Expenditure documents

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:

FilterDescriptionFurther description of the options
ResultDocuments view (3.1)
– Document Lines view (3.2)
PeriodChoose 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 dateYou select specific dates as the period for which you want financial documents to appear. Works by document date.
OfficeFilter 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.
SupplierFilter by the specific supplier that issued the financial documents.
Document typeFilter 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 methodFilter 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 transactionFilter 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.
CurrencyFilter by currency of the financial document.
StatusFilter by the Status of the financial document that can be Closed/Cancelled/Active.
CompletedA 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.
CancelledThe financial document has been cancelled.
Canceled financial documents are colored gray.
ActiveAn 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:

ColumnDescription
TypeIndicates the type of financial document.
Document numberDisplays the financial document number.
DateIndicates the date of the financial document.
ClientShows the counterparty in the financial document.
Opens a contractor file.
Filters by counterparty.
CurrencyCurrency of the financial document.
AdvanceShows 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.
SumSum of all lines in the invoice excluding taxes.
TaxesAmount of taxes in the document.
TotalAmount of document with taxes.
For paymentWhat 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:

ColumnDescription
CompanyIndicates in which company the financial document is entered.
OfficeIndicates in which office the financial document was entered.
StatusIndicates the status of the financial document- paid/unpaid.
Date of openingNot applicable.
Date of the tax eventDate of the tax event selected in the financial document.
Final date for paymentDisplays the specified end date for payment in the document.
Payment methodIndicates the payment method of the financial document.
Type of tax transactionDisplays the selected tax transaction type on the financial document.
UICUIC of the counterparty that issued the financial document.
VAT numberVAT number of the counterparty that issued the financial document.
DescriptionDisplays the description entered to the financial document.
NoteDisplays the entered note to the financial document.
RelatedDisplays 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.
PaymentsAdds 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 BGNAdds 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:

ColumnDescription
TypeIndicates the type of financial document.
Document numberDisplays the financial document number.
DateIndicates the date of the financial document.
SupplierShows the counterparty in the financial document.
Opens a contractor file.
Filters by counterparty.
CodeDisplays an item/service code.
NameDisplays the name of the item/service.
Opens an item/service file.
DescriptionDisplays a description of the item/service or line.
CurrencyCurrency of the financial document.
MeasureDisplays a measure of the item/service.
QuantityDisplays the quantity of the item/service.
PriceShows the price of the item/service/item excluding taxes.
TaxDisplays taxes on the item/service/item.
SumDisplays the price including taxes of the item/service/item.
For paymentWhat portion of the invoice line amount remains to be paid.
Opens a file on a financial document.

You can additionally include:

ColumnDescription
Company Indicates in which company the financial document is entered.
Office Indicates from which office the financial document was entered.
CategoryDisplays with financial category on the financial document line.
Documents Displays which document (order) the order is pinned to and enables unpinning/pinning.
Sum in BGNAdds 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 documentDescription
RedThe financial document is in arrears.
GreenThe financial document is closed. Payment has been made on it for the full amount.
BlackThe financial document is active. No payment has been made/committed for all or part of the amount thereof.
GreyThe financial document has been cancelled.
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