The settings for purchase invoices are found in Shop Manager under Setup → Settings → Financial → Purchase Invoice.
If you cannot see the menu item, you probably do not have permission to access it. Contact support.
The settings on this page control the behavior of the purchase invoice screen itself. That is, changes here affect what users can and cannot do when they create, process and post incoming invoices from suppliers.
Show Account: Specifies whether an account column should be shown directly on each item line on the purchase invoice. When the setting is enabled, the user can assign a financial account per line already when creating the invoice. When it is disabled, the account column is not shown.
Skip processing invoice before booking: Normally a purchase invoice goes through a "processed" step before it can be posted. When this setting is enabled, that step is skipped, and the invoice can be posted directly from draft state. Typically used in workflows where the manual processing step is not necessary.
Create new invoice after booking: When the setting is enabled, a new, empty purchase invoice opens automatically as soon as the current one is posted. This speeds up the workflow for users who continuously register invoice after invoice. When it is disabled, the system simply returns to the list.
Is supplier invoicenumber required: When the setting is enabled, the field with the supplier's own invoice number is mandatory, and the invoice cannot be posted until the field is filled in. When it is disabled, the field is optional.
Allow invoice date in future: Specifies whether it is allowed to enter an invoice date that is after today's date. When it is enabled, the system accepts future dates without an error. When it is disabled, dates that are later than today's date are rejected.
Book without attachment(s): Controls what happens if you try to post a purchase invoice without an attached document, for example a PDF of the received invoice. There are three options:
Allow: Posting can be completed without an attachment.
Disallow: Posting is not possible unless at least one document is attached.
Show Warning: A warning is shown, but the user can still choose to complete the posting.
Skip booking stock: When the setting is enabled, no stock entries are created when the invoice is posted. Typically used for services, digital products or in special scenarios where stock is handled separately. When it is disabled, the stock is posted automatically when the invoice is posted.
Prevent manual adding to stock: Specifies whether it is allowed to add item quantities to stock directly from a purchase invoice without registering a formal goods delivery. When it is enabled, manual stock addition from the invoice is not possible. When it is disabled, the user can add to stock manually.
Add to stock at processing: When the setting is enabled, the goods are added to stock already at the processing step, i.e. before the invoice is posted. Used in automated flows where stock must be updated early in the process. When it is disabled, the stock addition only happens on posting or via a separate goods delivery.
Prevent delivery date changing: When the setting is enabled, the delivery date field is locked, and users cannot change it on an existing invoice. Used to ensure consistency with the orders. When it is disabled, the delivery date can be edited freely.
Auto update std. cost price on product: When the setting is enabled, the product's standard cost price is updated automatically with the purchase price specified on the invoice line when the invoice is posted. When it is disabled, the product's cost price remains unchanged.
Update product on purchase invoices changes: Specifies whether changes made on an invoice line — e.g. product name, description or price — should automatically be transferred to the product master itself. When it is enabled, changes on the invoice are reflected directly on the product. When it is disabled, the product is not affected by changes on the invoice.
Credit note appendix mode: Controls which voucher number series is used when a credit note is created based on an existing invoice. There are three options:
AlwaysNew: A new voucher number is always assigned to the credit note.
AlwaysOriginal: The credit note inherits the voucher number from the original invoice.
Ask: The user is asked each time a credit note is created.
Payment date calculation mode: Specifies how the system handles the case where a calculated payment date falls on a weekend. There are two options:
Default: The payment date is calculated without regard to days of the week; weekend days are valid payment dates.
SkipWeekendAsResultDate: If the calculated date falls on a Saturday or Sunday, the payment date is automatically moved forward to the following Monday.
Rounding threshold (in cent): Specifies the maximum rounding difference in cents that the system automatically accepts without the user having to make a manual correction. The default value is 50 cents. Used to avoid invoices being rejected due to insignificant rounding differences on the supplier's side. Example: a setting of 5 cents means that differences of up to 5 cents do not block the posting.
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If you have questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Purchase invoices
A complete guide to Purchase invoices in Shop Manager: list view, creation, the document editor with all header fields, line grid, toolbar actions, the Lines/Attachments/Supplier history tabs and the state flow from draft to paid.
Creating a purchase invoice
In this quick guide we will go through how to create a purchase invoice in Sapera.
Create purchase invoice from delivery
This quick guide explains step by step how to turn a registered goods delivery into a completed purchase invoice in Sapera.
