In this module you can review and manage Incoming invoice documents. The incoming invoice is the base document of procurement: you record on it the data of the invoice received from the supplier, that is, what you bought, from whom, at what price and under what payment terms. The list shows all recorded incoming invoices in one place, lets you search among them, and is the starting point of the most important actions (recording a new invoice, closing, cancellation, settlement, sending an email, printing, downloading, creating a warehouse receipt).
The screenshots in this guide were taken in the Hungarian interface; the Hungarian labels are given in parentheses in the captions.
The possible states of Incoming invoice documents are: Draft, Closed, Cancellation, Cancelled — the meaning and restrictions of each state are detailed in the Frequently asked questions section. Besides the main list, the Procurement / Incoming invoices menu contains separate views: the list of Expiring incoming invoices, Online incoming invoices and Email invoices.
Click Main menu / Procurement / Incoming invoices / List and all recorded incoming invoices appear. Above the table, on the Actions tab, you can work with the selected invoice using the following buttons:
The icon in the top right corner of the list copies the content of the table to the clipboard, so you can paste it into a spreadsheet, for example. The same quick actions are also available from the context menu that opens when you right-click an invoice row.
The dropdown of the Document management button creates a new related document from the selected invoice or modifies the invoice:
The Download menu is divided into two groups: the commands of the List operation group export the entire list currently visible (even without a selection), the commands of the Document operation group apply to the selected invoice. The PDF preview shows the invoice without downloading it.
Click the Search tab above the table to display the filtering options. The most frequently used fields are visible right away: Partner company name, Document number, Currency, Status (several values can be selected) and Settled (Yes / No). The Expand button opens further, more detailed filters: searching by date in the Document date, Performance date, Due date and Settlement time fields, and filtering by Payment method (several values can be selected), Employee, Item number, Project, Job number and Department number. You can apply the set conditions with the Search button; a separate icon saves the search and another deletes the saved search, and the saved search is loaded automatically the next time you open the list.
On the View and layout tab you can set how the list is displayed:
These settings are saved for your user, so they are kept the next time you sign in.
The panel displayed below the list lets you quickly review the data of the selected invoice without opening it. The panel contains several tabs:
The Location codes and List of serial numbers tabs appear only if these functions are enabled for your company. The panel can be pinned (set to a fixed size) with the icon in its top right corner, and you can change its size by dragging the divider at the top of the panel.
The Additional functions tab offers extra options related to the selected invoice that help your daily work:
If you want to find out which supplier invoices you have not paid yet, use the Settled filter (No) on the Search tab and select the Closed state in the Status field. The list then shows only closed invoices that have not been settled yet, and you can export them straight to a spreadsheet with the Download / XLSX list command.
The default columns of the list and their meaning:
| Field / Element | Required | Description |
|---|---|---|
| Document number | The identifier of the incoming invoice, that is, the serial number written on the invoice by the supplier (e.g. BSZL260817-01). | |
| Document date | The issue date of the invoice. | |
| Performance date | The date on which the purchase was actually fulfilled. | |
| Partner company name | The name of the supplier (partner) who issued the invoice. | |
| Partner contact person | The name of the contact person on the partner side. | |
| Net value | The total net value of the invoice items. | |
| VAT rate | The total VAT amount of the invoice items (despite its name, the column shows the VAT value). | |
| Gross value | The total gross value of the invoice items, that is, the total amount payable. | |
| Settled | The amount of the invoice settled so far. If you have not recorded any settlement yet, the value is 0. | |
| Currency | The currency used on the invoice (e.g. HUF, EUR). | |
| Exchange rate | The exchange rate applied on the invoice, if the invoice was not issued in the company base currency. | |
| Employee | The name of the employee who recorded the invoice. | |
| Status | The current state of the invoice (Draft, Closed, Cancellation, Cancelled). |
The set of displayed columns can be customised in the View and layout / Columns setting — the list above shows the default view. A separate file indicator column can also be selected among the columns.
The columns of the Items tab of the preview window and their meaning:
| Field / Column | Required | Description |
|---|---|---|
| Name | The name of the product or service on the item. | |
| Item number | The unique item number of the product, by which it can be identified in the master data. | |
| Gross weight | The total gross weight of the item (quantity × unit weight), calculated from the unit weight recorded in the product master data. | |
| Quantity | The purchased quantity in the unit of the product. | |
| Net unit price | The net purchase price per unit of quantity. | |
| Action | Quick actions for the row; in the preview window it is for viewing only. |
Closing finalises the invoice, so the items and header data can no longer be edited afterwards. If you find an error, you can cancel the invoice, or use the Document management / Modification command to cancel and copy it in one step, then correct the copy and record it again. With the Cloning function you can also start a new Draft invoice from a closed one.
The buttons are active depending on the state of the selected invoice. Close is available only for an invoice in Draft state. Send email, Bank document, Bank transaction, Warehouse receipt, Worksheets and Print / Document can be used only for a closed (or later-state) invoice, while the Settlement command works for an invoice in Draft or Closed state. Permanent deletion can be selected only for invoices already in the cancelled state. If no button is active, check whether you have selected a row in the table.
An incoming invoice is issued by the supplier, so the cancellation invoice is also sent by the supplier. When you cancel, the system asks for the serial number of the cancellation invoice with the message "A bejövő számla sztornózáshoz meg kell adni a sztornó számla sorszámát!" (to cancel the incoming invoice, you must provide the cancellation invoice's number); in the window the Cancellation invoice number field is prefilled with the original document number followed by the "-S" suffix, which you can overwrite with the real serial number received from the supplier. The details are described in the Incoming invoice sheet guide.
Cancellation only cancels the invoice. Cancel and copy also creates a copy next to the cancellation, and the Modification command of the Document management menu starts the same cancel-and-copy operation on a closed invoice. Permanent deletion no longer means cancelling: it removes an invoice that is already in the cancelled state permanently, so use it carefully.
The Settlement command immediately records the selected invoice as settled in its full gross amount with today's date, without a separate window. For partial settlement or another date, open the invoice and use the Settlement window of the sheet; for recording on the bank or cash side, use the Bank document and Bank transaction options.
Narrow the list to the required invoices on the Search tab, then use Download > XLSX list to export the entire list currently visible to a spreadsheet — even without a selection. If you also want the items of the invoices, use the XLSX item list or XLSX item list grouped command.
Under the Main menu / Procurement / Incoming invoices menu there are separate menu items: Expiring invoices (Expiring incoming invoices), Online invoices (Online incoming invoices) and Email invoices (Email invoices). This list shows the incoming invoices that have already been recorded.
The module appears in the menu only if it is assigned to your user. If it is missing, ask your company administrator to check the module assignment of your user.
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