When you do bookkeeping in Animana, you will have to process all your incoming and outgoing transactions in Animana. This means that all transactions have to be linked to an invoice or receipt in Animana. A purchase invoice is an invoice you receive from your supplier that you pay. This article explains how to create a purchase invoice in Animana.

Before you start

Step-by-step instructions

1. Go to  > Financial > Add Expenses.
2. Click New Invoice.
3. Set “invoicedate” to the date on the purchase invoice.
4. Select your “supplier”. When you start typing here, Animana will suggest suppliers.
   
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   Is the correct supplier missing? Check Before you start.
5. In the field “invoice number”, enter the reference number provided on the purchase invoice.
6. In the field “total amount”, enter the total amount payable on the invoice, including VAT and discounts.
7. If applicable, add terms of payment, location and/or a description.
8. Go to the first “cost type” field and select the correct cost type. Contact your accountant if you are having doubts what the correct cost type is.
   
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   If you don’t know which cost types you are able to choose from, type a space. A list of available cost types for your clinic will appear.
9. Select the correct VAT option in the next column.
10. Enter the “amount” excluding VAT. The “VAT” amount and “total” field will be automatically calculated.
11. If desired, fill in “notes” with additional information or a description for this cost type.
12. Repeat step 8 to 11 until all costs on the purchase invoices are entered.
13. Click Save at the bottom.
    
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    If the sum of the cost totals does not equal the total amount entered at the top, the invoice cannot be saved. Rounding off differences for the VAT can be the cause. This can be solved by manually adjusting the (VAT) amounts.
14. It is possible that you are asked to “save the ledger numbers with this supplier?”. Read more about this here and click OK or Cancel.
15. At the top of your screen the internal purchase invoice number is now visible in red: P-[year]-[number]. Write this number on your invoice.

More about this

I accidentally added the invoice to the wrong supplier

If the purchase invoice has already been saved the supplier cannot be changed (the invoice lines can be changed). You can correct the mistake by making a credit invoice on the same supplier. This means all the amounts have to be negative and on the same cost types. These two invoices can then be booked on a suspense ledger or other payment ledger to cross each other out. After that, create a new purchase invoice on the correct supplier. See the related articles for more information.

My cost type is not available?

If the correct cost type is not available, it has to be created. Follow the instructions in this article and choose “Cost” in step 3.

How can I set up/adjust the standard cost ledgers of a supplier?

When adding a purchase invoice for the first time for a supplier, you will be asked to “save ledger numbers with this supplier”. When these are saved, the cost types selected in the purchase invoice will automatically be pre-filled the next time you create a purchase invoice for that supplier (the amounts will not be saved). When a supplier has the same cost types over and over, this function will save you time!

If you wish to add or adjust these saved cost types later, follow these steps:

1. Find the desired cost ledgers in your ledger scheme (> Financial > Ledger Scheme) and write down the ledger numbers.
2. At the top menu bar in Animana, click the drop down menu behind the search box and select Supplier.
3. Click the desired supplier from the search results.
4. Click the tab Client data.
5. Click the subtab Financial.
6. Add the desired cost ledger number to the field “ledger numbers”. If you want to add multiple ledger numbers, separate them with a comma but without a space. For example “4310,0600”.
7. Click Save at the bottom.

Related articles

• How do I add a new contact?
• How do I add ledgers to my ledger scheme?
• How do I add a new transaction through balances cash-bank?