!!User interface Postings !!User interface Post receipts !!User interface Postings header !!User interface Debtors/creditors

Manage receipts

Receipts are used to document all transactions and, therefore, play an indispensable role for a correct accounting. Every posting needs to have a receipt as a basis. There are many different types of receipts, such as invoice, credit note, cash voucher or rebooking document.

The Accounting module offers three possible ways to manage and assign receipts to postings:

• Click the [ASSIGN RECEIPT] button in the POSTINGS tab to assign a receipt to an existing posting in the postings list, see Retrieve a receipt.
• Access the POST RECEIPTS tab to assign a receipt uploaded in the Documents module and create the corresponding posting manually, see Post a receipt.
• Click the Supplier receipts menu entry in the EDIT context menu to specifically assign a supplier receipt, see Post a supplier receipt.

Supplier receipts is a special feature that interacts with the Purchasing and Payment processing modules, and therefore the appropriate settings must be configured first.

Retrieve a receipt

You can retrieve and assign a receipt that has not yet been registered to an existing posting. Any unregistered receipts uploaded in the system are displayed in the POST RECEIPTS tab.

After being uploaded, the receipts are stored in the New documents folder in the Documents module. Once they are booked, they are moved automatically into the Registered documents folder and then placed in the appropriate sub-folder according to the following structure:

• 10000-69999 personal account numbers in case of a debtors'/customers' document
• 70000-99999 personal account numbers in case of a creditors'/suppliers' document

Prerequisites

• A fiscal year has been selected, see Select fiscal year.
• The Documents module has been installed.
• A receipt has been uploaded in the Documents module.

Procedure

Accounting > Post > Tab POSTINGS

1. Select the posting to be assigned a receipt from the postings list in the POSTINGS tab.
   The existing posting details are displayed in the input line fields.

2. Click the [ASSIGN RECEIPT] button.
   The Attach Document window is displayed.

   This button is only displayed if the Documents module is installed.

   

3. Click the New documents folder in the side bar.
   All unassigned documents are displayed.

   

4. Select the document to be assigned to the posting in the list of documents.

5. Click the [SELECT DOCUMENT] button.
   The selected document has been assigned to the posting. The Attach Document window is closed. The icon (=Beleg, EN: receipt) is displayed next to the posting in the postings list.

   

   You can click the icon to display the corresponding receipt. The Attached document window is displayed. If the receipt assignment needs to be undone due to a mistake, click the [CANCEL ASSIGNMENT] button in the Attached document window.

Post a receipt

External receipts uploaded in the system and not yet registered can be assigned manually in the Accounting module. The invoices uploaded in the New documents folder in the Documents module are recognized by the system and displayed in the POST RECEIPTS tab.

Prerequisites

• A fiscal year has been selected, see Select fiscal year.
• The Documents module has been installed.
• A receipt has been uploaded in the Documents module.

Procedure

Accounting > Post > Tab POST RECEIPTS

All unassigned documents uploaded in the New documents folder in the Documents module are displayed in the POST RECEIPTS tab. If there are no unassigned documents, the No documents left to be registered notice is displayed in the POST RECEIPTS tab.

1. Select the document to be assigned. You can scroll through the available documents using the arrows to the left and right of Document .

2. In the input line under the document, click the Currency code drop-down list and select the appropriate currency for the posting. All currencies configured in the system are displayed in the list. By default, the base currency is preselected.

   Currency exchange rate can also be adjusted if needed in the Rate field.

3. Enter the posting amount in the Turnover field. This field is mandatory.

   The fields Turnover, Contra account, Date and Account must be filled to create a manual posting.

4. Enter an account number in the Contra account field.

   After you have entered at least two numbers in the field, a list is displayed below the field with all accounts matching the entry. You can also select the corresponding account in the list.

5. Enter a reference number, usually the invoice number, in the Receipt 1 field.

6. Enter the date for the manual posting in the Date field. The valid date format is DDMMYY.

7. Enter an account number in the Account field.

   After you have entered at least two numbers in the field, a list is displayed below the field with all accounts matching the entry. You can also select the corresponding account in the list.

8. If desired, enter any other relevant manual posting information in the corresponding fields.

9. Click the [POST] button.
   The manual posting is created and linked to the selected receipt. The notice "Document linked. Posted." is displayed above the input line. The new posting is displayed in the postings list in the POSTINGS tab. The icon (=Beleg, EN: receipt) is displayed next to the posting in the postings list.

   If there are further unregistered documents, they will be displayed in the POST RECEIPTS tab. Otherwise, the notice "No documents left to be registered" is displayed.

Post a supplier receipt

In addition to the posting process and assignment of general receipts, there is an enhanced function to specifically post supplier receipts.

