Invoices received

Received Invoices

Overview

The Received Invoices module (supplier documents, received accounting documents) is used for recording and processing all invoices that your company receives from suppliers. Invoices can be received automatically from e-mail, uploaded manually, or imported in ISDOC format. The module supports multi-round approval, due date monitoring, and export of payment orders to the bank.

Key Features

Automatic receipt of invoices from an e-mail inbox (PDF, ISDOC)
AI data extraction from PDF - automatic recognition of amounts, variable symbols, and other details
Multi-round approval with sequential or parallel approver workflow
Predefined approval rules by supplier or invoice amount
Export of payment orders to the bank (ABO format .kpc, BEST .ikm)
Export of invoices in ISDOC format for accounting software
Export to Excel with attachments
Built-in PDF viewer directly in the invoice detail
Integration with orders (Orders module) and CRM
Cost statistics by supplier and approver with year-over-year comparison
Receipt of invoices for multiple companies (redirected e-mail inboxes)

Access and Settings

How to Access the Received Invoices Module

Navigation path to the Received Invoices module: in the main menu, click on Received Invoices. The module is typically located in the accounting or finance section, depending on your system configuration.

Received Invoices Module Settings

Configuration of the Received Invoices module is available via Settings → Received Invoices. The settings are divided into tabs: User Rights, General Settings, Cost Centres (if active), and Custom Fields.

Setting Up E-mail Addresses for Invoice Receipt

In the Received Invoices module, you can set up e-mail addresses from which the system automatically receives invoices. Procedure: go to Settings → Received Invoices and manage the list of permitted senders. For each supplier (sender), you can set:

Company Name: the displayed supplier name
E-mail Address: the address from which the supplier sends invoices
Company ID and Tax ID: supplier identification data for registry verification
Bank Account Numbers: for payment order exports
Predefined Approval: specific approvers for invoices from this supplier

Tip: Permitted e-mail addresses can be imported from an XLSX file or directly from a record in the CRM module.

Setting Up Approval by Invoice Amount in Received Invoices

In the Received Invoices module, you can define approval rules based on the invoice amount excluding VAT. The settings can be found in Settings → Received Invoices → General Settings. For each amount range, up to 7 approvers and one final approver can be assigned.

User Rights and Access Permissions for the Received Invoices Module

Permissions for the Received Invoices module are assigned in Settings → Received Invoices → User Rights. Each user can be assigned one or more roles.

Role	Description
Observer	Read-only access to received invoices, without the ability to make any changes or actions
Assistant	Receipt and preparation of invoices, forwarding for approval, deleting invoices, and adding attachments and notes
Approver	Approving or rejecting invoices forwarded for approval, deleting invoices
Accountant	Marking invoices as paid and entering them into the bank
Final Approver	Final approval of the invoice after passing through other approvers, deleting invoices
Administrator	Access to all functions including direct status changes and management of deleted records

User Interface

Received Invoices Module Main Screen

The main screen of the Received Invoices module displays a list of invoices filtered by the currently selected status. At the top of the screen are tabs (panels) for switching between statuses. Below the tabs is the invoice table with filters and search functionality.

Invoice Statuses in the Received Invoices Module

Each received invoice (supplier document) passes through these statuses. The tabs at the top of the screen display the number of invoices in each status.

Status	Description
Received	Newly received invoice, ready to be forwarded for approval (default status)
For Approval	The invoice has been forwarded to approvers and is awaiting their decision
Approved for Payment	The invoice has passed approval and is ready for payment
Partially Paid	The invoice has been only partially paid (available when partial payment feature is activated)
Completed	The invoice has been fully paid or otherwise settled
Rejected	The invoice has been rejected by an approver
Statistics	Summary cost statistics by suppliers and approvers
All	Display of invoices in all statuses at once
Company List	Overview of suppliers and their invoices

Filters and Search in the Received Invoices Module

The following filters are available in the Received Invoices module for searching invoices (supplier documents):

Receipt Date From / To: filtering by the date the invoice entered the system
Due Date From / To: filtering invoices by their due date
File Content: full-text search in the content of attached PDF files
File Name: search by attachment name
Supplier (E-mail From): filtering by sender
For Company: filtering invoices intended for a specific company (when receiving for multiple companies)
Cost Centre: filtering by cost centre (if active)
Order: integration with the Orders module
Can Approve: filtering invoices that a specific user can approve

Received Invoices Totals on the Main Screen

Below the received invoices table, totals of amounts for currently filtered invoices are displayed in individual currencies. The Statistics tab provides extended overviews with charts and year-over-year comparison.

