Purchase Invoices in Sapera are the central place for receiving, registering and posting supplier invoices. Here you can create invoices manually or base them on existing purchase orders and purchase receipts. An invoice goes through a state flow from draft to posting and possible payment, and the screen gathers all the necessary actions: processing, posting, crediting, settlement and generating outgoing payments.
1. Open the Financial app.
2. Select the menu item Purchasing.
3. Click Purchase Invoices.
You are now in the overview of all purchase invoices. If you cannot see the menu item, you most likely do not have permission for it. Contact support.
The list view shows a paginated overview of all purchase invoices with the option to sort, filter and perform advanced searches.
Click the search field in the top right corner to search. If you only want to search on the invoice number itself, you can put a + in front of the search text (example: "+1042"). This searches exclusively in the number field instead of across all columns. It is a partial match, so "+104" also finds invoice numbers that contain 104. The columns support individual column filters for date, supplier, state, amount and more. Click the column header to sort. See also How to search in lists for more about searching and filtering.
The columns can be shown and hidden via the column menu (the gear icon in the grid). The key columns are:
Invoice date: The date the supplier has specified on the invoice.
Payment date: The date the payment is due.
Invoice no.: The internal Sapera number of the invoice, automatically assigned at creation.
Supplier: The supplier's name.
Supplier invoice number: The supplier's own invoice number, used for reference and reconciliation.
Org. unit: The organizational unit the invoice belongs to.
State: The invoice's current state (see the section on states). The column can also show "Ready for payment" and "Removed from outgoing payment" as supplementary status information.
Remaining amount: The outstanding amount not yet paid.
Subject: A short descriptive field for the invoice.
Date (creation date/time): The time of creation.
Created by: The user who created the invoice.
Total: The invoice's total amount incl. any surcharges and discounts.
Expected gross amount: The amount expected to appear on the supplier's invoice (may differ from the calculated total).
Payment type: The selected payment method, e.g. bank account, FIK or cash.
Has attachments: Shows whether the invoice has attached files (hidden by default; can be enabled via the column menu).
Other payer: A possible alternative payer (hidden by default).
Surcharge/discount 1–3: Dynamic amount columns for invoice-specific surcharges and discounts (hidden by default, dynamic captions from settings).
Rows shown with a yellow background indicate credit notes. Rows shown with a red background indicate posting errors.
Create (blue + icon): Opens the creation dialog (see the section on creation below).
Edit (pencil icon): Opens the selected invoice in the document editor. Active when an invoice is selected.
Report export: Exports the selected invoice to PDF, Excel or another report format. Active when an invoice is selected.
Refresh: Reloads the list.
Select all: Marks or unmarks all invoices on the current page. Used for mass actions such as Post and Generate payment.
Process: Moves the selected invoice from the Draft state to Processed. Active when the selected invoice can be processed.
Post: Posts the selected invoice (or all marked invoices if there are checked rows). Active when the invoice is in a posting-ready state, or when there are marked invoices.
Re-post: Re-posts an already posted invoice. Requires a special permission in Sapera and is only active when the conditions are met.
Cancel: Cancels the selected invoice. Active when the invoice is in a cancellable state.
Move to draft: Moves the invoice back to the draft state. Active when the invoice is in a state that allows it.
Credit: Creates a new credit note based on the selected posted invoice. Active when exactly one invoice is selected and can be credited.
Generate payment: Generates an outgoing payment for the marked (or selected) invoices. Active when at least one invoice is marked or selected.
Settle: Opens the settlement dialog for posted financial entries linked to the selected invoice. Active when the invoice is posted and can be settled.
The more menu (three-dot icon) holds additional actions:
Automatic ordering: Opens a dialog for automatic reordering of items based on stock status.
Show voucher: Opens the voucher summary popup for the selected posted invoice, with details about posting and any discrepancies. Active when the invoice has an accounting or stock voucher.
Remove from outgoing payment: Marks the invoice as excluded from payment runs. Active when the invoice is not already removed.
Allow as outgoing payment: Lifts the above block. Active when the invoice has been removed from outgoing payments.
Review posted amounts: Opens a dialog for reviewing posted amounts for entered invoice numbers. Only visible to administrators.
Click the blue + icon in the top right corner to start the creation. A dialog opens with three options:
1. From purchase order: Select an existing open purchase order in the list. The invoice is created with the order lines as a starting point.
2. From receipt: Select an existing purchase receipt. The invoice is created from the received items.
3. Create new: Create a completely empty invoice without preceding orders or receipts.
In the dialog for "From purchase order" and "From receipt" a searchable grid is shown with supplier, reference, remaining amount and total. Double-click a row for a quick selection. Click OK to create the invoice.
The invoice then opens in the document editor, ready for editing.
The document editor is shown when you open or create an invoice. It consists of a header section with the invoice's master data, a line grid in the Lines tab, and the Attachments and Supplier history tabs.
