Incoming invoice expense sheet

On this sheet, opened from Main menu / Procurement / Incoming invoices / New expenses, you can record an expense among the incoming invoices, for example a cost for which no supplier invoice arrived, or for which you do not want to enter a supplier invoice number (small purchases, travel costs, service fees). The screen is similar to the incoming invoice sheet but simpler: there is no supplier invoice number, no PDF preview and no AI processing, only the essential data and items of the expense. Note: the screenshots are from the Hungarian interface; Hungarian labels are shown in parentheses in the image descriptions.

• Automatic identifier: the system generates the document number itself in the form KLTS-YYYYMMDD-random number (for example KLTS-20261006-4821). The field is not visible on the sheet, so you do not have to invent it and you cannot change it.
• Few required fields: currency, payment method, performance date, due date, settlement time, partner and billing address.
• Item-level recording: you can split the expense into items; the net, VAT and gross totals at the bottom of the sheet update continuously.
• Statuses: a new expense starts as Draft and can be edited. Closed finalizes it, Cancellation is the cancelling document and Cancelled is the original document that has been cancelled.

Which page should you use?

• New expenses (this sheet): a manually recorded cost without a supplier invoice number.
• New (incoming invoice sheet): manual entry of a supplier invoice with the supplier own invoice number.
• Online invoices: filing of invoices downloaded from NAV Online; you do not type the data.
• Email invoices: filing of PDF invoices forwarded by email to the company invoice mailbox.
• Expiring invoices: not a new entry: monitoring of already recorded, unsettled incoming invoices and expenses.

1. Opening the sheet

Click Main menu / Procurement / Incoming invoices / New expenses. The New expense sheet (Új költség) opens with an empty draft. On the Operations tab you find the Save, Close, Cancellation, History, Download, Printing, Document management and Settlement buttons, below them the header data and further down the item table.

New expense sheet – Operations tab and header (Műveletek)

2. Filling in the header

Fill in the header. Example: a taxi ride of 12,700 HUF that you paid on the same day:

• Currency: HUF (the default currency is preselected; for another currency the exchange rate field also appears).
• Payment method: for example cash.
• Performance date: the day of the expense, today by default, but you can change it.
• Due date and Settlement time: they start empty for a new expense but must be filled in to save. For an already paid expense, enter the performance date here as well.
• Partner company name: the taxi company. With the icon in the field you can pick from the partner master data, and with the + button you can add a new partner immediately.
• Partner contact person and Billing address: data of the selected partner; the billing address is required.

3. Adding items

On the Items tab, use the New button to add an item (in the example: "Taxi ride", quantity 1, net unit price and VAT rate according to the taxi receipt). Edit the selected item with Open or remove it with Delete. Helper functions: Import, Barcode collector, Group discount, Group price list, Cloning, Product label, Template and Product card. Below the table you see the Net value, VAT value and Gross value totals in the currency of the expense.

4. Additional data

Among the tabs below the items, the Settings tab lets you set the billing and shipping address, the Project, the Job number and the Department number, so you can link the expense to a project or department. On the Internal comment tab you can write a free-text note (or choose a prepared one) for internal use only. On the Related documents, Tasks and Files tabs you manage other documents, tasks and attached files (for example a photo of the receipt) belonging to the expense.

Settings tab – addresses, project, job number, department number (Beállítások)

Internal comment tab (Belső megjegyzés)

5. Additional functions

On the Additional functions tab you can, without leaving the sheet, open the Sent items list, write a New email, add a New product or a New partner, create a New task, open the Partner card, and use Delivery note usage to pull a delivery note into the expense. The CRM link at the top right leads to the notes of the partner.

Additional functions tab (Kiegészítő funkciók)

6. Saving, closing, settling

With Save you record the expense as a Draft; nothing is stored in the system until you save. When everything is correct, finalize it with Close. A wrongly recorded, already closed expense can be reversed with Cancellation. With Settlement you settle the expense with a cash register or bank document, and History shows the changes of the document.

Header fields and their meaning:

Columns of the item table:

The lower tabs: Items, Internal comment, Settings (billing address, shipping address, project, job number, department number), Related documents, Tasks and Files. The tabs found on the incoming invoice sheet for goods receipt, customer comment, data reporting and custom fields are not available on the expense sheet.