The purpose of recording is to add expense accounts, dimensions and VAT codes to expenses or purchases made on the basis of the invoice to use this as a recording in the accounting software and receive basic information for analysing and managing the company’s expenses. 

A purchase invoice may be sent for an approval round together with recordings or recordings may be added to an approved purchase invoice. In which stage the existence of a systematically balanced recording is checked, depends on the selections made under “Other settings”.

NB! Important link: in order for VAT accounting to work on a purchase invoice in Envoice, the supplier VAT identification number field must be completed on the supplier’s card. Otherwise the purchase invoice does not enable VAT accounting.

Fast expenses distribution

If it is a purchase invoice that is desired to be recorded on one expenses account in accounting, fast expenses distribution can be used. Recently used expenses and dimensions are offered under the fields in brown writing.

If however it is a more complex transaction for the purposes of expenses distribution, the amending view must be used for recording.

Recording in the amending view

An invoice can be recorded if it is digitised in advance either by the Envoice digitising service or by yourself. A digitised invoice is one in respect of which at least one invoice row that matches the invoice amounts has been entered. Therefore in the following view the service/product description, net amount and VAT rate on the invoice must be included as a minimum.

Then it is possible to make entry rows from invoice rows. Several entry rows can be made from one invoice row and several invoice rows can be aggregated into one entry row depending on the cost accounting principles of the company.

Pre-prepared recording templates may be used for invoice as well as entry rows.

Entering the VAT code and ledger account is required as a minimum for entry rows, without these it is only possible to save a draft. These must be included for final saving. The small icons at the end of the entry row enable to amend, share and delete the entry row.

Charging VAT to expenses

The button “VAT to expenses” enables to select to proportionately charge VAT to expenses as well, if such functionality is permitted in the VAT rates settings.

If you select “Create a recording template” from the recording view, you will be redirected to the recording templated creation view.

Recording templates

Using recording templates helps simplify work in case of receiving periodic or recurring invoices. Recording templates can be created from an invoice if for example the supplier’s invoice is recorded for the first time, but recording templates can also be created under settings (menu bar “Settings” and then “Purchase”).

The template type can be selected to be either general or supplier-based. The general template can be applied to similar services or goods that are bought from different suppliers but which generally have the same recording, e.g. advertising or office supplies. A contract and reference number can be added to the supplier-based template as well.

Recording templates can be invoice-based and invoice row based. An invoice-based template means that the invoice general amount can be charged to expenses as one amount or the total sum of the invoice can be divided on the basis of percentages or equal parts between accounts and dimensions.

By clicking the button “Amend” when creating an invoice-based template, the following view opens:

An invoice row based template is used if the rows on the invoice received from the supplier are desired to be recorded as a separate expense in accounting as well. When using the invoice row based recording template it must be monitored very carefully that the invoice received from the supplier is still in accordance with the created template and the template must be updated if necessary. It is also recommended to make an invoice row based template supplier-based. It is also possible to divide the row in turn between dimensions as well as accounts when using the invoice row template as well.

By clicking the button “Amend” when creating an invoice-based template, the following view opens:

A description or name or product/service code must be added to the row pursuant to which the invoice row is linked to the recording.

NB! Good to know: it is recommended to use recording templates before sending for an approval round for these to be applied correctly.

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