Fast purchase entry

Purpose

  • Key many simple credit bills in a spreadsheet. One row becomes one Purchase Invoice, with a total amount and no itemised lines.
  • Use the full Purchase Invoice screen when you need stock items, many lines, or a full print layout.
  • Screen: Purchase → Purchase Document → Purchase Invoice listing → New Fast Purchase (fighter-jet). Opens Fast Purchase.
  • There is no Fast Cash Purchase (paid-now bulk). Paid-now one-offs are Cash Purchase.
  • There is no live Fast Purchase wizard. Ask “how to use fast purchase” or “how to generate purchase document”. To create one bill in chat, use Record a supplier bill.

Before you start

  • Set Default Purchase Account on Account Setup. If it is empty, you must pick Account on every row.
  • Suppliers you will bill already exist, or you will add them with the Add Supplier icon on this page.
  • Same for a missing GL account: Add Account on this page’s menu.
  • Do not create the supplier or account in another browser tab. This page will not see that change.

Steps

  • Open Purchase Invoice Listing → New Fast Purchase.
  • Confirm the default purchase account, or be ready to pick Account per row.
  • Choose Document Number: Auto (software Next No.) or Manual (type Docno on each row). To switch to Auto, first clear any typed document numbers.
  • Enter rows. Compulsory: Supplier, Date, Account, Amount.
  • Do not leave a blank row between data rows.
  • Type in Supplier or Account to search. If none is found, use Add Supplier or Add Account on this toolbar, then continue.
  • Optional: Supp Docno (the supplier’s invoice number), Description, Tax, Tax Inc (yes or no). Tax amount and totals calculate.
  • Click Generate Purchase Document (cog).
  • Each row becomes a new Purchase Invoice. The document number appears in Docno; click it to open the bill. Open Purchase Invoice Listing to print, email, or submit e-Invoice.

Rules

  • Creates a document with a total amount, without itemised detail.
  • One new document per row.
  • Compulsory: Supplier, Date, Account, Amount.
  • Document number is auto unless you chose Manual.
  • Supp Docno is the supplier’s invoice number, not KinraSoft’s Docno.
  • No empty row between data rows.
  • Click Generate Purchase Document to create.
  • You may change Account on a row even if a default exists.

If something goes wrong

  • Account cannot be blank. Set default Purchase on Account Setup, or fill Account on the row.
  • Supplier not found. Add Supplier on this page, not in another tab.
  • Cannot switch to Auto numbering. Delete all typed Docno values first.
  • Need item lines or stock. Use Purchase Invoice, not Fast Purchase.
  • Generate did nothing useful. Remove blank rows between data, and fill Supplier, Date, Account, and Amount.
  • Wanted paid-now rows. There is no Fast Cash Purchase. Use Cash Purchase per bill.

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