--- title: "Process purchase invoices" description: "In Visma Net, a purchase invoice is created for each incoming invoice from a supplier." lang: en languages: en: https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/index.md lastmod: 2026-02-19 --- > Documentation index: https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/llms.txt # Process purchase invoices Last modified February 19, 2026 > In Visma Net, a purchase invoice is created for each incoming invoice from a supplier. + You can enter an invoice by using the [Purchase invoices (AP301000)](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/index.md) window. + Invoices can be automatically generated when receipts are released in the Purchases workspace if the **Create invoice on receipt release** check box is selected in the [Purchase order preferences (PO101000)](https://docs.vismasoftware.no/visma-net-erp/help/purchases/purchases-windows/purchase-order-preferences-po101000/index.md) window. + If the Inventory module is not enabled in your system, you can enter a invoice in the Supplier ledger workspace with only non-stock items. + If the Inventory module is enabled, an invoice may include lines with stock and non-stock items. ## Invoice data entry + An invoice must contain at least one detail line. It is recommended to include all available details from the original supplier document in the invoice. + To create an invoice, use the **Add purchase order receipt**, **Add purchase order receipt line**, and **Add purchase order** buttons in the table toolbar. These buttons are located in the **Document details** tab of the [Purchase invoices (AP301000)](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/index.md) window and allow you to upload lines from receipts and purchase orders directly to the invoice. + When you click **Add purchase order**, a dialog box appears, displaying a list of uninvoiced purchase orders. These orders have lines with non-stock items that do not require a receipt, as indicated by the unchecked **Require receipt** box in the [Non-stock items (IN202000)](https://docs.vismasoftware.no/visma-net-erp/help/inventory/inventory-windows/non-stock-items-in202000/index.md) window. + Upon saving an invoice for the first time, the system automatically assigns it a unique ID for tracking purposes. This ID is generated based on the number series assigned to invoices in the [Supplier ledger preferences (AP101000)](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/index.md) window. + The system automatically calculates due dates and cash discount dates for each invoice, based on the supplier payment terms specified in the [Suppliers (AP303000)](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/suppliers-ap303000/index.md) window. + You can attach to each invoice an electronic version or a scanned image of the original supplier document. Also, you can attach a related document to each line of the document. > [!NOTE] > To easily match supplier ledger documents and avoid duplications, ensure that invoices include a reference to the supplier's original document number. You can make this reference mandatory by selecting the **Require supplier reference** check box in the [Supplier ledger preferences (AP101000)](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/index.md) window. To prevent users from entering duplicate documents, select the **Raise an error on duplicate supplier reference number** check box in the same window. The system will then display an error message each time a user attempts to enter a supplier reference number that already exists in the system. ## Invoice amount rounding When the **Invoice rounding** functionality is activated in the [Enable/disable functionalities (CS100000)](https://docs.vismasoftware.no/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/index.md) window and rounding settings are configured in the [Supplier ledger preferences (AP101000)](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/index.md) window, the system will automatically round the total invoice amount upon saving. For more information, refer to: [About rounding of document amounts](https://docs.vismasoftware.no/visma-net-erp/help/customer-ledger/process-invoices/about-rounding-of-document-amounts/index.md). ## Expense reclassification If expense reclassification is a separate stage of document processing in your system, you can set up the workflow so that the users who enter invoices into the system will pre-release them, and later the authorised accountants will perform expense reclassification, or assign correct expense accounts (and subaccounts) and finally release them. For more information, see:[About support for expense reclassification.](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/about-support-for-expense-reclassification/index.md) ## Invoice statuses Each invoice has one of the following statuses, which tells you its stage in processing:
Option Description
On hold Generally, this status is used for an invoice that is a draft. This is the default status for new documents if the Hold documents on entry check box is selected in the Supplier ledger preferences (AP101000) window. An invoice with the On hold status can be edited.
Balanced After editing is completed, you take the invoice off hold, thus changing its status to Balanced. If the Validate document totals on entry option is selected in the Supplier ledger preferences (AP101000) window, you can take the invoice off hold only if you type the document control total.
Pre-released The status indicates that the invoice has been pre-released and requires expense reclassification. (This status is used only if the Support for expense reclassification functionality is activated.)
Open This status means that the document has been released (and approved, if required).
Closed This status reflects that the document has been paid.
Scheduled This status indicates that the document is assigned to a schedule, and a new document that is similar to the original one is generated periodically.
