Recording a supplier invoice

Recording a supplier invoice creates the liability to your supplier (account 401xxx) and automatically generates the entry in the ACH (Purchases) journal. Two methods are available today: OCR import (photo or PDF of the invoice, drag-and-drop) and spreadsheet import (Excel/CSV).

Note

Manual line-by-line entry of a supplier invoice is under development and will be available soon. In the meantime, OCR import covers invoices received on paper or as PDFs, and spreadsheet import covers batches of invoices already listed in a file.

Choosing the method

OCR import (recommended)

Photograph or drag-and-drop the invoice PDF — SynkriaOps automatically extracts the supplier, the excl./VAT/incl. amounts and the dates. You review and validate. This is the fastest method for a single invoice.

Excel/CSV spreadsheet import

To record several invoices at once from an Excel or CSV file (for example a statement of invoices sent by your supplier or an export from your previous software).

Method 1 — OCR import (drag-and-drop)

The Supplier invoices screen: the OCR drop zone accepts your photos and PDFs.

1. Go to Purchases → Supplier invoices and click Import via OCR.

2. Drag-and-drop the photo or PDF of the invoice into the import area.

3. SynkriaOps automatically extracts the information: supplier (name, tax ID), invoice date, external reference, amounts excl. VAT, VAT (19.25% Cameroon) and incl. VAT.

4. Review the extracted data — correct the suggested expense account (6xxx) and the detected supplier if needed. If the supplier does not exist yet, create it on the fly (its 401xxx sub-account is generated automatically).

5. Click Validate. The entry is generated in the ACH journal and the invoice moves to VALIDATED status.

For the full details (photo quality, data correction, duplicates), see Importing an invoice via OCR.

Method 2 — Excel/CSV spreadsheet import

1. Go to Purchases → Supplier invoices and click Import (spreadsheet import).

2. Select your Excel (.xlsx) or CSV file. Each row must contain at least: supplier, invoice date, external reference, amount excl. VAT, VAT rate.

3. SynkriaOps shows a preview: recognized rows, matched suppliers, total excl./VAT/incl. amounts, potential duplicates (same external reference already recorded).

4. Fix any flagged rows, then click Validate import. The invoices are created and their entries generated in the ACH journal.

Tip

The external reference (supplier’s invoice number) is essential for bank reconciliation and duplicate detection. Don’t leave it empty in your file.

The generated entry

Whichever method you use, validation generates the same entry in the ACH journal. Example for a supplies invoice of 101,363 XAF incl. VAT:

Account	Description	Debit	Credit
606100	Printer cartridges	45,000 XAF
606200	A4 paper	25,000 XAF
606300	Miscellaneous supplies	15,000 XAF
4452	Deductible VAT	16,363 XAF
401001	Supplier Papeterie Express		101,363 XAF

The internal number is auto-generated (e.g. ACH-2026-000XXX).

SYSCOHADA reference accounts — purchases

Family	Accounts	Usage
Purchases	601xxx – 609xxx	Goods, materials, packaging
External services	621xxx – 629xxx	Subcontracting, rent, transport, advertising
Other services	631xxx – 659xxx	Miscellaneous charges, exceptional charges
Suppliers	401xxx	Liability to suppliers
Deductible VAT	4452	Recoverable VAT on purchases

Caution

If your supplier is not VAT-registered (small informal suppliers in the OHADA zone), do not enter deductible VAT. The entry then only includes the debit 6xxx and the credit 401xxx for the full amount.

Recording the payment

When you pay the invoice:

1. Go to Purchases → Supplier invoices → open the invoice.

2. Click Record payment.

3. Select the payment account (bank or cash), enter the date and amount paid.

4. Confirm — the payment entry is created and the 401xxx matching is done.

Common errors

Error	Cause	Solution
”Supplier not recognized”	File/OCR name differs from the supplier card	Match manually or create the supplier
”Expense account not selected”	Line without SYSCOHADA account	Choose a 6xxx account for each line
”Duplicate external reference”	Same invoice number already recorded	Check if the invoice was already imported
”Inconsistent VAT amount”	Incorrect rate or calculation in the file	Recheck the excl. VAT amount and the VAT rate

Further reading

• Importing an invoice via OCR — automatically extract data from a PDF invoice
• Creating a supplier — add a contact with a 401xxx sub-account
• Matching accounts receivable/payable — reconcile payments and supplier invoices