Full flow: From purchase to payment
This guide walks the whole purchase process — from the moment you receive the invoice from the supplier until the money leaves the bank account and you reconcile everything. At each step you see where you work in POSfix, which options change the result and what you check afterwards.
The path of a purchase
SFS E-Factura ─┐
├─→ Supplier invoice ─→ Payment order ─→ Bank operation ─→ Bank statement
Goods receipt ─┘ (automatic matching)
The goods receipt shows up only when the goods arrive before the invoice. The rest of the chain is the same.
Step 1: You receive the invoice
The supplier's invoice can arrive in two ways:
| Channel | Description | What you do in POSfix |
|---|---|---|
| SFS E-Factura | The electronic invoice received through the SFS system | Sidebar → Purchases → the E-Factura tab → select → create the supplier invoice |
| On paper / PDF | The invoice received physically or by email | Sidebar → Purchases → the Supplier Invoices tab → add a new document |
If the supplier sends the e-Factura through SFS, POSfix picks up all the data automatically: partner, products, quantities, prices, VAT. You no longer fill in anything by hand — you only check and post.
Step 2: You record the supplier invoice
Where to find it: Sidebar → Purchases → the Supplier Invoices tab
Fill in the header
| Field | What you fill in | Example |
|---|---|---|
| Supplier | Select the partner | SRL „Furnizor Plus" |
| Series and number | The number on the original invoice | FP-2024/0847 |
| Document date | The recording date | 15.03.2026 |
| Supplier's document date | The date issued on the original invoice | 15.03.2026 |
| Payment due date | The invoice due date | 30.03.2026 |
| Operation type | Determines the tax treatment (domestic, import, services) | Purchase of goods |
| Contract | The associated contract (optional) | Contract nr. 8/2026 |
| Warehouse | The receiving warehouse — mandatory if the document receives goods | Depozit central |
| Department | The department the purchase belongs to (optional) | Magazin nr. 1 |
| Accounts | The default account pair for the document's lines | 217.1 / 521.1 |
| Currency | The invoice currency, with the BNM rate of the day | MDL |
The header toggles
Below the fields sits a block with five toggles. They change the result of the posting, so check them before you save.
| Toggle | What changes when you turn it on | If you leave it off |
|---|---|---|
| Include reception | The invoice brings the goods into the warehouse by itself, without a separate receipt note | The goods don't move; you need a goods receipt |
| Import invoice | The type locks on import and the request for a customs declaration appears | The document stays a domestic purchase |
| Settled in MDL (conventional unit) | The invoice is in foreign currency but is paid in MDL; the differences become "amount" differences, not "rate" ones | The settlement happens in the invoice currency |
| Price includes VAT | The prices on the lines are gross; VAT is extracted from them | The prices are net and VAT is added on top |
| Document without VAT | Brings the whole document's VAT to zero, whatever the rates on the lines | Each line keeps its own rate |
Include reception appears only if the document has product lines and requires a warehouse filled in the header. If the invoice was created from a goods receipt, the toggle stays locked — the goods are already in.
Fill in the lines
For each product or service on the invoice:
- Name (select from the nomenclature or write free text)
- Quantity, unit price and the amount printed on the invoice
- VAT Rate — chosen from your own rate nomenclature, by code, not by percentage. "0% rate" and "no VAT" both show 0%, but they are different entries, with opposite tax effects in the declaration
- GL Account — the column is always there and starts from the header account; you change it on the lines that go elsewhere
The columns that appear on their own
The line table changes its columns after what you pick:
- Fixed Asset — appears when the line's account requires the fixed-asset analytics. If the card doesn't exist yet, you create it straight from the line, with the "+" button next to the selector
- Cost article — appears on lines with an expense account
- Shelf life and supplier lot no. — on perishable products; the production date proposes the expiry by itself
- Packages — on products tracked in measured lots; opens the breakdown into coils or packs
On a saved document you have the Map products button: lines written as free text get a product from the nomenclature, so stock and cost move correctly.
