Incoming invoices can be entered automatically via the inbox or manually.
Prerequisite
The basic data required to enter an invoice is available.
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The invoice is available as a PDF, XRechnung, or ZUGFeRD (only for entry via the inbox)
At least one email address is configured for the inbox (only for entry via the inbox)
Tip: If an invoice was not sent as an email attachment but you still want to use the Inbox for entry, you can send the scanned documents to your email address.
Entry via the Inbox
Path to the starting point: Property Management - Property Accounting/Cost Entry - Incoming Invoices - Inbox
Select the desired invoice document and click the plus icon. The New Invoice window opens.
Tip: If it is an e-invoice, an additional button will appear. Click this button to process the invoice further.
Tip: If an invoice was not sent as an email attachment but you still want to use the Inbox entry feature, you can send the scanned documents to your email address.
Note: If an email contains other attachments in addition to the invoice, the other attachments must be deleted. To do this, open the email record by clicking the email icon. Then delete the unnecessary attachments in the Attachments section. Otherwise, automatic assignment of the invoice document is not possible.
Fill out the required fields on the entry form and click CreateInvoice. To prevent incoming invoices from being entered twice, you cannot use the same invoice number for another incoming invoice. The incoming invoice is created and opened. The total amount is automatically created as an invoice line item.
Tip: When creating an invoice for a new company, you can create it by clicking the company icon. Screenshot of invoice inbox showing 3 entries with dates and email addresses, plus export and add buttons
Dialog "Neue Rechnung" with fields for invoice details, including number, dates, company, creditor, and subject. Shows eTASK Immobilien Software GmbH.
If the amount needs to be split into multiple invoice items, you must edit the first invoice item and create additional ones.
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Enter additional information about the purchase invoice.
Release the invoice for review.
The purchase invoice has been created and released for review. The email is automatically deleted from the inbox. The invoice document (the email attachment) is stamped with the document number and assigned to the invoice in the Documents section.
Tip: If the sender’s email address is entered in the company record, the company is automatically displayed as the email sender and the corresponding vendor is preselected.
Tip: If there is a document in the inbox for which you do not want to create an invoice, you can delete this document by clicking the email icon. The email opens. Click Delete in the toolbar. This also deletes the document from the inbox.
Note: If you receive a message stating that the document number cannot be transferred to the invoice document, the document is likely read-only. Remove the protection and try creating an invoice again if you want the document number to be transferred to the uploaded document.
Manual Entry
Path to the starting point: Property Management - Property Accounting/Cost Entry - Incoming Invoices - New Incoming Invoice
Fill out the required fields in the entry form.
Tip: If you’re creating an invoice for a new company, you can create it by clicking the company icon.
Dialog "Rechnung erstellen" with fields for invoice details, including number, company, creditor, dates, and amount
Select the invoice document.
Click Create. The incoming invoice is created and opened.
Create one or more invoice items.
Tip: The sum of the amounts for the invoice items must match the total amount. Otherwise, the invoice cannot be released for review.
If the invoice is not paid by direct debit, select the vendor’s bank details in the Invoice Information section. Otherwise, enable the Payment by Direct Debit feature.
Release the invoice for review.
Tip: In both procedures, the document number is assigned automatically.
Tip: When entering an incoming invoice, you have the option to change the payment terms so that future/planned invoices adopt them. In the toolbar, under Extras, you’ll find the option Adjust Payment Terms. Clicking this prompts you to enter the payment term and payment method. These adjustments are applied to future invoices. Invoices that have already been created and posted remain unaffected.
