In the INVOICE application, press the “+” button and select INVOICE.

The attachment wizard will appear. You can add an attachment now or skip this step and add it later.

To switch to the full view, click the menu icon (three dots) in the top right corner and select FULL VIEW.

The document will open on the DETAILS tab.

Details

Enter the dates: issue, sale, receipt, and payment (the RECEIVED DATE field will not be available in outgoing invoices).

Select the payment method, currency, and VAT register. Clicking on each field will open a dropdown list with options to choose from. If needed, check the cash method and enter a description.

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If you select CASH or CREDIT CARD as the payment method, the invoice payment status will automatically change to paid.

In the detailed data, invoice items are entered. Click ADD ENTRY.

Fill in the name of the purchase item, enter the quantity, and select the unit from the dropdown list. Enter the net price and choose the VAT rate from the list. The NET VALUE and GROSS VALUE will be calculated automatically. To add another item, click +ADD ANOTHER ITEM, or click the floppy disk icon to save and exit the table.

You can edit cost cards by clicking the pencil icon, delete or copy them by clicking the gear icon and selecting the appropriate option. A summary window will appear below them.

In an incoming invoice, the PAYMENTS section includes the following tabs:

Payments, with transfer statuses

and the Transfer Details tab.

Basic data

The tab contains basic invoice information such as its type, numbers, contractor’s name, and details about the organizational structure. Here, you can change the invoice type and direction, and set the default payer.

To enter the contractor, click the CONTRACTOR FULL NAME field. Enter data into the search bar to find the contractor’s document. You can change the search criteria by clicking the arrows in the search bar and selecting the appropriate option. After selecting the contractor, their data will be transferred to the invoice wizard. You can edit the transferred data.

You can enter the contractor’s location.

and specify the bank account number.

Additionally, you can enter the department (and when expanding the section, also unit, section, team and subteam – depending on the configuration of the organizational structure).

If needed, check whether the invoice should be a proforma invoice.

Enter the invoice number, internal invoice number, and KSeF reference number. Additionally, you can enter the invoice issuer, supervisors, and the GTU code.

The tab may also contain integrated documents such as Business Trips, Orders, and Advance payments.

To add an integrated document, click +ADD… and select a document from the list.

In a similar way, you can add related documents from other applications.

Details

Enter the issue date, sale date, received date, and payment deadline (the receipt date field will not be available in outgoing invoice documents).

After entering the dates, the SETTLE IN MONTH field will fill in automatically—you can change its value (month). If needed, change the currency and payment method.

If you choose cash or credit card payment, a message will appear informing you that selecting these payment types will automatically change the invoice status to paid.

You can set the cash method, define the VAT register, and add a description. If you skipped this step earlier, you can attach a file now.

Distribution

This tab contains the invoice posting table. The summary displays the difference between the invoice amount and the costs already recorded in the posting. To add a new cost, click + ADD ENTRY.

In the displayed window, fill in the fields, enter the net amount, and select the VAT rate. The % and VAT amount fields will be calculated automatically.

To add another posting item, click +ADD ANOTHER ITEM, or click the floppy disk icon to save and exit to the table.

If the itemized costs equal the total invoice amount, the summary will no longer be displayed.

Approval path

In the Approval Path tab, decision-makers are assigned. Depending on your company’s procedures, the approval path may be filled in automatically and cannot be edited.

Save the completed document or send it for approval.

Comments and attachments

This tab is used to enter additional comments and attachments.