Accounting

In accounting you record what an invoice is paid for: you split the invoice amount into one or more item lines with account, cost center and VAT rate. You can only finish the accounting once the total of the lines matches the invoice amount.

1. Check the header data

Open the task. Below the title Kontierung you see the key information about the document. The header data was read by text recognition during intake; it is usually correct.

If something is wrong, switch to the Overview tab and correct it there, for example invoice number, invoice date or amount.

VAT rates

The Overview tab also shows the VAT rates of the invoice with their amounts. If they do not match the invoice, adjust them here. They determine which amounts you have to account for: for each VAT rate, the total of the item lines with that rate must equal the amount in the overview.

2. Keeping an eye on open amounts

At the top of the Accounting tab, a chart shows for each VAT rate how much has already been accounted for (green) and how much is still open (red).

Chart above the accounting table with one green and one red bar per VAT rate

Accounting for the remaining amount

Click the red bar. invoiceR creates a new item line, sets the VAT rate and fills in the amount that is still open. You only need to add description, account and cost center.

3. Recording an item line

Click the plus icon above the table (Add new itemline). The new line opens for editing.

Field	Note
Description	The posting text. As you type, invoiceR suggests texts from earlier accounting. Use the arrow keys and Enter to accept a suggestion.
Account	The list is filtered so that you mainly see suitable accounts. The filter icon or F4 switches the filter off and on again.
CostCenter	Which cost centers are available depends on the account. If you change the account, a selected cost center may disappear.
Vat Rate	Only the rates shown in the overview for this document.
Net Amount / Gross Amount	Fill in one of the two fields. When you leave the field, invoiceR calculates the other one using the VAT rate.

Depending on the setup there are further fields, for example project or cost unit, and several forms (tabs) at the top of the line for different kinds of postings.

Close collapses the line. For a split accounting, simply record further lines.

Expanded item line with the fields Description, Account, CostCenter, Vat Rate, Net Amount and Gross Amount

Net or gross?

If you enter net amounts, invoiceR adds the VAT and calculates the gross amount. So you do not need to work out the VAT yourself in a split accounting. At the end, check in the chart that nothing is open for any VAT rate.

Keyboard shortcuts

Key	Effect
Ctrl + Q	Create a new item line.
F2	Create a new item line and use the text you selected in the file as its description.
F4	Switch the account filter off or on.

4. Templates and splitting

Depending on your permissions, there are further buttons above the table:

• Show templates: invoiceR suggests accounting from earlier documents of the same supplier and from saved templates, best matches first. Select a template, select the lines you want to use and click Create Item Lines. You choose whether the amounts are taken from the template, divided equally, divided as in the template, or whether you enter them yourself.
• Distribute remaining amount equally to existing item lines: splits the open amount equally across the existing lines.
• Distribute remaining amount proportionally to existing item lines: splits the open amount in proportion to the existing lines.
• Add manual request for approval: requests an additional approval, see Approval.

5. Deleting an item line

Open the line and click the bin icon (Delete). Confirm the question.

Caution

Approvals and rejections already given for this line are deleted as well. If you create the line again, the approval has to be requested again.

6. Finishing the accounting

As soon as the full amount has been accounted for, Kontierung abschliessen (finish accounting) appears in the bottom right corner. Clicking it saves the document and starts the approval.

invoiceR does not let you finish as long as

• an amount is still open,
• a line has no account, or
• a line has a rejection from the approval step.

Caution

Save alone does not finish the accounting. The document then stays in your task list.

When an approval was rejected

If an approver rejects an item line, the document comes back to you in accounting. The line shows Rejection existing; open the line to read the reason. Correct the line and then remove the rejection (Remove Rejection), or delete the line and record it again. After that you can finish the accounting again.

Documents with an order reference

If an invoice is linked to an order, invoiceR creates the accounting from the order data. If the amount matches exactly, accounting is skipped. If a remaining amount is left, account for it as described above via the red bar. Add new itemline with order reference (shopping cart) links a line to an order by hand.

More under Materials management.

When something is wrong

If the invoice is wrong, not meant for you, or you have a question, Problem with this document offers the matching actions: for example Rechnung ablehnen (reject invoice), Beleg weitergeben (pass on) or, depending on the setup, query and park. See Document actions.