At the top of the editor is a toolbar with the available actions for the current invoice:
Add receipt: Links an existing purchase receipt to the invoice. Active when the invoice is in the draft state and supports receipt-based lines.
Add purchase order: Links an existing purchase order to the invoice. Active when the invoice is in the draft state.
Move to draft: Moves the invoice back to the draft state. Active when the state allows it.
Process: Processes the invoice (Draft → Processed). Active when the invoice can be processed.
Post: Posts the invoice. Active when the invoice is in a posting-ready state.
Credit: Creates a credit note from the posted invoice. Active when the invoice is posted and can be credited.
Show voucher: Opens the voucher summary popup with an overview of posting, discrepancies and the option to re-post. Active when there is a posting voucher.
Settle: Opens the settlement dialog for posted financial entries. Active when the invoice is posted.
Report export: Exports the invoice to a report (PDF, Excel etc.). Active when the invoice is saved.
Show credit note: Opens a list of credit notes created from this invoice.
Re-post: Re-posts a posted invoice. Hidden if the user does not have permission for it.
Post — try again: Tries the posting again after an error. Shown only when a posting error has been registered and the invoice does not yet have a voucher number.
Review posted amounts: Opens a detailed overview of the posted amounts. Active when the invoice has an accounting voucher.
Link to sales order: Links the invoice lines to an existing or new sales order. Active when the invoice is posted.
Show PDF (checkbox): Toggles PDF display on or off. When enabled, the invoice's first attached PDF file is shown side by side with the editor. Active when there is an attached PDF.
Invoice no.: The internal Sapera number, assigned automatically at creation. The field is read-only.
Org. unit: The organizational unit the invoice belongs to. Required.
State: The invoice's current state in the workflow. Read-only — changed via the toolbar actions.
Supplier: The supplier the invoice is issued by. Required. Can only be changed if the invoice does not have lines with linked purchase orders. Associated contact information (address, email, phone) is filled in automatically, but can be adjusted.
Supplier invoice number: The supplier's own invoice number, used for external reference and double-checking against already registered invoices.
Invoice date: The date specified on the supplier's invoice. Required. The field is visually marked if the date falls outside the allowed posting period — see the tooltip for an explanation.
Delivery date: The date the goods or services were delivered. May possibly be locked via settings.
Subject: A short descriptive subject field.
Address: The supplier's address. Filled in automatically from the supplier's master data, but can be adjusted.
Email: The supplier's email address for communication about the invoice.
Phone: The supplier's phone number.
Other payer: An alternative payer for the invoice, e.g. if the payment is made via a parent company or a payment pool.
Discount date: The date within which any cash discounts from the supplier can be used.
Currency: The currency the invoice is issued in. By default the company's base currency. If an info icon is shown, it is a foreign currency — hover the mouse over it to see the current exchange rate.
Payment date: The due date for the payment. Calculated automatically from the supplier's payment terms, but can be adjusted manually.
Payment type: The selected payment method. The options are: None, Bank account, FIK, Cash, Manual bank transfer.
FIK payment line: Shown only when the payment type is set to FIK. Here you enter the FIK payment line from the supplier's invoice.
Bank registration number: Shown only when the payment type is Bank account. Four digits (reg. number). Required for bank payment.
Account number: Shown only when the payment type is Bank account. 7–15 digits.
Note: A free-text field for comments and additional information. Supports formatted text via a built-in text editor.
The Lines tab shows the invoice lines that make up the invoice's content. The grid's columns can be shown and hidden via the column menu. Use Tab to navigate between cells and edit directly.
Item number: The Sapera item number (identifier). Click to select an item from the catalog.
Name: The item's name.
Account: The general ledger account for the line, if per-line general ledger account management is used.
Delivered: Number of units already delivered (from linked receipts). Read-only.
Colli: Package or delivery size.
Quantity: The number of units being invoiced for. Required.
Price: The unit price in the invoice's currency.
Discount: The total manual discount amount in currency (total discount).
Discount price: The calculated net price after discount.
Discount %: The discount percentage.
Price discount: A manual discount amount specified directly as a monetary amount.
Total: The line's total amount excluding VAT in the invoice's currency.
VAT %: The applicable VAT rate for the line.
VAT amount: The calculated VAT amount for the line.
Total incl. VAT: The line's total amount including VAT.
Sales price excl. VAT: The suggested sales price to the customer without VAT. Can be edited.
Sales price incl. VAT: The suggested sales price to the customer incl. VAT. Can be edited.
Sales price type: The price type used for the sales price (hidden by default).
Margin: Contribution margin (hidden by default).
Margin %: Contribution margin in percent (hidden by default).
Markup %: The markup percentage (hidden by default).
Delivery date: A line-specific delivery date.
Order: Link to the linked purchase order, if the line originates from an order.
