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Modules

Invoices received

Received Invoices

Overview

The Received Invoices module serves for the comprehensive management of incoming invoices from suppliers. It enables the digitalization of the entire process from invoice receipt through approval to payment recording. The system automates the approval workflow, data extraction from received documents, and ensures control over financial liabilities to suppliers.

Key Functions

  • Automatic data extraction from scanned invoices using AI (OCR)
  • Multi-round invoice approval with email notifications
  • Duplicate check based on variable symbol and invoice number
  • Payment export to banking formats (ABO, BEST)
  • Export to accounting systems in ISDOC and Excel formats
  • Pairing payments with bank statements
  • Supplier check for insolvency and VAT payer unreliability
  • Receiving invoices from email or data boxes
  • Support for multiple companies and cost centers
  • Linking with contracts and orders

Target Group

The module is designed for assistants, economists, managers, accountants, and other users responsible for managing incoming invoices.

Access and Settings

How to Access the Module

Navigation path: Main Menu → Economy → Received Invoices

Module Settings

Access to settings: Main Menu → Settings → Received Invoices

In the settings, you can configure:

  • Email for receiving invoices - the email address to which suppliers send invoices
  • Approval workflow - sequential or independent approval
  • Number of approvers - how many signatures are required for approval
  • Automatic replies - templates for confirming receipt or rejection of an invoice
  • Cost centers and contracts - records for cost centers
  • Optional fields - custom data fields for specific company needs
  • Payment export - configuration of banking exports
  • ISDOC settings - configuration for electronic invoices

User Rights

Role Permission Description
Observer Viewing Viewing invoices without the possibility of editing; can add notes
Assistant Invoice preparation Adding invoices, completing data, submitting for approval, deleting and restoring invoices
Approver Approval Approving or rejecting submitted invoices, deleting and restoring invoices
Final Approver Final approval Final approval of the invoice for payment
Accountant Accounting processing Export to the accounting system, checking accounting entries

User Interface

Main Screen

The main screen of the module is divided into several sections:

  • Filter - advanced search based on various criteria
  • Status Overview - numbers of invoices in individual statuses (buttons for quick filtering)
  • Invoice Table - a list of invoices with the most important data
  • Totals - total amounts by currency for the displayed invoices

Invoice Statuses

Invoices pass through the following statuses:

Status Description Action
Received Newly received invoices waiting for processing Completing data, submitting for approval
For approval Invoices submitted to approvers Approval or rejection
Approved for payment Approved invoices waiting for payment Payment export, pairing with bank statements
Processed Paid invoices Export to accounting, archiving
Rejected Rejected invoices Return to supplier, correction, and resubmission

The following filters are available:

  • In file name - search by attachment name
  • Contains in file - full-text search within the content of PDF attachments
  • Invoices from - filter by supplier email
  • Date received - range of the invoice receipt date
  • Due date - filter by maturity
  • For company - if you receive invoices for multiple companies
  • Cost center - filter by cost center
  • Contract - filter by assigned contract
  • Approved by - filter by a specific approver
  • Year - filter by year of receipt

Above the table, there is also a Search field for quick searching within the displayed invoices.

Basic Operations

Adding a New Invoice (Scanning)

  1. Click the Add Invoice button
  2. In the dialog window, fill in the details:
    • Invoice from - select a supplier from the list (mandatory field)
    • For company - if you receive invoices for multiple companies
    • Cost center - assign to a cost center
    • Contract - link with a contract
    • Supplier invoice number - the number stated on the invoice
    • Variable symbol - VS for payment
    • Amount excluding VAT - tax base
    • Total to pay - total amount including VAT
    • Subject/Title - brief description of the invoice
    • Content/Description - more detailed information
  3. Drag and drop or select files to upload (PDF, ISDOC, images)
  4. Click Save
  5. The system creates a record and assigns an internal invoice ID

Tip: If you upload a PDF invoice, the system can automatically extract data using AI (invoice number, VS, amounts, due date). Check the automatically completed data.

