Creating Invoices received

This guide explains how to correctly fill out each field in the “Add Received Invoices” form.

SectionPrerequisite 1:requirements:

 Partner company issuing the invoice. Must be already created in the ERP. Leader accounts must be already created

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. Must be created in ERP under the section Partners

✅

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,New, 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).

—

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:Adding 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).booked.	✅
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.	—
Reverse Charge VAT	Tick this if reverse charge rules apply.	Optional

Click ➕ Add New to include additional line items.

To book to specific campaign the cost center must be set to campagin