Recording a supplier invoice

Recording a supplier invoice creates the liability to your supplier and automatically generates the entry in the ACH (Purchases) journal. Two modes are available: manual entry or automatic OCR import.

Choosing the entry mode

Manual entry

For supplier invoices you enter line by line. Described in this article.

OCR import

Photograph or upload the invoice PDF — SynkriaOps automatically extracts the information. See Importing an invoice via OCR.

Recording an invoice manually

1. Access the form

   Main menu → Purchases → Supplier invoices → New supplier invoice button.

2. Select the supplier

   Type the name or tax ID in the Supplier field. SynkriaOps loads the associated 401xxx sub-account.

   If the supplier doesn’t exist yet, click + Create new supplier. See Creating a supplier.

3. Fill in invoice information

   Field	Description
   Supplier invoice date	Issue date on the received document
   External reference	Invoice number shown on the supplier document
   Due date	Agreed payment deadline
   Internal number	Auto-generated: ACH-2026-000XXX

   Tip

   The external reference (supplier’s invoice number) is essential for bank reconciliation and for responding to supplier queries. Don’t leave it empty.

4. Add expense lines

   For each line, select the appropriate SYSCOHADA account:

   Expense type	SYSCOHADA account	Example
   Goods purchases	601xxx	Resale stock purchase
   Raw materials	602xxx	Production materials
   Studies and external services	604xxx	Consulting, expertise
   Office supplies	606xxx	Stationery, cartridges
   Transport	624xxx	Delivery, freight
   Rent and property charges	622xxx	Office, warehouse
   Telecommunications	626xxx	Internet, telephone
   Bank charges	627xxx	Bank commissions
   Miscellaneous expenses	658xxx	Other charges

   For each line:

   • Select the expense account
   • Enter the description
   • Enter the amount excl. VAT
   • Select the deductible VAT rate (19.25% Cameroon)

   Example — supplier invoice for supplies:

   Account	Description	Amount excl. VAT	VAT	Total incl. VAT
   606100	Printer cartridges	45,000 XAF	19.25%	53,663 XAF
   606200	A4 paper (10 reams)	25,000 XAF	19.25%	29,813 XAF
   606300	Pens and supplies	15,000 XAF	19.25%	17,888 XAF
   Total		85,000 XAF excl.	16,363 XAF	101,363 XAF incl.

5. Check the summary

   • Subtotal excl. VAT
   • Total deductible VAT (account 44320)
   • Total incl. VAT = liability to the supplier

6. Validate the invoice

   Click Validate. SynkriaOps generates the entry in the ACH journal:

   Generated entry (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
   44320	Deductible VAT	16,363 XAF
   401001	Supplier Papeterie Express		101,363 XAF

   The invoice moves to VALIDATED status.

7. Record 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)
   4. Enter the date and amount paid
   5. Confirm — the payment entry is created and the 401xxx matching is done

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	44320	Recoverable VAT on purchases

Caution

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

Common errors

Error	Cause	Solution
”Supplier required”	No contact selected	Select 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 is already entered
”Inconsistent VAT amount”	Incorrect rate or calculation	Recheck the excl. VAT amount and 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