Entering a Purchase Transaction

Tapping Add a new purchase or a transaction in the Purchases screen displays a Purchase Invoices form. You can use the form to view, modify or enter the details of a purchase or to perform an action for that purchase.

This help topic describes the options in the form. If you require other introductory information, please refer to:

Options in this Form


Specify the date of the transaction.

Tip: Tap and hold to set the date to the current date.


This is displayed if Make Recurring has been selected from the add menu. Specify the interval between recurring transactions.

Supplier/Account 1

Choose the supplier. It is normal to set up new suppliers in the Suppliers screen.

Transaction Type

Choose Purchase or Payment/Credit.

Note: You should choose Payment/Credit if you have been given a credit note from your supplier. When you receive the refund from your supplier, remember to enter this as a payment transaction.

Description/Invoice Number

Specify a description, such as the purchase invoice number.

Account 2

You should normally choose the following:

  • For a purchase - an expense account

  • For a payment - a bank, petty cash or credit card account.

  • For a credit - an expense account (usually the same as the existing purchase). 

    Note: The text "Payment/Credit" is shown in red for a credit once you have entered the value of the transaction.


Enter the value of the transaction.

Tip: Tap and hold to choose whether the value is inclusive or exclusive of VAT (alternatively tap action, followed by Show Excl-VAT or Show Incl-VAT).

VAT Rate

Specify the VAT rate. The field to the right displays the VAT content and the percentage rate. It is possible to enter the value of the VAT directly into the field, and EasyBooks will show you the percentage rate.

This is available only if the business is registered for VAT, as specified in the Business Settings screen.

Tip: Tap and hold to set the standard VAT rate.


Optionally, you can enter details of the transaction. The details will appear as a line item on any PDF you generate.

Payments Made (purchase only)

This section is used to link payments made to the supplier back to the original purchase. Tap Make Payment to enter the payment details for a purchase. In the form that appears, set Account 2 to the bank account being used to make the payment. Note: Payments can be made as cash or from a bank account.

Tip: Tap and hold Make Payment to enter a payment for the full invoice amount using today's date and the default bank account.

Options in the add Menu:

Add Split

Adds a new line item (for example, to create separate line items on any PDF you generate from the transaction).

Note: You can delete a line item by setting Amount to zero, or by swiping from right to left and tapping Remove split.


Creates a new transaction by duplicating the transaction that you have opened. This provides a fast method to create a new transaction if it is similar to an existing one.

Make Recurring

Allows you to set up a recurring transaction. Tap Repeat to specify the period between transactions (such as every month). Each transaction generated will be a clone of the first (except the date).

Options in the action Menu:

Show Excl-VAT or Show Incl-VAT

The default setting is determined by Amount Entry in the Settings screen.

This is available only if the business is registered for VAT, as specified in the Business Settings screen.

Send Invoice (purchase only)

Enables you to produce a PDF of the supplier's sales invoice, which you can print, email or open as required.

Send Credit Note (credit only)

Produces a PDF of the supplier's credit note, which you can print, email or open as required. This option is available only if Account 1 is a supplier and Account 2 is an expense account.