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.

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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.

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.

Other types of execution

• Salary: expenses only. Instead of the supplier you choose the Beneficiary and fill in the period, Total earned, Total liquid, Total cost ss and Withholding amount.
• Other: for payments without an invoice, with the same details as an invoice.
• Credit note: amounts are negative; when you choose this type, the taxable base changes sign automatically. In Rectified invoice(s), click Add and enter the number and date of the original invoice.

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.
• 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 or Set payment date. Before applying it, it tells you which ones won’t change and why.

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.

They get a notification if your institution has Expense action request turned on. That execution’s requests are in View requests, and whoever made the request can cancel it from there.

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.
• A possible duplicate warning appears. There’s another execution with the same supplier and number, or a recent one with the same amount. Open the link in the warning to check. If it isn’t a duplicate, close the warning and save.
• You can’t change the supplier or account. The execution has already been paid.
• The Request action icon is disabled. Save first to request actions appears: save the expense first.
• 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.

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