1. Create incoming invoice
Click the FINANCE application group in the upper gray bar. In the navigation area, click Incoming invoices to open the view page of the same name, and then click New invoice. In the new invoice edit form, enter the Friendly name, issue date, taxable supply date, due date, invoice number, and variable symbol. You can optionally assign the invoice to a contract using the picker. In the Invoice items table, click New item. Check the item name, enter its quantity and unit price, and save the record. The new item is displayed in the Invoice items table. Finally, click Save. The invoice is now displayed in the All incoming invoices table.
2. Creating an incoming invoice from an electronic invoice
An incoming invoice can be filled in automatically from an electronic invoice in one of these formats:
- ISDOC – an .isdoc file or an .isdocx package
- UBL or CII according to the European standard EN 16931 – an .xml file, including the Peppol BIS Billing 3.0 and XRechnung profiles
- PDF with an embedded electronic invoice – a Factur-X or ZUGFeRD hybrid invoice, or a PDF with an embedded ISDOC
First, we click on the New invoice button. In the Attachments section, we click on the Attachment 1 button and upload the file with the electronic invoice. After it is uploaded, the Read data button appears. Pressing it fills in the fields of the form with the data of the electronic invoice – the invoice number, the issue date, the taxable supply date and the due date, the currency and the exchange rate, the supplier details, the bank account, IBAN, SWIFT, the variable symbol and the order number – and adds the items of the electronic invoice. When we are done, we click on the Save button. On the All incoming invoices page we can now see the invoices we have created.
When the data is read:
- The supplier is looked up in the address book by identification number, and if not found, by VAT number; spaces and letter case do not matter. A supplier that is not found is reported by a warning in Comments.
- Items are added to the items the invoice already has – pressing the Read data button again adds them again. Allowances and charges on the document level and rounding are taken over as separate items.
- A credit note is taken over with negative amounts.
- Units of measure are converted using the “UNECE code” field in the units code list, and the supplier's country using the “ISO code” field in the countries code list. A unit whose code is not in the code list is taken over as the code and listed in Comments.
- An invoice in a foreign currency is taken over in the currency of the document including all amounts; the exchange rate is loaded for the issue date. An invoice in a currency the incoming invoice form does not offer is not read.
- Foreign VAT – a VAT rate the business unit does not know on the taxable supply date (for example the German 19 %) is taken over as part of the price with a rate of 0 %, because foreign VAT is not deductible. The conversion is listed in Comments.
- Files embedded in the electronic invoice (for example a timesheet or an order) are saved to the empty Attachment 2 and Attachment 3 fields.
- Other notes of the document, data the incoming invoice has no field for (for example the reference to the original invoice of a credit note or the VAT category) and warnings, for example about a supplier that was not found or about items not adding up to the amount due, are appended to the Comments field. Reading the same invoice again does not add them to Comments a second time.