What happens at posting
The journal entry composes itself from the document's lines: the value of the goods on the line's stock account, the deductible VAT on the receivable-from-budget account, and the total on the payable to the supplier. You see it in the accounting entries panel at the bottom of the form, before you press the button.
What else you can do on a saved document
Three panels appear only after the first save:
- Transport & customs allocation — the Allocate cost button spreads a transport, customs or insurance invoice pro-rata across the product lines. The amounts go into the cost of the goods, so they also change the cost that comes out at sale
- Settlements — shows Outstanding on the invoice or the message "Fully settled."
- Print labels — sends the lines towards shelf labels, without retyping
Post the document
Once it's filled in, press Post. The document moves from Draft to Posted and generates the accounting entries. If you got it wrong, you bring it back to Draft with Unpost.
- The correct VAT rate on each line — the code, not just the percentage
- The correct GL account (goods vs. materials vs. expenses)
- The total amount matches the original invoice
Step 2b: The import purchase
When you tick Import invoice, a yellow box appears under the toggles: Import customs declaration required. The invoice doesn't post without it.
To link the declaration:
- You save the invoice first — the declaration is created starting from it
- You press Add import declaration; the form from Purchases → the Customs Declarations tab opens
- You fill in the declaration number, the customs office, the customs value, the customs duty, the excise and the import VAT
- You check the Import VAT deductible toggle — it decides everything:
| Toggle | What changes when you turn it on | If you leave it off |
|---|---|---|
| Import VAT deductible | The import VAT becomes a recoverable receivable from the budget | The VAT is capitalized into the cost of the goods and is never recovered |
You leave it off only if the company is not VAT-registered or the goods go into an exempt activity.
Under Import invoice it says the VAT is recorded on 534.3. The customs declaration, however, takes it to 225.2, which is the correct account for a recoverable VAT. Go by the declaration, not by that text.
Step 3: You receive the goods (optional)
Where to find it: Sidebar → Purchases → the Goods Receipts tab
The goods receipt is necessary only if the goods arrive before the invoice. If the goods and the invoice arrive at the same time, this step isn't needed — the supplier invoice updates the stock by itself.
When you use the goods receipt
| Situation | Goods receipt needed? |
|---|---|
| Invoice + goods arrive together | No |
| The goods arrive, the invoice comes later | Yes — you receive on the note, then link the invoice to it |
| Services (no physical goods) | No |
The goods went into stock, so the payable is real, but the invoice doesn't exist yet and you have no right to deduct VAT. That's why the receipt keeps it on 521.4. When the invoice linked to the receipt arrives, the document moves it to 521.1 and adds the deductible VAT, without debiting the stock again.
Step 4: You generate the payment order
Where to find it: on the Posted supplier invoice, the Create Payment button in the header
The button appears only after the invoice is posted and opens a payment order pre-filled with:
- Beneficiary: the supplier
- Beneficiary IBAN: the supplier's bank account
- Amount: the invoice total (VAT included)
- The payment purpose, with the invoice number and date
It is only the instruction sent to the bank. Its cycle is Draft → Approved → Sent → Confirmed (or Rejected). The accounting entry appears on the bank operation, at the next step.
One payment order can cover several invoices from the same supplier — you allocate them on the document.
Alternatively, you can create the order manually: Sidebar → Money → the Payment Orders tab. From the list you can export the orders in the format your bank requires.
Step 5: You make the payment (bank operation)
Where to find it: Sidebar → Money → the Bank Operations tab
The bank operation can be created in two ways:
- Manually, from the bank operations register
- Automatically, when importing the bank statement — POSfix creates the operation from the statement row
At posting, the payable to the supplier drops by the amount paid and the bank account balance drops by the same. Link the operation to the invoice — otherwise the payable stays open on the partner even though the money left.
