Record a supplier invoice

What it is for

Recording a purchase invoice puts it in the purchases VAT register and the VAT settlements, creates the due dates to pay the supplier and, if you want, receives the goods into stock. With the electronic file Nanus reads everything by itself; manual recording is for paper or PDF invoices, for example from foreign suppliers.

Import the XML or p7m file

1. Open Purchases and tap Import XML/p7m, then choose the file you received (XML or signed .p7m). If the file contains several invoices, you see them all.
2. In the Received invoice preview check the Supplier: if they are not in your records New supplier appears and they will be created from the invoice data. You also see the document type, any linked purchase order and how many lines were matched to products.
3. Read the warnings, then choose whether to Receive goods into stock (with the Warehouse, if you have more than one) and whether to Update the supplier prices on the items.
4. Tap Record: the purchase record opens and the instalments to pay appear in Due dates.

Products are recognised by the supplier’s code, then by your code or the barcode. Only stock-tracked products are received, at the net price, which also becomes their latest purchase cost. If the invoice mentions one of your purchase orders, it is linked to that order.

Invoices the SDI (Sistema di Interscambio, the Italian e-invoicing exchange system) delivers to your PEC certified mailbox are recorded without downloading anything: you find them in the From PEC tab.

Record manually

1. Tap Record manually.
2. Choose the Supplier (they must have a VAT number), enter the Supplier invoice number and the Date.
3. Add the Lines: choosing a product proposes that supplier’s code and price, or the latest cost.
4. In Payment and stock, Payment is The supplier's unless you choose otherwise; Received on is the date of stock receipt and recording. Decide whether to receive the goods and update the supplier prices.
5. Below you see the invoice preview; once it is complete tap Record.

The purchase record

• VAT recording: the Recording date decides which settlement the VAT enters; Deductible VAT (%) stays empty or 100 if fully deductible, for example 40 for company cars.
• More → View the e-invoice shows it with the official stylesheet.
• If the invoice needs integrating (reverse charge, foreign supplier) there is a Generate button with the proposed type; otherwise More → Generate self-invoice.
• More → Open purchase order and Open supplier take you to the linked documents; at the bottom you find the Attachments.

What Nanus checks

• The same invoice from the same supplier cannot be recorded twice, even if the number is written differently (FV-0118/2026 and fv 118 are the same number).
• A warning if the same supplier already has an invoice with a similar number or the same date and amount: it may be the same one entered by hand.
• A warning if the invoice is addressed to another VAT number.
• A warning if the recomputed total differs from the document’s, for example because of unsupported items such as a pension fund contribution.
• An error if the file is not a readable e-invoice.

Delete a record

More → Delete also undoes the stock receipt and the due dates. It is not possible if a due date already has payments or if there is a linked self-invoice: in that case delete the self-invoice first.

Invoices imported from an XML or p7m file count towards your plan’s documents; those recorded manually do not.

See also

• Receive supplier invoices from PEC
• Issue a self-invoice or integration (TD16-TD29)
• Sales and purchase VAT registers
• Customer and supplier payment schedule
• Order from a supplier and record goods received