## Release of invoices To release invoices in bulk, use the [Release supplier documents (AP501000)](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/release-supplier-documents-ap501000/index.md) window. For individual invoices, use the [Purchase invoices (AP301000)](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/index.md) window. A batch created upon release of the invoice is numbered in accordance with the number series assigned to the batches originating in supplier ledger. ## Invoice approval for payment If approval of invoices is not required in your system, all invoices, upon release, appear in the [Process payments (AP50301S)](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/process-payments-ap50301s/index.md) window and you can pay them. If approval of invoices is required before invoices may be paid, then upon release, the invoices appear in the [Approve invoices (Approval) (AP50200S)](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/approve-invoices-approval-ap50200s/index.md) window, from which you can approve them. Approved invoices appear in the [Process payments (AP50301S)](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/process-payments-ap50301s/index.md) window and you can pay them. ## Correcting errors on invoices Once released, a supplier ledger document cannot be edited or deleted; to correct it, you can issue an adjustment. Before you save the adjustment, type another **Supplier reference** value if the **Raise an error on duplicate supplier reference number** option is selected in the [Supplier ledger preferences (AP101000)](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/index.md) window. ## Invoice payment You can pay invoices individually by using the [Supplier payments (AP302000)](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-payments-ap302000/index.md) window or in bulk in the [Process payments (AP50301S)](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/process-payments-ap50301s/index.md) window. For details on payments, see: [About supplier ledger payment processing.](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-payments/about-supplier-ledger-payment-processing/index.md) --- [View this page](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/) ## In this section - [Enter an invoice in the base currency](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/enter-an-invoice-in-the-base-currency/index.md): Go to the Purchase invoices (AP301000) window. Click . In the top part, in the Type field, select Invoice. In the Date field, the default is set to the current… - [Enter a foreign currency invoice](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/enter-a-foreign-currency-invoice/index.md): Visma Net saves invoices, displaying the amounts in both the base currency and the document’s currency, using the exchange rate specified in the document. - [Enter an invoice based on purchase receipts or purchase orders](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/enter-an-invoice-based-on-purchase-receipts-or-purchase-orders/index.md): In Visma Net, you can create an invoice for stock items received at the company warehouses based on purchase receipts or their individual lines. - [Find a particular invoice](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/find-a-particular-invoice/index.md): You can use multiple windows to find a invoice that has been created with Visma Net, depending on the status of the invoice and other parameters: - [Pay an individual purchase invoice](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/pay-an-individual-purchase-invoice/index.md): You use the Purchase invoices (AP301000) window to start the process of paying an individual open purchase invoice. - [Correct a purchase invoice](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/correct-a-purchase-invoice/index.md): You correct a purchase invoice differently, depending on whether the invoice was released or not (and has the Balanced, On hold, or Scheduled status). - [Reverse an invoice](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/reverse-an-invoice/index.md): Reversing an invoice, which pertains to a purchase receipt, impacts the supplier ledger account instead of the associated expense account. - [Release purchase invoices](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/release-purchase-invoices/index.md): You can release invoices and adjustments by using one of the following windows: - [Approve purchase invoices for payment](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/approve-purchase-invoices-for-payment/index.md): You can approve multiple invoices by using the Approve purchase invoices for payment (AP502000) window if approval of invoices is required in your system. - [Create a purchase invoice in the general ledger](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/create-a-purchase-invoice-in-the-general-ledger/index.md): Go to the Journal vouchers (GL304000) window. The Journal vouchers (GL304000) window is available, if you check option Journal voucher in the Enable/disable… - [Preview purchase invoice attachments](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/preview-purchase-invoice-attachments/index.md): Go to the Purchase invoices (AP301000) window. Choose an existing invoice with attachments or create a new purchase invoice and attach a file. A number will… - [Register purchase invoices to projects](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/register-purchase-invoices-to-projects/index.md): In the Projects (PM301000) and Project tasks (PM302000) windows, on the General settings tab, in the Visibility settings section, make sure that you have… - [Create a purchase document](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/create-a-purchase-document/index.md): Go to the Purchase invoices (AP301000) window. In the Type drop-down list, select one of the following options: Purchase invoice: If you want to create a new… - [Create a purchase document with Approval](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/create-a-purchase-document-with-approval/index.md): Before you start You must activate a license before you can approve documents in Approval: Check activation of Approval license Go to the Purchase invoices… - [Create a purchase credit note for an existing purchase invoice](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/create-a-purchase-credit-note-for-an-existing-purchase-invoice/index.md): Go to the Purchase invoices (AP301000) window. In the Reference no. field, click to select the invoice. Before you continue, ensure that the invoice has been… - [Create a purchase credit note](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/create-a-purchase-credit-note/index.md): Go to the Purchase invoices (AP301000) window. Click . In the Type field, select Purchase credit note. Fill in all required fields (*). On the Document details… - [Create an invoice with landed costs](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/create-an-invoice-with-landed-costs/index.md): You usually enter landed costs when you create a purchase receipt in the Purchase receipts (PO302000) window. - [Recurring invoices and schedules](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/recurring-invoices-and-schedules/index.md): Some supplier ledger documents, such as monthly rent invoices or quarterly and annual insurance invoices, need to be entered regularly with the same amount and… - [Generate a recurring invoice](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/generate-a-recurring-invoice/index.md): Go to the Generate recurring transactions (AP504000) window. To select the schedules by a range of due dates, do the following: Select the start date in the… - [Generate recurring supplier transactions](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/generate-recurring-supplier-transactions/index.md): Before you start You can use the Generate recurring transactions (AP504000) window to view all active schedules, and run all the listed schedules or just the… - [Create a schedule for recurring invoices](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/create-a-schedule-for-recurring-invoices/index.md): Go to the Recurring transactions (AP203500) window. Click to add a new record. A schedule ID will be generated automatically upon saving. Use the Active check… - [Schedule a recurring invoice](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/schedule-a-recurring-invoice/index.md): Create a document (or multiple documents if they should be generated according to the same schedule) by using the Purchase invoices (AP301000) window. - [Post documents to the general ledger manually](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/post-documents-to-the-general-ledger-manually/index.md): Before you start If your company uses combined releasing and posting, the general ledger is automatically updated when you release. Both the payment and the… - [Check activation of Approval license](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/check-activation-of-approval-license/index.md): To approve your invoices in Approval, you must activate a license. - [Set Release document from Approval as the default action](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/set-release-document-from-approval-as-the-default-action/index.md): You can set as default action that all invoices will automatically be released when they are approved in Approval. - [Override Send to Approval as the default action](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/override-send-to-approval-as-the-default-action/index.md): Before you start To handle large amounts of invoices more efficiently, you can send all invoices to Approval as a default action. If nothing is selected in the… - [Run ageing reports](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/run-ageing-reports/index.md): You can use multiple Supplier ledger ageing reports, depending on such factors as the currency in which you would like to view outstanding and past due balances… - [About support for expense reclassification](https://docs.vismasoftware.no/visma-net-erp/help/supplier-ledger/process-purchase-invoices/about-support-for-expense-reclassification/index.md): Visma Net provides support for expense reclassification.