Record, post and pay supplier invoices

Supplier invoices are the invoices from your suppliers – your liabilities (creditors). You record them like an order with a line table, change them as often as you like and post them once everything is correct. Posted invoices are locked, are exported and can be released for payment.

You'll find them under Finance → Supplier invoices or under Purchasing → Supplier invoices.

#Before you start

• Viewing requires the View financial data permission (the Purchasing manager has it too).
• The owner, Administration and Accounting may record and post (permission Post payments, match bank statements, send reminders and record supplier invoices).
• Releasing for payment and creating outgoing payments requires the Release supplier invoices for payment and create outgoing payments (SEPA transfers) permission (Administration, Accounting).
• Only the owner and Administration may release posted invoices for correction (permission Unlock posted supplier invoices for correction).
• The supplier must exist (see Suppliers). For transfers they need an IBAN.

#Workflow

If a posted invoice is still open after its due date, the status additionally shows overdue (red).

#The list

At the top you see Open payables, of which overdue, due in 7 days and not yet posted. In the toolbar you choose the Period and under Show choose Open only, Not posted or All. Below the list you see the Lines of the selected supplier invoice.

Right-clicking gives you Open, Duplicate… (creates a new invoice with the same lines, e.g. for recurring invoices), Post, Release for payment…, Create outgoing payment…, Record payment and Post cash discount.

#Record a supplier invoice

1. Click Record supplier invoice.
2. Choose the Supplier and enter the Supplier's invoice number.
3. Enter the Invoice date, optionally the Service date, and Due on. Empty means: due according to the supplier's payment terms.
4. Optional: Cash discount % and Discount days as well as the Purchase order the invoice belongs to.
5. With a purchase order, choose under Record as whether to take over the Lines: received quantity (goods receipt), Lines: ordered quantity or only Amounts per tax rate. Quantities already invoiced in other invoices are deducted.
6. Without a purchase order, enter the Net amounts per tax rate (quick entry) – these become free-text lines.
7. Click Record and open. The invoice gets its own number (ER-…) and opens as a window.

#Upload an e-invoice

If your supplier sends you an XRechnung (XML, CII or UBL) or a ZUGFeRD/Factur-X PDF, you don't need to type anything:

1. Click Upload e-invoice and choose the file (XML or PDF, up to 10 MB).
2. allverto reads the invoice and displays it in readable form – seller, buyer, lines, allowances, charges, payment and Payment amount.
3. allverto recognises the Supplier by VAT ID, IBAN or name; it suggests the Purchase order (optional) if the order number is in the invoice. Check both and change them if necessary.
4. Create the invoice. It is then available as Recorded with all lines – check and post as usual.

The original file is archived unchanged; in the window you can open the readable view of the e-invoice at any time.

#Edit lines

In the window you edit the header and lines directly – just like an order:

• Add item (the supplier's items are at the top, with purchase price), Free text or Amount per tax rate for quick entry.
• In the table, click a cell to change Qty, Unit, Net purchase price, Discount %, VAT, G/L account or Cost centre. An empty G/L account means: default account from the finance settings.
• Select several lines as in File Explorer; via the selection bar you set the G/L account / cost centre for all of them or delete them. You move, widen, show and hide columns via Columns.
• With a purchase order reference, use From BE-… to take over the received or ordered quantity again. On the right, Comparison with BE-… shows ordered, received and invoiced per item – invoiced quantities higher than received are highlighted.
• Under Totals you see net and input tax per tax rate, G/L account and cost centre – this is how the invoice goes into the DATEV export.
• Use Save or Ctrl+S to save your changes. The window warns you about unsaved changes when closing.

#Store the original document

Under Document you store the supplier's invoice as a PDF or image (up to 10 MB) and can open it again at any time. For posted invoices you can add documents later, but no longer remove them.

#Invoices in a foreign currency

If a supplier, e.g. from the USA or Switzerland, invoices in its own currency, set the currency under Currency in the window of the recorded invoice. Rate (1 EUR =) is pre-filled with the latest ECB rate; if you leave the rate empty, allverto uses the ECB rate on the invoice date when saving. Items, totals and open amount are then shown in that currency, the totals of the list in euros. The DATEV export converts to euros at the invoice rate. SEPA transfers are only available in euros – pay invoices in a foreign currency via PayPal or manually and record the payment.

#Post

If everything is correct, click Post in the window – or select several invoices in the list and click Post in the selection bar. Posted invoices are locked: header, lines and amounts can no longer be changed, and the invoice can no longer be deleted, only cancelled.

#Correct a posted invoice

If something turns out to be wrong after posting, an owner or Administration clicks Release for correction… in the window and enters a Reason (mandatory). The invoice is then Recorded again and can be changed; reason, user and time are shown in the History and in the change log. After the correction, post it again. In the DATEV export this creates a reversal in the month of the release and a new posting in the current month at the earliest – the period already exported stays unchanged.

#Release for payment and pay

1. Select posted invoices and click Release for payment… (or Release for payment… in the window).
2. Leave Deduct cash discount while the discount period runs on – the payment date (Pay on) is then the cash discount deadline, otherwise the due date. For a single invoice you can enter a Partial amount. Under Pay via, choose SEPA transfer or PayPal (if the supplier has both), and under Payment reference your own text (empty = automatic).
3. With Create outgoing payment you generate the SEPA transfer file – here from the list or collectively under Outgoing payments.
4. As soon as the debit appears on the bank statement, Payment matching assigns it via the transfer's reference – the invoice is then Paid (cash discount is posted as well).

Without a bank statement, you post a payment via right-click → Record payment or Post cash discount. You reverse posted payments in the window under Postings. Under Cash account (DATEV) enter how it was paid (e.g. the account for PayPal or the credit card); if empty, the DATEV export books against the bank, for cash payments against the cash register account.

#Duplicate recurring invoices automatically

If an invoice arrives identically every month (rent, leasing, software subscription), you don't have to type it in every time:

1. Open the invoice and, on the right under Recurring, switch on Recurring invoice (monthly). This also works for posted invoices and is recorded in the History.
2. Under Settings → Automations, use From template to create the automation Duplicate recurring supplier invoice monthly and prepare payment, check it with Test and switch it on.

From the following month on, allverto creates a copy on the invoice day – same supplier, same lines and amounts; the invoice date is the day of the run and the due date shifts by the previous payment term. The copy is posted and released for payment; an authorised person then creates and sends the payment run under Outgoing payments. Money is never transferred automatically. At most one copy per month is created per invoice. Details are in Triggers, conditions and actions.

#Cancel and delete

• Delete is only available for recorded invoices without payments (e.g. created by mistake).
• Cancel with a reason works without posted payments and without an open payment release – the invoice remains visible. If it was posted, the DATEV export books the reversal in the month of the cancellation.