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Record or edit a general purchase ​

When to use it ​

Use this guide when you need to record or edit a general purchase.

Before you start ​

  • Open General Purchases from the module menu. Your account must have access to this screen and permission for the action you want to complete.

What this changes ​

A general purchase and its supporting payment information are recorded.

Purchases and reimbursements record expenses for approval, accounting and eligible payment scheduling. A saved request or approval is not proof of a completed transfer.

Steps ​

  1. Open Finance → General Purchases and select Add General Purchase.
  2. Enter the date, type, payment account, category, project, description, currency, amount, and whether the amount includes VAT, the tax charged on the purchase.
  3. For a subscription, check the renewal, start, and end dates. Choose the vendor or complete the one-off supplier and payment details.
  4. Set the requested payment date, attach evidence, and select Save. Check the record.

Screenshot placeholder: General Purchases: record or edit a general purchase.

Screenshot to add: General Purchases: record or edit a general purchase. Capture filename: images/record-or-edit-a-general-purchase.png.

Restrictions ​

Add/edit access is required. Fields available on an already approved purchase can differ from a new request. Saving a request is separate from payment.

After approval, ordinary purchase details cannot be edited; only supporting-document changes are allowed through that path.

If something went wrong ​

Before Save, correct the vendor/beneficiary, amount, currency, accounts, date and evidence against the receipt. After an unclear save, find the original request before recording another purchase.

While eligible, use the purchase's Edit action to correct supported details, or its eligible Delete action for an incorrect request. After approval, ordinary purchase details are locked; supporting-document changes do not correct its amount. Give Finance the request and original receipt for review.

For a wrong approved payment date, follow Purchase decision/date recovery. If payment was already sent or uncertain, check the transfer before any further attempt.

Check the correction ​

Check the saved purchase amount, currency, beneficiary, approval and schedule against the receipt. Review accounting and actual payments separately; an edit or deletion does not refund money.