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

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

Select the Office Ledger before entering allocations. If you change to a different Office Ledger after adding allocation lines, Efimis clears all existing allocations, including any line currently being entered. Add the required allocations again using the accounts available for the newly selected ledger.
Selecting the same Office Ledger again does not remove the allocations.

Step 4 — Select Supplier (Pay To)

Start typing supplier name in Pay To

Supplier Selection Behaviour

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

Select the correct Office Ledger before starting the scan. If you change the Office Ledger while scanning is in progress, the previous scan results are not added to the purchase. Start the scan again using the newly selected ledger.

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

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

When a Purchase Order is converted, its selected Office Ledger and allocations are retained. Review these details before posting.

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