On the Incoming invoice sheet you can record the data of the invoice received from the supplier: who issued it, when, under what payment terms, and which products or services it contains. Here you can also close, settle and cancel the invoice, and start the related warehouse receipt document. A closed incoming invoice is one of the base documents of the procurement process, from which stock receipt and tracking of the supplier debt start.
The screenshots in this guide were taken in the Hungarian interface; the Hungarian labels are given in parentheses in the captions.
The states of the incoming invoice are: Draft (editable, not yet finalised), Closed (finalised, cannot be modified), Cancellation and Cancelled (after the invoice has been cancelled). To review the recorded invoices, see the Incoming invoice list guide.
Click Main menu / Procurement / Incoming invoices / New, or the New button of the Incoming invoice list. The Új bejövő számla (new incoming invoice) sheet opens with Draft status and an empty Items table. You can open an existing invoice from the list with the Open button.
There are three tabs at the top of the sheet: Actions (save, close, cancellation, history, download, print, document management, settlement), Additional functions (sent items, new email, new product, new partner, new task, partner card, delivery note usage) and View and layout (interface and behavior, columns).
Fill in the invoice header based on the invoice received from the supplier:
Click the refresh icon (the Document number check button) next to the Document number field and the system checks whether an incoming invoice has already been recorded with the entered serial number. If so, the warning "Iktatásra került már egy másik bejövő számla ezen a sorszámon!" (another incoming invoice has already been filed under this serial number) appears; with the Újat kezdek (I start a new one) button you can restart the recording, with the Folytatom (I continue) button you can keep the data so far. If the serial number is still free, you get the message "A sorszámon még nem került iktatásra számla!" (no invoice has been filed under this serial number yet). This check helps you avoid recording the same supplier invoice twice; when saving, the system also warns separately if the document number already exists ("A bizonylatszám már létezik a rendszerben!").
On the Items tab add the products and services on the invoice. The buttons of the toolbar above the table:
The columns of the table: Name, Item number, Quantity, Net unit price, VAT rate, Net value, VAT value and Gross value. Below the table you can see the number of rows and items, the Other costs field (for example shipping or customs cost), which is distributed proportionally over the cost prices of the items (cost price = purchase price + proportional other cost), and the Net value, VAT value and Gross value totals of the invoice.
In the item editor window that opens with New, you can enter the data of the item on the Tulajdonságok (Properties) tab: Item number, Name, Quantity, VAT rate, Nettó alapár (net base price), Kedvezmény / Felár (%) (discount / surcharge), Net unit price, Bruttó egységár (gross unit price) and Tétel megjegyzés (item comment). The data of Raktározási alapadatok (basic warehousing data) and Könyvelés (accounting) can be set on further tabs. The right-hand panel shows on the Alapadatok (basic data) tab the price and stock data of the selected product (selling and purchase price, physical, reserved, available and incoming stock), and further information on the Egyéb (other) tab. At the bottom of the window you see the net, VAT and gross value of the item. With the Hozzáadás (Add) button the item goes onto the invoice, and with Hozzáadás és új termék (Add and new product) you can start creating a new product that is not yet in the master data right after adding the item.
If you have already recorded an incoming delivery note from the supplier, you do not have to retype its items. Select the partner, then on the Additional functions tab click the Delivery note usage button. The window that opens lists, from the closed, not yet invoiced incoming delivery notes of the given partner (at most 99), the Document number, Partner company name and Gross value data. Tick the delivery notes you want to use and click Save: the items of the delivery notes are added to the Items table of the invoice. The items are permanently recorded when you save the invoice. If no partner is selected, the system shows the warning "Kérlek válassz egy partnert!" (please select a partner). The function is available only on an invoice in Draft state. The handling of delivery notes is described in the Incoming delivery note document guide.
The AI processing button on the toolbar of the Items tab appears only if you opened the sheet from an invoice received by email with a PDF attachment (see the Email invoices guide); in that case the PDF is also visible on the right side of the sheet. The button starts the recognition of the items of the attached PDF invoice using AI. The system asks for confirmation ("Ez néhány másodpercig tarthat, a felismert tételek automatikusan bekerülnek a listába, ellenőrizd mentés előtt. Folytatod?" — this may take a few seconds, the recognised items are added to the list automatically, check them before saving), then loads the recognised items into the Items table. If a recognised product is not in the master data, the system gives a warning. If the AI finds no processable item, you get the message "Az AI nem talált feldolgozható tételt a számlán" (the AI found no processable item on the invoice), and in case of an error "Az AI feldolgozás sikertelen, próbáld újra!" (the AI processing failed, try again). The result of the recognition always needs checking, so compare the items with the original invoice before saving.
On the Actions tab the Save button records the data, but the invoice stays in Draft state, so it can still be edited. Save and close in the dropdown closes the invoice immediately after saving. If you want to finalise an already saved draft, use the Close button. On closing, the invoice is finalised and no further modification is possible. If the pre-closing check is enabled at your company, the system warns you of possible discrepancies before closing. From the dropdown of the Close button you can print (Close and print) or download (Close and download) right after closing.