Suppliers' invoices can be uploaded in the New supplier receipts folder in the Documents module, which will be recognized by the system and displayed in the Acquire tab in the Supplier receipts window. Once the supplier receipts are posted, they are moved automatically into the Acquired documents folder.

Moreover, this function interacts with the Purchasing and Payment processing modules, and allows to check supplier receipts before posting them in the system. For example, the person who placed the order can be responsible for approving the supplier receipt and releasing the payment.

Acquire a supplier receipt

You can enter a supplier receipt uploaded in the system and create and associated manual posting.

Prerequisites

• A fiscal year has been selected, see Select fiscal year.
• The Supplier receipts + payment proposal list plug-in has been installed.
• The New supplier receipts folder has been created in the Documents module, if not already available.
• At least one supplier receipt has been uploaded in the New supplier receipts folder.

Procedure

Accounting > Post > Tab POSTINGS

1. Click the [EDIT] button in the header above the postings list.
   A context menu is displayed.

   

2. Click the Supplier receipts menu entry in the context menu.
   The Supplier receipts window is displayed. The external receipts uploaded in the New supplier receipts folder in the Documents module are displayed in the Acquire tab.

   

   If there are no receipts to be booked, the No documents left to be registered notice is displayed.

3. Select the document to be assigned. You can scroll through the available documents using the arrows to the left and right of Document .

4. In the input line under the document, enter the posting amount in the Turnover field. This field is mandatory.

   The currency exchange rate can also be adjusted, if needed, in the Exchange rate field. The fields Turnover, Contra account, Date, Account and Posting text must be filled to create a manual posting.

5. Enter an account number or an account description in the Contra account field.

   After you have entered at least three characters in the field, a list is displayed with all accounts matching the entry. You can also select the corresponding account in the list. Alternatively, click the drop-down list and select the applicable contra account.

6. Enter a reference number, usually the invoice number, in the Receipt 1 field.

7. Enter the date for the manual posting in the Date field. The valid date format is DDMMYY.

8. Enter an account number or an account description in the Account field.

   After you have entered at least three characters in the field, a list is displayed with all accounts matching the entry. You can also select the corresponding account in the list. Alternatively, click the drop-down list and select the applicable contra account.

9. Click the Payment target drop-down list and select the appropriate payment target for the receipt. The payment target configured in the supplier settings, if any, is preselected, see Invoicing.

   A split posting can also be performed with the [SPLIT] button, if necessary. For detailed information, see Split a posting.

10. Click the [ACQUIRE] button.
    A pop-up window is displayed while the changes are being saved. The supplier receipt has been acquired and is displayed as New in the Overview tab.

    

Release a supplier receipt in Purchasing

To post a supplier receipt in the system, it needs to be released in the Purchasing module first.

Prerequisites

• The supplier receipt has been entered in the system, see Acquire a supplier receipt.
• The supervisor is set to the person responsible for the receipt release in the CRM information tab in the suppliers' configuration, see CRM information.
• The supplier settings are adjusted according to the service or product supplied, see Default values section in Invoicing.

Procedure

Purchasing > Check supplier receipts

1. Click the receipt to be released in the list.
   The receipt entered in the system is displayed in the central section of the workspace.

   

2. If the supplier receipt is found to be correct, click the [RELEASE] button. A confirmation window is displayed.

   

3. Click the [OK] button in the confirmation window.
   The supplier receipt is no longer displayed in the Check supplier receipt tab.

   After it has been released in the Purchasing module, the supplier receipt status changes from New (red) to Released (yellow-green) in the Status column of the Overview tab in the Supplier receipts window.

Financial accounting takeover

You can select the released supplier receipt and make any necessary checks or changes before posting it.

Prerequisites

The supplier receipt has been released in the Purchasing module, see Release a supplier receipt in Purchasing.

Procedure

Accounting > Post > Tab POSTINGS > Context menu EDIT > Menu option Supplier receipts > Sub-tab Financial accounting takeover

1. Select the receipt to be posted in the system.
   The receipt data are displayed in the input line.

2. Make any necessary checks and changes.

3. Click the [SAVE] button.
   A pop-up window is displayed while the changes are being saved.

4. Select the receipt to be posted and, if no further changes are needed, click the [TAKE OVER SELECTED ONES] button.
   A pop-window is displayed while the receipt is being taken over. The receipt has been posted to the Accounting module. The posting is displayed in the postings list. An open item for the corresponding supplier (creditor) has been created.

   After it has been taken over, the supplier receipt status changes from Released (yellow-green) to Completed (green) in the Status column of the Overview tab in the Supplier receipts window.