Purchases and suppliers
The Achats (Purchases) group holds the other half of your books: what your company owes. You enter the invoices you receive, you record your outgoing payments, and you export the deductible VAT for your accountant.
Your suppliers
A supplier is a party, like a customer, with the same record: Achats, Fournisseurs (Purchases, Suppliers) shows those whose Nature is Fournisseur, and Nouveau fournisseur (New supplier) creates one. You fill in the address, the VAT number, the usual currency and the payment terms once, and the record then serves every one of their invoices.
The two populations stay clear: the selector on a quotation offers your customers, the one on a received invoice offers your suppliers.
Entering a received invoice
Open Achats, Factures reçues (Purchases, Received invoices), then Saisir une facture (Enter an invoice). The header is filled in before the lines, with your supplier's invoice in front of you:
- Fournisseur (supplier);
- Numéro du fournisseur (supplier's number): the number printed on their invoice, copied as it stands;
- Total TTC annoncé (stated total including tax): the total printed at the bottom of their invoice;
- Devise (currency);
- Date de la facture, Reçue le, Échéance (invoice date, received on, due date);
- Notre référence and Observations (our reference and notes): your internal markers.
The stated total becomes your target: the screen shows at all times what is left to break down, and the Enregistrer (Record) button lights up when the count lands exactly.
Breaking down the invoice
Add your lines under Ventilation (Breakdown): Désignation (description), Montant HT (amount excluding tax), TVA (%) (VAT rate) and Montant de TVA (VAT amount).
Two ways to move fast:
- Ventiler tout le reste à un seul taux (Break the remainder down at a single rate) fills in a single-rate invoice with one button, and the count lands exactly;
- the VAT amount is suggested from the rate, and you keep the hand to enter the one on the paper.
That is the principle of the module: your supplier's invoice is what counts. Amounts are entered as printed, tax included, even when their rounding differs from yours by a cent, so that the recorded piece claims exactly what your supplier claims, and settles exactly.
Entering the total twice is the control: it catches the forgotten line, two digits swapped and a rate picked one line too low.
The life of a received invoice
| Status | What you can do |
|---|---|
| Brouillon (draft) | correct, complete, delete; it weighs on no balance |
| Enregistrée (recorded) | pay it; it stands in the supplier's balance |
| Annulée (cancelled) | keep it with its trace |
To cancel an invoice already paid, undo its allocation first, then use Annuler la facture (Cancel the invoice). The money that went out therefore stays visible in your books.
Exchange rate at the invoice date
When the invoice is in a currency other than the company's bookkeeping currency, the rate taken is the one of the invoice date, not the one of the day it was entered. An April invoice entered in June is therefore worth in your books what it was worth in April.
The exchange difference is then recognised when you pay it and allocate the payment.
Paying a supplier
Open Achats, Règlements payés (Purchases, Outgoing payments), then Saisir un règlement (Record a payment):
- Fournisseur, Montant payé, Devise (supplier, amount paid, currency);
- Moyen (method): Virement (bank transfer), Espèces (cash), Mobile money, Chèque (cheque), Carte bancaire (card) or Autre (other);
- Payé le, Référence, Notes (paid on, reference, notes);
- Imputer tout de suite sur les factures dues, la plus ancienne d'abord (allocate straight away to the invoices due, oldest first).
The model is the one used for collection, taken the other way round: a grouped transfer settles several invoices and leaves a payment on account. Allocation is capped at the balance of each invoice, and the surplus stays available on the payment for the next one.
What you enter here is the record of the transfer you made with your bank: your bank details and your suppliers' stay with you.
Exporting deductible VAT
This is what the module is for: your purchase exports come out in spreadsheet format, received invoices and payments, with a VAT table of one line per rate, the shape in which a return is filled in. An invoice at two rates therefore comes out as two lines, ready to carry over, and your accountant books it without cutting anything up again.