Step 6: You import the bank statement
Where to find it: Sidebar → Money → the Bank Statements tab
- Download the statement from your bank's internet banking (standard format)
- Import it into POSfix
- POSfix automatically matches the statement transactions with the existing bank operations
What the automatic matching does
| Situation | What happens |
|---|---|
| The payment already exists as a bank operation | POSfix matches it automatically (match on amount + beneficiary) |
| The payment has no bank operation | POSfix creates the operation automatically (needs checking) |
| Ambiguous match | POSfix flags it for manual checking |
Step 7: Final check
After the import, check:
-
The
521.1account card filtered on the supplier:- The invoice appears as a credit entry (the payable went up)
- The payment appears as a debit entry (the payable went down)
- Final balance = 0 (if the invoice was paid in full)
-
The
242.1account card:- The payment appears as an outflow (credit)
- The balance matches the bank statement
Where to find it: Sidebar → Accounting → the Account Card tab → select the account; the rows group by subconto, so you see each partner separately
If the 521.1 balance at the supplier is 0 after the payment, everything is correct. If the balance is different from zero, either you didn't pay in full, or you have an amount error somewhere.
Alternative scenarios
Partial payment
The flow is identical; the bank operation is made only for the amount paid. The rest stays as a balance on the supplier, and the Settlements panel on the invoice shows you exactly how much is left to pay.
Payment in advance, invoice later
You first record the advance bank operation, on the advances-granted account. When the invoice arrives, you record it normally, then you close the advance from Purchases → the Debt Adjustments tab, with the type Advance Settlement.
Then the VAT is deducted at the date of the advance, not when the goods arrive. POSfix does not generate the deduction entry by itself — you enter it from Accounting → the Manual Operations tab, and when the goods invoice arrives you don't deduct VAT a second time. Without a tax invoice on the advance you have nothing to deduct: you wait for the goods invoice.
Invoice in foreign currency
You pick the currency in the header; the BNM rate of the day fills in by itself, but you can overwrite it. When the payment is posted, POSfix computes the exchange difference and records it on revenue or on expense, depending on the direction.
If the invoice is in foreign currency but is paid in MDL, turn on the Settled in MDL (conventional unit) toggle in the header: the differences then become "amount" differences, not "rate" ones, and go to other accounts.
Mutual offset
When the same partner is both your supplier and your customer, you settle the payable against the receivable instead of paying.
Where to find it: Sidebar → Purchases → the Debt Adjustments tab (the same register also exists in Sales)
The Type field has four values — Offset, Transfer, Write-off and Advance Settlement. On an offset you also fill in the counter partner. The form asks you explicitly for Debit Account and Credit Account: it does not deduce them from the type you picked.
Whatever is left after the offset is paid normally, through the bank.
Useful reports for checking
| Report | What you check | Where to find it |
|---|---|---|
Account Card 521.1 | The full history of the payables, grouped by supplier | Sidebar → Accounting → the Account Card tab |
| Trial Balance | Total 521 balance = total supplier payables | Sidebar → Accounting → the Trial Balance tab |
| The register of received invoices | The list of all supplier invoices, filtered by period | Sidebar → Purchases → the Supplier Invoices tab |
| Matching against the statement | Bank operations vs. statement rows | Sidebar → Money → the Bank Statements tab |
| Reconciliation Act | Confirming the balance with the partner | Sidebar → Sales → the Reconciliation tab |
Frequently asked questions
Can I pay several invoices in a single bank operation?
Yes. The payment order lets you allocate the amount across several invoices from the same supplier, and the bank operation settles the payable accordingly.
What do I do if the supplier sends a corrected invoice?
There is no "Reverse" button. You have two paths, depending on the document's status:
- The invoice is still a Draft — you correct it directly and post it.
- The invoice is Posted — you press Unpost (the document returns to Draft and the journal entry is deleted), you correct it and post it again. If the period is already closed and you don't want to reopen it, record a new document with negative values for the difference — a correction in accounting is made through a new entry with opposite signs, not by modifying the existing one.
If you already paid on the original invoice, the payment stays — the new 521.1 balance reflects the difference.
Can I record the invoice without knowing the exact GL account?
Yes — save it as a Draft. Fill in the GL account later, then post it. Draft documents don't affect the trial balance.
How do I quickly check what I owe each supplier?
Open the Account Card on 521.1: the rows group automatically by subconto, that is by partner. The credit balance at each partner = the unpaid payable.