Everyday purchasing
Invoices and the accounting CSV
Match invoice evidence to order lines, review any difference, and download the accounting CSV.
Purse records the supplier's invoice as evidence against the order and checks it against what was ordered and received. It doesn't pay invoices or post them to your ledger.
Record an invoice
On an issued order, a buyer chooses Add invoice evidence and enters:
- Invoice reference, as printed on the supplier's invoice.
- Evidence source: where the invoice came from.
- PO line, Invoice quantity and Invoice amount, entered as currency text (for example,
1,250.50for AUD 1,250.50).
Choose Save invoice evidence. Upload the invoice file under Invoice evidence.
An invoice is identified by its supplier and reference, across all orders. Entering the same invoice again changes nothing; entering a different invoice under the same reference is refused, so you can review it.
Review the differences
Invoice discrepancies lists each invoiced line with three checks:
| Check | Says Review when |
|---|---|
| Price difference | The invoiced amount differs from the ordered price for the invoiced quantity |
| Quantity mismatch | More of the line is invoiced, across all its invoices, than was ordered |
| Receipt shortfall | More of the line is invoiced than has been accepted so far |
A line that matches shows — in all three.
Download the accounting CSV
Buyers can choose Download accounting CSV at the foot of the Orders tab. The file, purse-accounting.csv, has one row per invoiced line:
| Column | Holds |
|---|---|
| invoice | The invoice reference |
| po | The order number |
| line | The order line |
| currency | The invoice currency |
| quantity | The invoiced quantity |
| amount_minor | The invoiced amount in minor units |
| price_mismatch, quantity_mismatch, receipt_shortfall | true or false for each check |
Import it into your bookkeeping the way you import any CSV.