Receipt: Link to the linked purchase receipt, if the line is based on a receipt.
Ordered on others: Number of units reserved on other orders.
Reserved: Number of units reserved for existing sales orders.
Location: The stock location the goods are received to.
Availability: Currently available quantity in stock.
Product locations: Overview of stock locations for the product.
Supplier item number: The supplier's own item number (hidden by default).
Is currency primary: Shows whether the currency is primary in the calculation (hidden by default).
At the top of the line grid up to three dynamic surcharge/discount fields with configured captions can be shown.
Expected gross amount: An input field for the amount expected to appear on the supplier's invoice. Used for reconciliation and adjustment of lines.
Match against purchase order: Opens a dialog for matching invoice lines against open lines in purchase orders. Useful for manual invoices without a direct order reference.
Show instance drafts: Shows serial number drafts for the selected serial number item. Visible when the selected item is a serial number item with instance drafts.
Select instance: Lets you select a specific serial number instance for the invoice line. Visible for serial number items.
Add to stock: Adds the selected line to stock immediately, without waiting for posting of the invoice. Useful for pre-receipt.
Add all to stock: Adds all invoice lines to stock at once.
Change location: Changes the stock location for the selected line.
Custom VAT: Opens the option to specify a specific VAT type for the line.
Cost: Links a cost instance to the line.
Credit: Creates a credit on the selected line.
Without VAT: A toggle button that marks the line as VAT-free.
Add all to label draft: Adds all items to a label draft (for subsequent printing of price tags/barcodes).
Add to label draft: Adds the selected item to a label draft.
Print all labels: Prints labels for all invoice lines directly.
Fill in expected gross amount: Automatically copies the calculated total to the "Expected gross amount" field.
Adjust lines/discount to expected amount: Adjusts the lines' discounts so that the calculated total matches the specified expected gross amount.
Move line up/down: Changes the order of lines in the grid.
Add line (+): Adds a new empty line at the bottom of the grid.
Delete line (−): Deletes the selected line.
Below the line grid a summary footer is shown with:
Total excl. VAT: The total invoice amount without VAT.
Total (incl. surcharge/discount): The final invoice amount after any surcharges and discounts, in the invoice's currency.
Expected gross amount: The entered expected gross total for comparison.
Lines: The number of invoice lines.
Created by: The user who created the invoice.
Creation date: The time of creation.
The Attachments tab shows files linked to the invoice, typically the supplier's PDF invoice. Here you can:
Upload new files by clicking Add or by dragging and dropping files directly over the editor (drag-and-drop).
Download an attachment by marking it and clicking Download.
Delete an attachment by marking it and clicking Delete.
Refresh the list with Refresh.
The tab shows a number badge if there are attachments. If you have turned on Show PDF in the toolbar, the first attached PDF is shown side by side with the editor.
The Supplier history tab (called "Supplier stock entries" in the system) shows stock receipts and historical transactions related to the selected supplier. It gives an overview of previous deliveries and stock registrations from the same supplier. The tab is shown with a number badge if there is content.
A purchase invoice moves through the following states:
Draft: The invoice is being created and can be edited freely. Available actions: Process, Post, Cancel.
Processed: The invoice has been reviewed and is ready for posting. Available actions: Post, Move to draft, Cancel.
Posting: The posting has been initiated and is awaiting completion. Intermediate state.
Posted: The invoice has been posted in the accounts. Available actions: Credit, Settle, Generate payment, Show voucher, Re-post (requires a special permission), Link to sales order. The invoice cannot be edited, but payment fields can still be updated.
Not settled: The invoice is posted, but the payment is not yet settled in the accounts.
Paid: The invoice is fully paid and settled.
Cancelled: The invoice is cancelled and cannot be reopened.
Incoming EAN: The invoice has been received via electronic invoicing (EAN/OIOUBL).
In addition to the state, an invoice can have additional status descriptions in the list: Ready for payment (the invoice is posted and ready to be included in an outgoing payment run) and Removed from outgoing payment (the invoice is manually excluded from payment runs).
The "Review posted amounts" action (available from the More menu in the list or directly in the editor) opens a voucher summary popup. Here you can see a detailed statement of the amounts posted in the accounts, compare with the invoice's amounts and identify any discrepancies. From the popup you can re-post and open the linked accounting voucher.
Purchasing a serial number item via sales order or invoice
Automatic reading of supplier invoices
Keyboard shortcuts: See all keyboard shortcuts for purchase invoices in the article Hotkeys - Purchase Invoice.
If you have any questions, you are welcome to contact support.
Want to know more?
You can customize how this area works under the settings:
Purchase invoice settings
A walkthrough of all settings under Setup → Settings → Financial → Purchase Invoice in Financial. The settings control the behavior of the purchase invoice screen, including posting, stock management, voucher requirements and calculation of payment dates.