In the dropdown of the Settlement button you can choose from the following: Bank document, Bank transaction and Settlement (the Cash register document option is currently not selectable). The Settlement command can be used on an invoice in Draft or Closed state, the bank and cash options on a closed invoice. In the Settlement window you see the partner, the invoice number, the payment method, the gross total of the invoice and the remaining amount; if you have not recorded a settlement yet, the message "A bizonylatra még nem könyveltünk kiegyenlítést!" (no settlement has been posted for this document yet) is shown. Enter the Settlement amount and the Settlement date, then click Save for a partial settlement, or Mentés teljes kiegyenlítéssel (Save with full settlement) if you want to settle the entire remaining amount of the invoice.
The Cancellation button cancels an invoice in Draft or Closed state, and Cancel and copy is also available in the dropdown. Since the cancellation of an incoming invoice is also issued by the supplier, the Rendszerüzenet (System message) window that opens asks for the serial number of the cancellation invoice: fill in the Cancellation invoice number field (by default the original document number with the "-S" suffix is filled in), if needed the Performance date, Internal comment and Customer comment fields too, then click Save. In the upper part of the window you see the identifier, issue date, performance date and total amount of the original invoice. After saving, the invoice counts as cancelled and it cannot be restored.
From a closed invoice, in the Document management menu you can start a Warehouse receipt (see the Warehouse receipt document guide) or Worksheets document, and with the Cloning command you can start a new incoming invoice taking over the data. From the Download menu you can request a PDF or XLSX export, the PDF preview shows the invoice without downloading, and from the Print menu you can print the document or the product label. The History button shows the documents related to the invoice.
Before you start recording a longer invoice, enter the supplier's serial number in the Document number field and check it with the icon: this way you cannot record the invoice twice. Save the draft regularly, and wait to close it until you have compared the items with the original invoice, because it cannot be modified after closing.
The fields of the sheet header:
| Field / Element | Required | Description |
|---|---|---|
| Document number | The serial number on the supplier's invoice. With the refresh icon you can check whether it has already been recorded. | |
| Status | The state of the invoice (Draft, Closed, Cancellation, Cancelled). View only. | |
| Currency | The currency of the invoice. It cannot be modified after the first save. | |
| Exchange rate | The applied exchange rate; shown only for an invoice in a foreign currency. | |
| Payment method | The payment method on the invoice; a new one can be created with the + icon. | |
| Document date | The issue date of the invoice. | |
| Performance date | The date of performance. | |
| Due date | The payment deadline. | |
| Settlement time | The point in time to which the invoice belongs from the accounting point of view. | |
| Partner company name | The supplier who issued the invoice. A new partner can be added with the + icon, the partner card icon opens the partner record. | |
| Partner contact person | The contact person of the partner. | |
| Billing address | The billing address of the partner. | |
| Shipping address | The shipping address of the partner. |
The elements of the Items table and the item editor window:
| Field / Column | Required | Description |
|---|---|---|
| Item number | The identifier of the product in the master data. | |
| Name | The name of the product or service on the invoice. | |
| Quantity | The purchased quantity. | |
| VAT rate | The VAT rate applicable to the item. | |
| Nettó alapár (net base price) | The net price of the item before discount or surcharge. | |
| Kedvezmény / Felár (%) (discount / surcharge) | A percentage discount or surcharge on the net base price. | |
| Net unit price | The net price per unit (modified by the discount or surcharge). | |
| Bruttó egységár (gross unit price) | The gross price per unit. | |
| Tétel megjegyzés (item comment) | A free-text comment on the item. | |
| Net value, VAT value, Gross value | The net, VAT and gross value of the item or of the invoice total; calculated by the system. | |
| Other costs | For example shipping or customs cost, distributed proportionally over the cost prices of the items. |
The system checks the required fields when saving; if one is missing, the save is not performed.
A closed invoice is a finalised document, so its items and header data can no longer be edited. In case of an error, cancel the invoice, or in the list use Document management / Modification to cancel and copy it at the same time, then correct the copy and record it again.
The AI processing button appears only if you opened the sheet from an invoice received by email with a PDF attachment. For a manually created new invoice the button is not visible. It can be used when started from the list of Email invoices.
The recognition is an aid, but it does not replace checking. The recognised items are added to the Items table automatically, and the system itself warns about this: check them before saving and compare them with the PDF invoice shown next to the sheet. If a product is not in the master data, the system gives a warning.
The message means that another incoming invoice has already been filed under this serial number. The Document number check found an already recorded incoming invoice with the same serial number. You have probably already entered the same invoice. With the Újat kezdek button you can restart the recording, with the Folytatom button you can keep the data so far if you are deliberately recording an invoice with the same serial number.
The window lists only the closed, not yet invoiced incoming delivery notes of the given partner, so select the partner first. If there is no result, check that the delivery note is closed and is issued for the same partner. Details are in the Incoming delivery note document guide.
Open the Settlement / Settlement window, enter the partially settled amount in the Settlement amount field and the day of payment in the Settlement date field, then click Save. The Remaining amount field shows how much is still outstanding. If you want to settle the entire remaining amount, use the Mentés teljes kiegyenlítéssel button.
To cancel an incoming invoice you have to enter the serial number of the cancellation invoice received from the supplier, because the cancellation is issued not by you but by the supplier. The field is prefilled with the combination of the original serial number and the "-S" suffix; if the supplier gave a different serial number, overwrite it.
No. The system also indicates this before deletion: on deletion the document goes to a deleted or cancelled status and cannot be restored. If the invoice is valid after all, record a new one, for example with the Cloning command from the original data.
The other cost (for example shipping, customs) is distributed proportionally over the cost prices of the items: cost price = purchase price + proportional other cost. The information icon next to the field also indicates this.
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