# How to enter a purchase invoice with line items in Business Central

In Business Central, open a new purchase invoice, pick the vendor, add one line per invoice row with an G/L account and VAT posting group (GST), then check the total matches the invoice.

Entering a supplier bill with line items means recording each row of the invoice (item, quantity, price, account and GST) instead of one lump sum.

## Before you start

- Purchasing permissions

## The Business Central way

Where to find it: Purchase Invoices (search for Purchase Invoices)

1. Open Purchase Invoices and choose New.
2. Enter the Vendor Name. Terms and other fields fill from the vendor card.
3. Enter the vendor's invoice number in the Vendor Invoice No. field.
4. On the Lines FastTab choose the line Type and No. (item, G/L account or others), then Quantity and Direct Unit Cost.
5. Check the totals, then choose Post.

## Limits in Business Central

- Do not post invoices for physical items until goods arrive and the final cost is known, or inventory value can be wrong.
- If a Doc. Amount check is on, you must key the invoice total and GST first.

## Good to know in Business Central

- Recurring purchase lines can be added to repeat invoices.
- Posting turns the invoice into a posted purchase invoice.

## The Pulsify way

1. Forward the supplier's invoice to your Pulsify address or upload it. Pulsify reads every printed row as its own line.
2. Pulsify finds the vendor in Business Central and suggests an account for each line from how that vendor was coded before.
3. Review the lines in Pulsify. Fix any account or VAT posting group (GST) and approve.
4. On approval, Pulsify creates the purchase invoice in Business Central with the original file attached.

Pulsify connects to Business Central. We set up the connection for you.

What Pulsify does not do here:

- Pulsify aims for 99% accuracy, but you still review each bill before approval.

## Common mistakes

- Posting an invoice for physical items before the goods arrive and the final cost is known.
- Skipping Vendor Invoice No., which holds the supplier's own invoice number.

## Common questions

### Where do I enter a vendor's invoice?

Open Purchase Invoices and choose New. Enter the Vendor Name and the vendor's invoice number in Vendor Invoice No. Terms and other fields fill from the vendor card.

### Why does it ask me for the total first?

If a Doc. Amount check is on, you must key the invoice total and GST before you can post.

### When should I post an invoice for stock?

Not until the goods arrive and the final cost is known. Posting earlier can make inventory value wrong.

## Sources

- https://learn.microsoft.com/en-us/dynamics365/business-central/purchasing-how-record-purchases
- https://learn.microsoft.com/en-us/dynamics365/business-central/check-purchase-amounts

Source: https://www.pulsify.tech/how-to/enter-a-supplier-bill-with-line-items-in-business-central/ (last checked 2026-10-19)