Record purchases and costs

Step by step

1. 1Open the administration and choose Record purchase.
2. 2Select the contact that is the actual supplier and copy the document number and document date from the document received.
3. 3Also enter the performance date when the goods or service belong to another period. This places the cost in the period to which it relates.
4. 4Allocate the amount to suitable expense or balance-sheet accounts. A computer used for several years may, for example, be an asset rather than an immediate office expense. The line note is optional, including for purchases entered from Bank; only fill it in when it adds information.
5. 5For supplier VAT, enter two amounts: excluding VAT, VAT or including VAT. The third is calculated. Clear an entered amount to use a different pair. Reverse-charge VAT appears separately in the booking preview and does not increase the supplier amount.
6. 6Check the suggested VAT deduction. An account may have an editable preset; the new standard setup uses 100% for ordinary purchases and 0% for meals. An empty setting requires your own choice. Your actual use and tax circumstances remain decisive, including for meals.
7. 7Leave Use margin scheme unchecked for an ordinary purchase. Enable it only when the margin scheme applies, then explicitly select the appropriate 9% or 21% group.
8. 8Choose Not yet paid while an amount remains payable. Enable Register payment only for a payment that actually occurred, using its real payment date and account.
9. 9Did a lender pay the supplier directly, for example for a financed car? First create the loan under Money borrowed. In the purchase payment choose Paid by lender, select that loan and enter the actual financed amount. This settles the supplier and increases the loan, without a bank receipt. You can finance only part of the invoice and record your own payment separately.
10. 10Before posting, review the preview with its proposed debit and credit lines. Do the same for a payment or refund. Add a later partial or final payment to the same document. The overview distinguishes cash paid, payment difference and amount settled: for example, €140 paid plus a €2 difference settles €142.
11. 11On the purchase detail, View purchase entry opens the original journal. For each payment, View payment entry opens its journal; the bank action opens the actually linked bank transaction. Purchase and payment remain separately reviewable.

What is on the screen?

• Supplier, document number and document date
• Performance date and posting lines
• Amounts excluding VAT, VAT and total
• Payment status, payment date and payment account

What happens next?

After posting, the cost or asset appears in the appropriate period and any unpaid amount remains as a supplier liability. A payment reduces that liability and the balance of the selected bank, cash or current account. Boekhouden does not silently choose a missing supplier, account, date or payment route for you.

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