Register invoices

Invoices, salaries and other payments are registered as executions of an expense or income: they’re what is actually paid or collected, as opposed to the estimation. Each execution follows a status, from registered to paid or collected. How to create the expense or income is explained in Manage expenses and income.

You need permission

This option only appears if your access role allows it. If you don't see it, ask the person who manages your institution to review your role.

Register an invoice

1. Open the expense or income from Finance. In Execution, click Add execution.
2. Drop the invoice, as a PDF or image, onto Drop the invoice to fill in the data automatically. In a few seconds the supplier, number, dates, amounts and taxes are filled in. Check the fields marked with Filled automatically. Please review.
3. If you don’t drop it, choose the Type * and fill in by hand the supplier or client, the number, the Invoice date, the taxable base, the taxes and the withholdings.
4. Choose the Payment method and check the Payment account, which is suggested from the supplier’s accounts. For income it’s the Collection account, from your institution’s accounts.
5. Choose the Status, for example Registered.
6. Check its allocations. If the estimation already has them, click Copy from estimation to use the same ones.
7. Click Save.

An expense can have several executions, for example one invoice per payment. In the list, Execution view shows them one per row. To remove an execution from the expense, click the bin in its header and save.

If the supplier isn’t in your contacts, when you drop the invoice Provider not found in your contacts appears with the details on the invoice. Choose whether it’s a company or an individual and click Create contact and select, or Search manually to choose it yourself.

To read the invoice again, click Re-extract and choose Fill empty fields only or Overwrite all.

If the IBAN on the invoice isn’t in the contact, New bank account detected appears so you can add it. If other contact details don’t match the invoice, it offers to update them.

If the drop zone only lets you attach the invoice, your access role doesn’t include reading invoices with AI: the invoice is attached, but you fill in the details by hand.

Other types of execution

• Salary: expenses only. Instead of the supplier you choose the Beneficiary and fill in the period, Gross pay, Net pay, Employer contributions and Total deductions.
• Other: for payments without an invoice, with the same details as an invoice.
• Credit note: for a credit note, enter the amounts as negative; if the corrective invoice replaces the original or increases it, leave them positive. Changing the type doesn’t change the sign, and a warning reminds you when the base is positive. In Rectified invoice(s), click Add and enter the number and date of the original invoice, which then shows This invoice has been rectified by:. If you drop a credit note, it’s detected when it’s read and its amounts are made negative: check them.

Split an invoice into lines

If an invoice has items with different taxes, click Break down into lines. In Breakdown lines, each line has its own concept, taxable base and taxes, and you can add as many as you need. The invoice’s taxable base becomes the sum of the lines, and withholdings are entered for the whole invoice. To go back, Remove breakdown: the base is kept and you have to enter the taxes again.

Follow the status until it’s paid or collected

The statuses of an expense are Draft, Registered, Validated, Pre-booked, In remittance, Paid and Rejected. For income they’re Issued, Accepted, Scheduled for payment and Collected.

• Dates: when you save as Registered, Validated or Paid, today’s date is set as that status’s date if it was empty. With date rules, the validation date and the due date are calculated automatically and show a lightning bolt next to their name: see Calculate dates automatically. If you entered a date by hand, the recalculate button next to it calculates it again with the rules.
• Bookkeeping: turn on Booked once you’ve entered it in your accounts.
• Several at once: in Execution view, select them and use Actions › Change status to..., Mark as booked, Set due date, Set payment date (Set collection date for income) or Delete selected. Before applying it, it tells you which ones won’t change and why. Each action only appears if your access role allows it.

Once an execution is paid, you can no longer change its supplier or account.

Calculate dates automatically

Date rules fill in the validation date and the due date of each execution from another date: for example, the due date 30 days after the invoice date, or the 5th of the following month. You set them up once for the whole institution, separately for expenses and income.

1. Go to Settings › General settings and, in Preferences, open Execution Date Rules.
2. In Expenses or Incomes, click Add rule.
3. Choose the Reference field, which is the date you start from (the invoice, registration or validation date), and the Field to calculate.
4. In Calculation, choose Days after and enter how many, or Fixed day and the day of the same month or the following month.
5. If the rule only applies when the reference date falls on certain days of the month, click Restrict to days and enter the first and last day.

Rules are saved automatically. If several calculate the same date, the one higher in the list wins, and the screen warns you if they overlap or if some days of the month aren’t covered. They only fill in empty dates: they never change a date entered by hand.

Register an invoice without opening the expense

1. In Expenses or Revenue, click the lightning bolt icon, Quick execution.
2. In Execution data, drop the invoice or fill it in. It starts as a registered invoice, dated today and paid by transfer.
3. In Analytics, choose the project or the ledger account.
4. On the left, in Link to expense, choose one of the expenses it suggests based on the project or account, or type a title in Create new expense. If you choose an expense, you can Copy allocations from its estimation.
5. Click Save execution.

Ask someone to register, validate or pay an invoice

1. On the saved execution, click the paper plane icon, Request action.
2. Choose the Action: register, code, validate, send to remittance, pay or review.
3. In Assign to, choose the person from the technical team and, if you like, write a comment.
4. Click Request.

That person gets an email, in their language, with the Expense action request notification. It’s on by default, and your institution can turn it off in Notifications, under Finance.

As soon as the execution has requests, the View requests icon appears, with the number still active. All of them are there, and they can be cancelled by whoever made them or by someone who manages all the institution’s expenses. When one is cancelled, the person gets the Action request cancelled notification. A request stays active until it’s cancelled: it doesn’t close by itself when the execution’s status changes.

If it doesn’t work

• It won’t let you mark it as paid. To mark a Transfer execution as paid, you need to set the payment account first. appears. Choose the payment account. If the supplier doesn’t have one, add their IBAN to their contact, as explained in Manage clients and suppliers.
• You can’t change the status or the payment date, or Booked is disabled. Recording payments and booking are permissions separate from editing the expense, and your access role doesn’t include them. Talk to the person who manages your institution.
• A possible duplicate warning appears. There’s another execution with the same supplier and number, or one from the last six months with the same amount. Click View execution to check. If it isn’t a duplicate, you can still save.
• You can’t change the supplier or account. The execution has already been paid: Payment account is locked: this execution is already paid appears.
• A credit note adds up instead of subtracting. Its amounts are positive: enter them as negative.
• The Request action icon is disabled. Save first to request actions appears: save the expense first. If the icon doesn’t appear, your access role doesn’t let you request actions.
• The person doesn’t appear in Assign to. Only people from the technical team with a current contract appear.
• Dropping the invoice doesn’t fill anything in. It only fills in automatically if the execution is empty: click Re-extract. The file has to be a PDF or image of up to 32 MB.
• The date you expected doesn’t appear. A status’s date is only set automatically if it was empty, and date rules never change a date entered by hand.
• The due date or validation date isn’t calculated. There’s no active rule for that date, or the reference date falls on days of the month that no rule covers. Check it in Execution Date Rules.
• This file is not available appears when you open an invoice or a document. Your access role doesn’t let you see that expense or income. Talk to the person who manages your institution.

We will never ask you for your password or bank details by email. If you receive a message asking for them on behalf of Weikos, don’t reply and write to us at help@weikos.io.