Creating Invoices received
This guide explains how to correctly fill out each field in the “Add Received Invoices” form.
Section 1: Received Invoice Information
Field
Description
Required
Type
Select the invoice type (e.g., Purchase Invoice, Expense Invoice).
✅
Document Type
Choose the type of document (e.g., Invoice, Credit Note).
✅
Document No.
Enter the unique invoice number as shown on the supplier’s invoice.
✅
Partner
Select the supplier or partner company issuing the invoice.
✅
Existing Proformas
Link this invoice to an existing proforma invoice, if applicable.
❌
Partner Document No.
Supplier’s internal reference or invoice number (if different).
✅
Reference No.
Internal reference number used by your organization.
✅
Booking Number
Enter the accounting or booking reference number.
❌
Purpose
State the purpose of the payment (e.g., “Office Supplies”, “Consulting Fees”).
✅
Status
Choose the current document status (e.g., Draft, Approved, Paid).
✅
Section 2: Amount Values
Field
Description
Required
Currency Code
Select the currency in which the invoice is issued (e.g., USD, EUR).
✅
Total Amount Currency
Enter the total invoice amount in the selected currency.
✅
Currency Rate
Specify the exchange rate if the invoice currency differs from the company’s base currency.
✅
Total Amount
Displays the total calculated amount based on line items (auto-calculated).
—
Amount Open
Shows the remaining unpaid balance (auto-calculated).
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Section 3: Dates
Enter the appropriate dates using the calendar picker.
Field
Description
Required
Invoice Date
Date printed on the supplier’s invoice.
✅
Date Received
Date your organization received the invoice.
✅
Service Date
Date when goods or services were provided.
✅
Booking Date
Date when the invoice is entered in your accounting records.
✅
VAT Date
Date used for VAT/tax reporting purposes.
✅
Payment Date
Planned date for payment to the supplier.
✅
Paid At
Actual date when payment was completed.
✅
Section 4: Options
These switches and dropdowns define additional attributes of the invoice.
Option
Description
Type
Paid By
Select who paid (department, cost center, or account).
Dropdown
Proforma
Toggle ON if the document is a proforma invoice.
Switch
Advance Payment
ON if this is a prepayment invoice.
Switch
Credit Note
ON if the invoice is a credit note (reduces balance).
Switch
Forecast
ON if this invoice is part of a forecast, not an actual record.
Switch
Credit Card
ON if payment was made via credit card.
Switch
Exported to Bank
ON when this invoice has been exported to banking software.
Switch
Goods Documents Connected
ON if connected to a delivery note or goods receipt.
Switch
Approval Status
Select approval stage (Pending, Approved, Rejected).
Dropdown
Section 5: Additional Information
Field
Description
Required
Tags
Add one or more tags to categorize the invoice (e.g., Office, Marketing, IT).
❌
Section 6: Items
Each row represents one invoice line item. You can add multiple items per invoice.
Field
Description
Required
Ledger Account
Select the account where this cost will be booked (from chart of accounts).
✅
Product Posting Group
Choose the related product or service posting group.
❌
Cost Centers
Assign the cost to a department, project, or cost center.
❌
Description
Describe the goods or services (e.g., “Printer Paper A4 500 sheets”).
✅
Amount – Net
Enter the net value (before tax).
✅
Quantity
Enter how many units were invoiced.
✅
Unit
Select the unit of measure (e.g., Piece, Hour, kg).
✅
Tax Rate (%)
Enter applicable tax/VAT percentage.
✅
Amount – Gross
Automatically calculated based on Net + Tax.
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Reverse Charge VAT
Tick this if reverse charge rules apply.
Optional
Click ➕ Add New to include additional line items.