Creating Invoices received

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).

✅

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).

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Amount Open

Shows the remaining unpaid balance (auto-calculated).

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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.

✅

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

Tags

Add one or more tags to categorize the invoice (e.g., Office, Marketing, IT).

❌

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