Completing Data for a Received Invoice

  1. In the invoice overview, click on an invoice to open its details
  2. By clicking on individual fields, you can edit the data:
    • Supplier invoice number
    • Variable symbol
    • Amounts (excluding VAT, total to pay)
    • Due date
    • Payment method
    • Supplier's bank account number
    • Subject and description
  3. Changes are saved automatically after confirming each field
  4. A preview of the PDF attachment is displayed on the right for easy data verification

Submitting an Invoice for Approval

  1. Open the invoice details
  2. Check that all mandatory data is filled in
  3. Click the Submit for Approval button
  4. In the dialog, select the approvers:
    • For sequential approval - select the order of approvers and the final approver
    • For independent approval - mark the approvers (number according to settings)
  5. Optionally, select accountants who will have access to the invoice
  6. Click Submit
  7. The invoice moves to the For approval status
  8. Selected approvers will receive an email with a link for approval

Approving an Invoice

  1. As an approver, open the Received Invoices module
  2. Click on the For approval tab (the number of pending invoices is displayed)
  3. Open the invoice details
  4. Check the accuracy of the data and attachments
  5. Click the Approve or Reject button
  6. If rejecting, enter the reason for rejection in the note
  7. After approval by the last approver, the invoice moves to the Approved for payment status

Marking an Invoice as Paid

  1. In the Approved for payment tab, open the invoice
  2. Click the Paid button
  3. Enter the payment date
  4. For partial payments, also enter the amount paid
  5. Click Save
  6. The invoice moves to the Processed status

Automatic Pairing: If you have the Bank Statements module active, payments can be paired automatically based on the variable symbol.

Advanced Functions

AI Data Recognition from Invoice (OCR)

The system automatically extracts data from uploaded PDF invoices:

  • Supplier invoice number
  • Variable symbol
  • Issue date and due date
  • Amounts (tax base, VAT, total)
  • Bank account number
  • Supplier details (ID, VAT ID)

How it works:

  1. After uploading a PDF attachment, the system automatically starts AI analysis
  2. Extracted data is pre-filled into the form
  3. Check and, if necessary, correct the automatically completed data

Pairing Payments with Bank Statements

If you use the Bank Statements module:

  1. The Paired Payment section will appear in the invoice details
  2. The system automatically searches for payments based on the variable symbol
  3. You can manually pair a payment by clicking the link icon next to a bank transaction
  4. After pairing, the payment date is automatically filled in
  5. The invoice moves to the Processed status

Exporting Payments to the Bank

For bulk payment of invoices:

  1. In the Approved for payment tab, click Payment Export
  2. Select export parameters:
    • Export type - ABO (.kpc format) or BEST (.ikm format)
    • Pay from account - your bank account
    • Account currency - CZK, EUR, USD, or other
  3. In the table, mark the invoices to be paid using the checkboxes
  4. Click Generate file for bank import
  5. Import the downloaded file into your internet banking

Important: Check the data in the bank before confirming payments.

Exporting to an Accounting System (ISDOC)

To export to accounting software:

  1. In the Approved for payment or Processed tab, click ISDOC Export
  2. Enter the time period:
    • Receipt Date From - start of the period
    • Receipt Date To - end of the period
  3. Optionally check Create ISDOC for all - creates ISDOC even for invoices without an electronic form
  4. Click Generate Export
  5. A ZIP archive will be downloaded containing:
    • ISDOC files (.isdoc) - electronic invoices
    • PDF attachments of the original invoices
  6. Import the archive into your accounting system

Excel Export with Attachments for the Accountant

  1. Click the Excel Export with Attachments for Accountant button
  2. Enter the export time period
  3. Select whether you want to export only selected invoices or all within the period
  4. Click Generate
  5. A ZIP will be downloaded containing:
    • An Excel file with an overview of invoices
    • A folder with PDF attachments named according to the internal ID

Printing the Approval Protocol

To record the approval process:

  1. Open the invoice details
  2. Click the Approval Protocol button
  3. A PDF document will be printed containing:
    • Invoice details
    • List of approvers and their signatures
    • Dates and times of approval
    • Approval notes