Basic Operations

Procedure: Manually Adding a Received Invoice

In the Received Invoices module, you can add an invoice manually if it was not delivered by e-mail or if you do not have automatic receipt set up.

Click the Add Invoice button (plus icon)
Fill in the required form fields:
- Invoice From: select a supplier from the list or choose Enter Manually and fill in the company name, Company ID, and Tax ID
- For Company: if you receive invoices for multiple companies, select the recipient (displayed only when this feature is active)
- Cost Centre: select the cost centre (if active)
- Var. Symbol (Supplier Invoice No.): the supplier's invoice number
- Variable Symbol: the variable symbol for payment (max. 10 characters)
- Amount Excl. VAT: the tax base
- Total Amount Due: the total sum to be paid
- Subject/Title: a brief description of the invoice
- Content/Description: a more detailed description
- Order: assignment to an order (if the feature is active)
Upload an attachment (scanned or electronic invoice) by dragging it into the Attachments / Scanned Documents field
Optionally check Invoice is already completed if you want to immediately place the invoice in the Completed status
Click Save

Note: The system automatically checks for duplicate variable symbols and will alert you if the same variable symbol already exists in the system.

Receiving Invoices from E-mail in the Received Invoices Module

The Received Invoices module can automatically process invoices delivered to a configured e-mail inbox. The system recognises invoice attachments (PDF, ISDOC) and automatically creates a record. Attachments in ISDOC format are automatically parsed and key data (amount, variable symbol, due date) are filled in. E-mail receipt settings are configured by the administrator in Settings → Received Invoices → General Settings, where the inbox e-mail address is entered.

Procedure: AI Data Extraction from a PDF Invoice

In the Received Invoices module, you can run automatic data extraction from a PDF attachment using artificial intelligence. The feature recognises key invoice details - amount, variable symbol, invoice number, and due date - directly from a scanned or electronic PDF.

Open the invoice detail by clicking on the record in the received invoices table
In the invoice detail, click the button to launch AI data extraction
The system will process the PDF attachment and automatically fill in the recognised fields
Review and correct the filled-in data if necessary
Save the changes

Tip: AI data extraction works best with standard invoice forms in machine-readable PDF. For scanned or non-standard invoices, we recommend manually reviewing the results.

Received Invoice Detail and PDF Viewer

In the Received Invoices module, open the invoice detail by clicking on the corresponding row in the table. The invoice detail contains the following sections:

Basic Details: amount, variable symbol, supplier, status, dates, order
PDF Viewer: the invoice attachment is displayed directly in the detail without the need to download
Payment QR Code: a QR code for quick payment via mobile banking
Notes: a tab with the history of notes and comments
Invoice Items: itemised breakdown (if the feature is active in settings)
Custom Fields: additional fields defined by the administrator
Action Buttons: forward for approval, approve, reject, mark as paid, return to received

Procedure: Adding a Note to a Received Invoice

In the received invoice detail, you can add notes and comments related to the approval process or general information about the invoice.

Open the invoice detail by clicking on the record in the received invoices table
Go to the Notes tab
Click the Add Note button
Enter the note text
Optionally attach a file
Click Save

Procedure: Adding an Attachment to a Received Invoice

Additional attachments can be added to a received invoice record even after it has been created. Attachments are accessible to all users with permission to view the invoice.

Open the invoice detail in the Received Invoices module
Click the Add Attachment button
Upload the file by dragging or selecting from files on your computer
Confirm the upload

Advanced Features

Procedure: Multi-Round Approval of Received Invoices

The Received Invoices module supports multi-round approval, where the invoice sequentially passes through approvers. The system offers three approval modes:

Free Approval: the assistant selects approvers manually for each forwarding
Approval by Amount: the system automatically assigns approvers based on predefined rules for amount ranges
Approval by Supplier: each supplier has specific approvers assigned, defined in the permitted e-mail addresses settings

Procedure for forwarding a received invoice for approval:

Open the invoice detail in Received status
Click the Forward for Approval button
In the dialogue, select the approvers (or review the predefined approvers)
Optionally select the final approver
Click Forward

Approvers will receive an e-mail requesting approval. In the invoice detail in For Approval status, they can click Approve or Reject. During sequential (multi-round) approval, the system automatically notifies the next approver in line after the previous one has approved.

Procedure: Returning a Received Invoice Back to Received

In the Received Invoices module, an invoice that is in the approval process can be returned to the Received status. This action is available to users with assistant or approver permissions who have not yet approved the invoice.

