Interface for creation, management and payment of financial documents. Here you will find the financial documents entered in your company against the office entitlements you have. You can also track payments, whether they are in arrears and whether they need processing. This includes:
- Expenditure invoices
- Advance expenditure invoices
- Cost proformas
- Credit notes for expenditure
- Debit expense notes
- Expenditure receipts
- Customs declarations
You can filter the results based on different criteria. The screen is divided into three main parts: Header (1), Filter (2) and Score (3):
Header (1)
In the Header (1) you see a button with a drop-down menu that allows you to create the following financial documents:
- Invoice for expense
- Credit note for expenditure
- Debit note for expenditure
- Receipt for expenditure
- Credit receipt for expenditure
- Proforma for expenditure
- Customs declaration
In addition, there is a button to hide/show the Filter (2) in the Header (1), as well as a button to Export Financial Documents, which is only active if you have specified in the Filter (2) that your result will be by Document Lines.
Filter (2)
In order to process your financial documents faster, to keep track of their status and development, the system provides you with different ways to filter the information that often comes from several offices. The search is started with the Magnifying Glass, and the Hicks clears all filters. In the table below you will see all the filters and their explanations:
| Filter | Description | Further description of the options |
| Result | – Documents view (3.1) – Document Lines view (3.2) | |
| Period | Choose from a drop-down menu for which period to display your financial documents. Works by document date. | The possible options are: – Today – Yesterday – The last 7 days – Last 30 days – The last 365 days – Current month – Previous month – Current quarter – Previous quarter – Current year – Previous year – Until today |
| From date – To date | You select specific dates as the period for which you want financial documents to appear. Works by document date. | |
| Office | Filter by the office where the financial documents are entered. | Select the office where the document is entered. If a user has not been given the right to see a specific office, they will not see that office in the menu. |
| Supplier | Filter by the specific supplier that issued the financial documents. | |
| Document type | Filter by Financial Document Type. | The possible options are: – Invoice expense, includes Debit Expense Note, Credit Expense Note and Invoice Expense Note – Pro forma expense – Expense Receipt, includes Debit Expense Receipt, Credit Expense Receipt, and Expense Receipt. – Tax document, includes Customs declaration. |
| Payment method | Filter by the payment method that created the financial document. | Choose by bank, cash, POS, etc. depending on the payment methods entered in the system. |
| Type of tax transaction | Filter by the type of tax transaction set in the financial document. | Select Sales, Sales without VAT, Sales in EU, Sales outside EU, etc. depending on the tax transactions entered in the system. |
| Currency | Filter by currency of the financial document. | |
| Status | Filter by the Status of the financial document that can be Closed/Cancelled/Active. | |
| Completed | A closed financial document is one on which: – There has been payment made for the full amount of the finance document. Closed financial documents are coloured green. | |
| Cancelled | The financial document has been cancelled. Canceled financial documents are colored gray. | |
| Active | An active financial document is one that: – No payment has been made/committed for all or part of its amount. Active financial documents are coloured black. When you select a filter by status Active, you will see an additional “Overdue” checkbox. If you tick it, then ONLY the overdue financial documents will appear in Result (3). Overdue financial documents are coloured red. |
Important:
In order for financial documents entered in an office to be displayed to you, you must have permissions to view the office! In order to enter expense financial documents in an office, you must have rights to work with it!
Result (3)
You will see the found documents/series of documents according to the specified criteria from the Filter (2) in the Result (3). The table changes the information according to the Result type, so they will be described separately.
In addition to the columns containing basic information about the financial documents, you can also include and exclude additional columns of detailed data by checking off additional columns. All main and additional columns are described according to Result type.
Result by Documents (3.1)
In the table you will see a list of financial documents containing the following columns:
| Column | Description |
| Type | Indicates the type of financial document. |
| Document number | Displays the financial document number. |
| Date | Indicates the date of the financial document. |
| Client | Shows the counterparty in the financial document. |
| Opens a contractor file. | |
| Filters by counterparty. | |
| Currency | Currency of the financial document. |
| Advance | Shows amount of advance financial document. If you have an invoice in advance, the amount will be displayed as a positive number in this field. If you have a final invoice covered by an advance, the amount of the advance used will show as a negative number in this field. |
| Sum | Sum of all lines in the invoice excluding taxes. |
| Taxes | Amount of taxes in the document. |
| Total | Amount of document with taxes. |
| For payment | What portion of the total invoice amount remains to be paid. |
| Opens an interface for payment of financial documents. | |
| Opens a file on a financial document. |
You can additionally include:
| Column | Description |
| Company | Indicates in which company the financial document is entered. |
| Office | Indicates in which office the financial document was entered. |
| Status | Indicates the status of the financial document- paid/unpaid. |
| Date of opening | Not applicable. |
| Date of the tax event | Date of the tax event selected in the financial document. |
| Final date for payment | Displays the specified end date for payment in the document. |
| Payment method | Indicates the payment method of the financial document. |
| Type of tax transaction | Displays the selected tax transaction type on the financial document. |
| UIC | UIC of the counterparty that issued the financial document. |
| VAT number | VAT number of the counterparty that issued the financial document. |
| Description | Displays the description entered to the financial document. |
| Note | Displays the entered note to the financial document. |
| Related | Displays the numbers of all transactions related to the financial document (payments, sales). The numbers are also links, so clicking on them opens the file of the related operation. |
| Payments | Adds two columns to the table: – Payments, which shows the payment numbers. – Date of payment |
| Credit type | Displays the type of credit note (price or commodity) for this document type. |
| Sum in BGN | Adds a row in the footers table with the totals of the amounts in columns: – Advance – Sum – Taxes – Total – For payment |
Result by Lines of documents (3.2)
A list of document rows will appear in your table. If a financial document has 3 lines with 3 different items/services, they will be on three different lines here. In the Header (1) you will also see an Export Financial Documents button .
The row-by-row table contains the following columns:
| Column | Description |
| Type | Indicates the type of financial document. |
| Document number | Displays the financial document number. |
| Date | Indicates the date of the financial document. |
| Supplier | Shows the counterparty in the financial document. |
| Opens a contractor file. | |
| Filters by counterparty. | |
| Code | Displays an item/service code. |
| Name | Displays the name of the item/service. |
| Opens an item/service file. | |
| Description | Displays a description of the item/service or line. |
| Currency | Currency of the financial document. |
| Measure | Displays a measure of the item/service. |
| Quantity | Displays the quantity of the item/service. |
| Price | Shows the price of the item/service/item excluding taxes. |
| Tax | Displays taxes on the item/service/item. |
| Sum | Displays the price including taxes of the item/service/item. |
| For payment | What portion of the invoice line amount remains to be paid. |
| Opens a file on a financial document. |
You can additionally include:
| Column | Description |
| Company | Indicates in which company the financial document is entered. |
| Office | Indicates from which office the financial document was entered. |
| Category | Displays with financial category on the financial document line. |
| Documents | Displays which document (order) the order is pinned to and enables unpinning/pinning. |
| Sum in BGN | Adds a row in the footers table with the totals of the amounts in columns: – Advance – Sum – Taxes – Total – For payment |
Colours by status
In addition to the information that the system gives you about the financial documents through the columns in the Table, another way to easily recognize their status is included- this is the visual coloring. It varies according to the stage at which the documents are:
| Colour of the financial document | Description |
| Red | The financial document is in arrears. |
| Green | The financial document is closed. Payment has been made on it for the full amount. |
| Black | The financial document is active. No payment has been made/committed for all or part of the amount thereof. |
| Grey | The financial document has been cancelled. |