When processing a receipt, it can be used to create an accounting voucher, generate an expense invoice or purchase invoice, or manually mark it as processed.
1. Go to the "Receipts" tab: Economy → Purchase Invoices → Receipts
2. In the opened list, you can search for a receipt by username, date, purchase location, or amount. Select the receipt you want to process by checking the box (1). After that, process the receipt according to your preference:
- Mark as processed: When the image is uploaded, and you want to manually add the receipt via the bank transaction.
- Document: When you want to link a payment from the bank transaction directly to a document. In this case, you need to check the date the payment appears on the bank statement and enter this date on the receipt.
- Expense Invoice: Created when an expense needs to be reimbursed to someone. For example, when an employee purchases coffee milk from a store using their own card.
3. Mark as Processed: This function is used when you want to add a receipt directly from a bank statement: Economy → Purchase Invoices → Bank Statements → Desired Date/Transaction → Process → Add Receipt
Once you have processed (accounted for and added all necessary information) the transaction from the bank statement and manually marked the receipt as processed on the "Receipts" tab, the receipt status changes from "Received" to "Processed," indicating that the receipt processing is complete.
4. Document Processing:
- If you want to attach the transaction from the bank statement directly to the receipt, select "Receipt" to create the document.
- A new window will open, where you fill in the details of the receipt and account for the transaction.
- Before generating the receipt, check the date of the transaction on the bank statement → the receipt should have the same date to facilitate matching.
- Save the receipt details by clicking the green "Save" button at the bottom right.
5. Document Processing:
- "Process" → "Attach voucher" from the transaction on the bank statement.
6. To handle an expense invoice:
- Expense invoices are created when an expense needs to be reimbursed to someone. For instance, if an employee purchases coffee milk from a store using their own card.
- At the stage of adding a receipt, remember to select "No " in the "Paid from Company Account" section.
- When the receipt has been processed in the "Receipts" tab, its status will change from "Received" to "Processed".
7. To handle an expense invoice:
- Open the expense report by clicking "Invoice".
- Fill in the necessary details.
- The system automatically retrieves the personal information of the person who logged the receipt from the CRM.
- The system automatically suggests text for the reference number field, which you can copy, delete from the "Reference" field, and add to the "Message" field. Alternatively, you can write another suitable text in the "Message" field.
8.Processing an Expense Invoice
Add the following to the invoice:
- VAT%
- Tax code.
- Allocation
- You can also add more attachments at this point.
- In the "Additional Information" tab, you can add Reviewers and/or Approvers.
- Save the information using the green "Save" button.
- You can either send the invoice for review or skip the review process.
9. Expense Invoice payment
- Go to Economy → Purchase Invoices → Purchase Invoices
- Select "To be Paid" as the status in the opened list.
- Check the boxes next to the invoices you want to pay.
- Click the green "Pay" button (the button also displays the total amount of the selected payments).
- An "Authenticate payments with Google Authenticator pin code" window will appear. Enter the pin code into the field and press "Send". The payment will be sent from the account on the selected due date.
- You can access the same view by navigating to Economy → Purchase Invoices and clicking on the "To be Paid" box on the main purchase invoices page.