Open the invoice detail in For Approval status
Click the Return to Received button
Confirm the action in the dialogue window
The invoice will return to Received status and the approval process will be reset

Procedure: Marking a Received Invoice as Paid

After a received invoice has been approved and paid, the accountant marks it as paid in the Received Invoices module. This function requires accountant permissions.

Open the invoice detail in Approved for Payment status
Click the Paid / Entered into Bank button
Fill in the payment date and, if applicable, the paid amount (when the partial payments feature is active)
Click Save
The invoice will move to Completed status

Procedure: Linking a Received Invoice to an Order

In the Received Invoices module, an invoice can be linked to one or more orders from the Orders module. The link enables tracking costs for individual orders directly from received invoices.

Open the received invoice detail
In the Order section, click the button to assign an order
Select the appropriate order from the list
Save the change

Procedure: Linking a Received Invoice to an Issued Purchase Order

In the Received Invoices module, an invoice can be linked to an issued purchase order from the Issued Purchase Orders module. The link facilitates matching invoices with purchase orders and verifying fulfilment.

Open the received invoice detail
Click on the Purchase Orders tab or section
Select the appropriate issued purchase order from the list
Save the link

Note: An invoice can also be created directly from an issued purchase order using the Create Invoice from Purchase Order function in the Issued Purchase Orders module.

Exports from the Received Invoices Module

Procedure: Exporting an ABO Bank Payment Order from Received Invoices

The Payment Export function in the Received Invoices module allows bulk export of approved invoices (supplier documents) into a payment order file for import into the bank. The export is available from the Approved for Payment status.

In the Received Invoices module, click the Payment Export button at the top of the screen
Select the Export Type:
- ABO (.kpc) - domestic payments only: standard Czech bank format
- BEST (.ikm) - domestic payments only: alternative format for Czech banks
- BEST (.ikm) - foreign payments only: for international payments
Select Pay from Account: the bank account from which payments will be sent
Select Account Currency: CZK, EUR, USD, or other
Enter the Payment Date
In the table, check the invoices you want to include in the order
Click Generate Export to download the file, or Generate Export and Mark Selected as Paid to download the file while simultaneously marking invoices as paid

Tip: The system displays the total sum of selected invoices for easy verification before sending the order to the bank.

Exporting Invoices in XML (Approved Invoices) from Received Invoices

The Invoice XML Export function in the Received Invoices module allows exporting approved invoices for a selected period into an XML file for import into accounting software.

Click the Invoice XML Export button
Enter Receipt Date From (inclusive)
Enter Receipt Date To (inclusive)
Click Generate Export

Note: The export can be automated by calling the REST API address with DateFrom, DateTo, and RESTAPIHash parameters. The login description can be found in the Received Invoices module settings in the RESTAPI section.

Exporting Received Invoices in ISDOC Format

The ISDOC Export function in the Received Invoices module allows exporting invoices in the standardised Czech electronic format ISDOC for import into accounting software.

Click the ISDOC Export button
Enter Receipt Date From (inclusive)
Enter Receipt Date To (inclusive)
Optionally check Create ISDOC for All: the system will create an ISDOC file even for invoices that did not originally contain one; data is generated from the entered invoice details - carefully review after importing into accounting software
Click Generate Export

Note: Without the Create ISDOC for All option checked, only invoices that arrived with ISDOC attachments are exported.

Exporting Received Invoices to Excel with Attachments

The Export to Excel with Attachments function in the Received Invoices module creates a ZIP archive containing an Excel file with a list of invoices and all their attachments.

Click the Export to Excel with Attachments button
Enter Receipt Date From (inclusive)
Enter Receipt Date To (inclusive)
Select Date Type for Export:
- Receipt Date: filtering by the date the invoice was received into the system
- Tax Date: filtering by the taxable supply date
Select Invoice Status: check the statuses you want to export (Approved for Payment, Partially Paid, Completed)
Optionally select Cost Centre (if active)
Click Generate Export

Printing Received Invoice Attachments

The Print Invoices (Attachments) function in the Received Invoices module allows bulk printing of invoice attachments from the Approved for Payment status.

Click the Print Invoices (Attachments) button
Select Print Type:
- Attachments (invoices only): printing only the PDF invoice attachments
- Attachments (invoices only) + header on separate page: printing attachments supplemented with a header page containing invoice details
The table displays invoices from the Approved for Payment status
Click Generate Print

Printing the Approval Protocol of a Received Invoice

In the Received Invoices module, you can print the approval protocol for a specific invoice. The protocol contains all key invoice details, approval history, and notes.

