Purchase invoices

Purpose

The Purchase invoices screen lists the invoices received from your suppliers: their amount, their VAT, the payment terms agreed and the matching supporting document.

It serves two purposes: finding an invoice and attaching the scanned document to it, so that the digitised original can be consulted from the application.

Invoices are not entered here

Every row comes from the transfer of a goods receipt note into an invoice, carried out in Goods receipt notes. No form allows a purchase invoice to be created from this screen.

Who can access this module?

The module is visible to accounts holding the Financial management right.

Access

• Menu: Financial management → Purchase invoices
• Address: /factures-achats
• Screen title: Factures d'achats

The invoice list

The top bar contains ☰ side menu, 🏠 home, the Filtrer… field, the name of the signed-in account, the language selector and the account menu.

Column	Content
Référence	The invoice reference.
Date	The invoice date.
Fournisseur	The issuing supplier.
Valeur HT	The amount excluding tax.
TVA	The VAT rate.
Valeur TTC	The amount including all taxes, calculated from the net amount and the rate.
Paiement	The payment terms agreed.
Facture	👁️ to view the supporting document, if one is attached.
Action	☁️ to attach or replace the supporting document.

The list shows 50 invoices per page, with the pagination controls.

The gross amount is recalculated for display

The Valeur TTC column is not read as it stands: it is recalculated from the net amount and the VAT rate on the row. If the amount displayed surprises you, check the invoice's VAT rate first.

Viewing the supporting document

When a document is attached, a 👁️ icon appears in the Facture column. Click it: the supporting document opens in a new browser tab.

The file name appears as a tooltip when you hover over the icon.

No icon in the Facture column?

That means no document has been attached to this invoice yet. Use the ☁️ icon in the Action column to attach one.

If the tab stays empty

The supporting document opens through a direct address. A pop-up blocker may prevent it from opening: allow pop-ups for the site, then try again.

Attaching the scanned supporting document

1. On the row concerned, click the ☁️ icon in the Action column.
2. Your system's file picker opens.
3. Choose the scanned file and confirm.

The document is sent, then linked to the invoice. The 👁️ icon then appears in the Facture column.

1 MB maximum

Beyond that, the upload is refused with the message « Le fichier est trop volumineux. La taille maximale autorisée est de 1 Mo. »

An invoice scan easily exceeds that limit. Scan in black and white, at a moderate resolution — 150 to 200 dpi is enough for an invoice — or compress the PDF before sending it.

No message confirms the upload

The only confirmation is visual: the 👁️ icon must appear in the Facture column after the list reloads. If it does not appear, the upload failed — check the file size, then start again.

Attach the supporting document as soon as the invoice arrives

The purchase invoice is the document that justifies the expense and the deductible VAT. Attaching the scan when the invoice arrives saves you having to find it again at audit time.

Tracking the settlement

This screen does not handle payment: it displays the terms agreed, nothing more. The settlement is recorded in Payables, where each due amount arising from the invoice can be marked as paid.

Messages and troubleshooting

Situation	Message	What to do
Supporting document attached	No message	Check that the 👁️ icon has appeared in the Facture column.
File too heavy	Le fichier est trop volumineux. La taille maximale autorisée est de 1 Mo.	Reduce the scan resolution or compress the PDF.
The 👁️ icon does not appear after the upload	No message	The upload failed: start again.
The supporting document does not open	No message	Allow pop-ups for the site.
An expected invoice does not appear	—	Check that the goods receipt note was indeed transferred into an invoice.
The Paiement column is empty	—	The term saved is not one of those the list can display.
The session has expired	Automatic return to the sign-in screen	Sign in again.

Known limitations in this version

• No message confirms that a supporting document has been uploaded successfully.
• The attached supporting document cannot be deleted from the interface; it can only be replaced.
• The Paiement column does not display every term: 45 jours nets, 45 jours fin du mois and Instantané leave the cell empty. A term saved as Negociées may also be displayed as À 90 jours fin du mois — the same coding discrepancy as in the goods receipt note list.
• The list offers no sorting, and no filter by supplier or by period.
• The sort arrows in the headers are decorative.
• No deletion and no editing of an invoice is possible.

See also

• Goods receipt notes — where purchase invoices come from.
• Payables — the due amounts and their settlement.
• Sales management → Suppliers — the records of the issuers.
• Sales management → Purchase orders — the start of the purchasing journey.