The following options are available for adding purchase invoices:
- Send the purchase documents received by the company to Envoice’s unique e-mail address of the company. The company’s unique e-mail address can be seen in the settings main view;
- Use the Envoice mobile application;
- Manually upload the invoices to Envoice;
- Activate the receipt of e-invoices on the company’s desktop.
The following processing of invoices depends on which digitisation package the company is using. If the company has activated the digitisation Standard or Enterprise solution, after the automatic digitisation the invoices also pass a human check and the added documents will appear on the system already completely digitised. The first row of the invoice is digitised by default; if you wish to digitise all rows on the invoice, this can be activated separately.
If the data extraction SmartExtract has been selected, the received documents undergo automatic digitisation. Automated digitisation may not be able to get all of the necessary information from the invoice and may require manual adjustment. The specification of the data of the invoice is described below.
Digitised purchase invoices and e-invoices
The accountant sees received invoiced and e-invoices in the desktop menu point under the respective division. According to the rules applicable in the company the purchase invoices move either for approval or recording. These actions can be made simultaneously as well as consecutively.
Under settings in the menu point “Other settings” it must be described which control mechanisms are implemented in the company:
- Whether recording is checked at each approval, which means that accounts must be determined by each approver and the recording must be mathematically correct and in balance;
- Whether for final approval the invoice must be recorded i.e. all accounts must be present and the entry in balance;
- Whether it is warned before the approval round if the invoice is not recorded.
Changing documents manually
After uploading and processing an invoice the invoice can be opened so that the invoice view is open on the right and information can be entered on the left:
Adding the sender of the invoice
The sender of the invoice must be added as the first step, and they can be selected from existing companies or a new company can be added. Adding a new company is related to the Krediidiinfo database, from which the company is found by entering the first letters of its business name. In order to add an invoice recipient already in the contacts you must start entering the business name as well and potential companies set up as contacts will appear into the selection.
Entering general invoice data
If the invoice recipient is added, you can start entering the invoice general data. Some of the fields in this view may be pre-completed by default according to earlier settings, but these values can be overwritten if necessary.
Invoice type can be selected as “debit” or “credit” from the drop-down menu. If you select “credit” as the invoice type, it is a credit invoice and the part concerning the invoice amounts must be entered with a minus sign.
Means of payment: you can choose a means of payment pre-set by the company’s accountant from the drop-down menu. The default means of payment is “transfer”. Selections definitely also include means of payment that signify an invoice paid in cash or by card payment.
Transfer date means the date on which this invoice is recorded in accounting as an expense or purchase. By default this may be the invoice date but this can be changed and monitoring this is especially important in case of periodic invoices and in cases where the invoice date and the date of the economic transaction taking place are different.
It is additionally possible to add more fields that are in the right corner under the button “Show all”:
Entering invoice rows
In respect of entering invoice rows it is mandatory to fill at least one row with data. It is mandatory to enter the row description i.e. “service/product”, the row net amount and the VAT rate.
Depending on the company’s expenses accounting principles, an invoice of several rows received from the supplier may be entered as a one-row invoice as well if the rows do not separately have important information for the purposes of distributing expenses. An invoice that is distributed between other expenses in accounting on other principles than what is on the supplier’s account (e.g. utilities costs of rooms that may be distributed between departments according to the proportions established in the company) may also be entered as one row. If the received invoice has more than one VAT rate, the invoice rows must minimally be entered by VATs.
Invoice sum block
If the submitter of the invoice does not use more than two decimal places in their system and summation and rounding on their invoice rows happens on the same principles as in Envoice, then it is likely that the same amounts are displayed in the sum block and the invoice can be saved. It is possible to change the VAT amount in the sum block but the entire invoice sum will change then as well.
If there is a difference in the entire invoice sum, the functionality “Lock invoice rows” must be used. Then it is possible to overwrite the “total invoice sum” and the difference is calculated as a correction in respect of which the net amount is adjusted in the exported accounting entries.