Open the received invoice detail
Click the Print Approval Protocol button
A print version of the document will open with automatic print initiation

The received invoice approval protocol contains: internal ID, variable symbol, supplier, amount excl. VAT, total amount due, currency, bank account, receipt date, due date, payment date, order, purchase order, approvers, approval history, and all notes.

Received Invoices Statistics

The Statistics tab in the Received Invoices module provides analytical overviews of costs with the option for period-over-period comparison. Statistics are available to users with access to the module.

Received invoices statistics settings:

Tax Date Period From / To: the main tracked period
Compare with Period: comparison period (default: the same period of the previous year)
Statuses: selection of invoice statuses included in the statistics

Received invoices statistics display:

Total Costs by Currency: a table with values for both periods and percentage change
Cost Chart: a bar chart comparing both periods in CZK
By Suppliers: costs broken down by individual suppliers with period-over-period comparison
By Approvers: costs broken down by invoice approvers

Tip: For accurate statistics, we recommend activating tax date (taxable supply date) tracking in the Received Invoices module settings.

Integration with Other Modules

Integration of Received Invoices with the CRM Module

The Received Invoices module is integrated with the CRM module (Contact Management). This integration enables:

Importing the supplier list from CRM into the list of permitted invoice senders
Automatic synchronisation of the CRM company list with received invoice suppliers
Linking the invoice record with a contact in CRM for easy access to supplier history

Integration of Received Invoices with the Orders Module

The Received Invoices module allows assigning one invoice to multiple orders from the Orders module. The link is displayed in the invoice detail and in the approval protocol. Order assignment is optional and is activated in the module settings.

Integration of Received Invoices with the Data Box Module

The Received Invoices module can be integrated with the Data Box module (ISDS) if suppliers send invoices via data box. Invoices delivered via data box can be imported and processed in the same way as e-mail invoices.

Integration of Received Invoices with the Issued Purchase Orders Module

Received invoices can be linked to issued purchase orders from the Issued Purchase Orders module. The system allows creating an invoice directly from a purchase order or retroactively assigning it to a purchase order for fulfilment verification and matching.

Integration of Received Invoices with the Bank Statements Module

If the Bank Statements module is activated, the system monitors incoming payments and automatically marks received invoices as completed once the corresponding payment is credited to the account. The remaining amount to be paid is continuously updated for partial payments.

Troubleshooting

Frequently Asked Questions about the Received Invoices Module

Question: An invoice arrived by e-mail, but it does not appear in the Received Invoices module.

Solution: Check whether the sender's e-mail address is in the list of permitted senders in the module settings. Invoices from unknown senders are rejected or placed in quarantine by the system. The administrator can add the sender in Settings → Received Invoices in the e-mail addresses section.

Question: I cannot forward the invoice for approval; the Forward for Approval button is missing or unavailable.

Solution: The Forward for Approval button is only available to users with assistant permissions. Verify permissions in Settings → Received Invoices → User Rights. If approval rules by amount are set and no rule is defined for the given amount, the system will display a warning and forwarding is blocked - the administrator must add the missing rule.

Question: AI data extraction did not correctly fill in the invoice details.

Solution: AI data extraction works best with machine-readable PDF files. For scanned or non-standard invoices, accuracy may be lower. In such cases, fill in the missing or incorrect details manually in the invoice detail.

Question: I cannot delete an invoice attachment.

Solution: Attachment deletion must be enabled in the module settings. If this feature is not enabled, contact your system administrator, who can activate it in Settings → Received Invoices → General Settings.

Question: The invoice was automatically moved to Completed status without me marking it as paid.

Solution: The system automatically moves invoices to Completed status if the integration with the Bank Statements module is active and a payment matching the invoice amount has been credited to the account. This behaviour is correct and expected.

Question: How can I find out the internal ID (number) of the invoice in advance?

Solution: When adding a new invoice in the Received Invoices module, the internal ID is automatically displayed in the Internal ID field in the add invoice dialogue. The ID is generated according to the number series settings and can also be changed after saving the invoice, depending on the module settings.

Tips for Efficient Use of the Received Invoices Module

Activate automatic e-mail receipt to minimise manual invoice entry from regular suppliers
Set up predefined approval rules by supplier or amount to speed up the approval process
Use the AI data extraction feature for PDF invoices to quickly fill in key invoice details
Regularly export ABO payment orders for bulk payment of approved invoices instead of entering each payment individually
Monitor the Statistics tab for an overview of cost trends and expenditures by supplier with year-over-year comparison
Link invoices to orders for accurate project cost tracking
Activate tax date tracking for more precise accounting assignment to the correct accounting period
Use the Due Date filter to monitor invoices approaching their due date and prevent penalties for late payments

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