (94.88 - 33.22 = 61.66) into the InvoiceItem.total_incl field and computes the other amounts of the item. Lino fills the amounts of the item to those needed to reach the invoice’s total. Since the vat_class field of undeclared_costs is exempt, the item will have no VAT.

Partially deducible VAT

Example : An electricity invoice of 120,00 € (100 € base + 20€ VAT). The whole invoice is to be paid to the provider and the costs are fully booked as operational costs, but only 50% of the VAT is deducible.

  • Manually enter 120 in VatProductInvoice.total_incl. Lino fills one invoice item. The general account of this item is either the provider’s purchase_account or (if that field is empty) lino_xl.lib.accounting.CommonAccounts.waiting.

  • Change the amount of the invoice item (total_incl) from 120 to 60 (120 * 0.5). Lino automatically sets total_base to 50 € (60 / 1.20) and total_vat to 10 € (50 * 0.20).

  • Add a second item and manually set InvoiceItem.account to the same account as in the first item. Lino fills the amounts of the item to those needed to reach the invoice’s total.

  • Now change the vat_class field to exempt, which will re-compute the amounts of the item.

Manually editing the VAT amount of invoice items

End users can manually edit any amount of an invoice item.

When you enter a total_incl, Lino automatically computes the total_base and total_vat. But when entering data from a legacy system, you may want to manually specify a different VAT amount.