Recording a Purchase
Overview
A Purchase is an invoice received from a supplier or creditor.
If the invoice has not yet been received, a Purchase Order can be created instead.
Purchase Orders do not post to the Office Ledger until converted into a Purchase.
Purchase Lifecycle
| Stage | Description |
|---|---|
| Purchase Order | Captures expected supplier cost (no ledger impact) |
| Purchase | Official supplier invoice (posts to ledger) |
| Conversion | Purchase Order → Purchase when invoice is received |
How to Create a Purchase
Step 1 — Navigate
Go to: Navigation menu → Purchases
Step 2 — Create Purchase
Click: Add Purchase
Step 3 — Select Ledger (auto-populates if only one exists)
Select the relevant Office Ledger
Step 4 — Select Supplier (Pay To)
Start typing supplier name in Pay To
Supplier Selection Behaviour
| Scenario | System Behaviour |
|---|---|
| Supplier exists | Select from directory |
| Supplier does not exist | “New” label appears and entity is created |
Supplier Creation Note: New Supplier is created as Active. Must be updated in Directory (address, banking, contacts). Supplier must go through Verification before payment.
Step 5 — Enter Purchase Dates
Enter:
- Posting Date
- Invoice Date (original date)
- Due Date
Step 6 — Enter Invoice Details
Enter:
- Invoice Number
- Reason
Step 7 — Add Allocation
Click: Add Allocation
Fill in:
- Allocate To (Matter / Entity / Nominal)
- Reference Number
- Description (optional)
- Amount
- Tax Code
- Billing Tax Code (if required)
Step 8 — Split Allocation (Optional)
To split costs:
- Click Add Allocation again
- Add additional allocation lines
Step 9 — Attach Supporting Documents
Click:
- Upload Files, OR
- Drag & drop file
After posting, attachments are accessible via: Office or Client/Trust Ledger → Transaction → Attachments.
Step 10 — Post Purchase
- Post, OR
- Post & New
AI Invoice Scanning
AI improves accuracy when uploading supplier invoices.
Eve continuously learns from historical purchase behaviour.AI Invoice Scanning – Steps
Step 1
Go to: Purchases
Step 2
Click: Add Purchase
Step 3 — Upload Invoice
- Click Upload Files
- Select PDF invoice
Step 4 — Scan Invoice
Click: Scan PDF
System Auto-Fill
The system populates:
- Supplier
- Invoice Number
- Invoice Date
- Allocation lines
- Totals
Step 5 — Complete Purchase
Complete any remaining fields:
- Reason (if required)
- Allocation (Ledger or Matter)
- Tax Code
Step 6 — Post
Click:
- Post, OR
- Post & New
How to Create a Purchase Order
Step 1
Go to: Purchases
Step 2
Click: Add Purchase Order
Step 3
Select relevant Office Ledger (auto-populates if only one exists)
Supplier Selection
| Scenario | Behaviour |
|---|---|
| Supplier exists | Select from directory |
| Supplier missing | New entity created |
Supplier must be verified before payment.
Order Details
Enter:
- Order Date
- Reason
Add Allocation
Click Add Allocation, then enter:
- Allocate To
- Reference Number
- Description
- Amount
- Tax Code
- Billing Tax Code (if required)
Step 4
Click: Create Purchase Order
Step 5
Purchase Order appears in Purchases list
Convert Purchase Order to Purchase
Step 1
Go to: Purchases
Step 2
Click: ⋯ (ellipsis) on relevant Purchase Order
Step 3
Select: Convert to Purchase
Review Details
Confirm or amend:
- Supplier
- Dates
- Invoice number
- Reason / Description
- Allocation lines
Attach Invoice
- Click Upload Files
- Or drag & drop file
Final Step
Click:
- Post, OR
- Post & New
Summary
- Purchases allow you to:
- Record supplier invoices
- Manage Purchase Orders
- Convert orders into ledger postings
- Automate invoice entry using AI
- Maintain audit-ready attachments and allocations