Linked Invoices

For invoices that are related (e.g., deposit and final invoice):

  1. In the invoice details, find the Linked Invoices section
  2. Click Add Linked Invoice
  3. Select the related invoice from the list
  4. Click Add
  5. The section will display linked invoices with links to their details

QR Code for Payment

For invoices in the Approved for payment status:

  1. Open the invoice details
  2. Go to the QR Code - for Payment tab
  3. A QR code for the invoice payment will be displayed
  4. Scan the QR code with your bank's mobile app
  5. Payment details will be automatically pre-filled

List of Verified Suppliers

For checking suppliers and automatic replies:

  1. In the main overview, click on the List of Companies tab
  2. A list of suppliers will appear with details:
    • Supplier email
    • Company name, ID, VAT ID
    • VAT payer status
    • Registered account numbers with the Financial Administration
    • Unreliable VAT payer (yes/no)
    • Entry in the insolvency register
  3. By clicking Add Company, you can add a new supplier
  4. Data is automatically updated every 12 hours from public registers
  5. In case of insolvency or unreliability, you will receive an email notification

Importing Suppliers:

  • Import from CRM module - takes companies from the CRM database
  • Import XLSX - import from an Excel file

Automatic Replies to Suppliers

In the list of companies, you can set:

  • Send automatic replies - yes/no for each supplier
  • Default/custom reply - use a template from settings or custom text

The system then automatically sends:

  • Confirmation of invoice receipt
  • Notification of rejection, including the reason

Integration with Other Modules

Bank Statements

  • Automatic pairing of payments based on the variable symbol
  • Display of paired payments directly in the invoice details
  • Automatic marking of an invoice as paid after pairing
  • Export of payment orders in banking formats

Data Boxes (ISDS)

  • Automatic receipt of invoices from data boxes
  • Data extraction from ISDOC format
  • Display of information about the invoice origin (data box vs. email)

Approval

  • Linking with the central approval module
  • Approval of invoices in the mobile app
  • Email notifications about pending invoices

Contracts

  • Assigning an invoice to a specific contract
  • Overview of all invoices for a contract
  • Contract budget monitoring

Issued Orders

  • Linking an invoice with an order
  • Checking invoice compliance with the order
  • Overview of invoices for an order

CRM

  • Importing the list of suppliers from CRM
  • Synchronization of company data
  • Access to supplier details from the invoice

Troubleshooting

Frequently Asked Questions

Question: Can I edit an already approved invoice?

Solution: Yes, but only if you have the rights to edit approved invoices. If you edit the invoice, it will return to the "for approval" status and must go through the process again.

Question: What if I accidentally approved the wrong invoice?

Solution: You can return the invoice by clicking the Back to Received button. The invoice will return to its original status, and the approval process will be canceled.

Question: The system did not extract data from the PDF correctly. What should I do?

Solution: AI recognition is not 100% accurate. Always check the automatically completed data and correct it manually if necessary. The quality of recognition depends on the scanning quality and PDF format.

Question: How can I bulk mark invoices as paid?

Solution: Use the pairing function with bank statements. The system automatically pairs payments according to the variable symbol and marks invoices as paid. Alternatively, you can pair invoices manually.

Question: Can I receive invoices for multiple companies to one account?

Solution: Yes, if you have Email Forwarding activated in the settings. Each invoice then contains a For company field where you specify the recipient.

Question: How do I set up sequential approval based on the amount?

Solution: In settings, activate Defined approval by amount and set approvers for individual amount limits (e.g., up to 10,000 CZK is approved by the department manager, over 10,000 CZK by the director).

Question: I see a duplicate variable symbol, but it is a new invoice. What should I do?

Solution: The warning is for informational purposes only. Check whether it is actually a duplicate invoice. If the invoice is correct, you can ignore the warning and save the invoice.

Question: How can I print a list of invoices for payment?

Solution: Use the Print invoices (attachments) button in the Approved for payment tab. You can also use the Print button directly in the table.

Tips for Efficient Work

  • Use filters: For faster orientation, set filters by cost centers, contracts, or periods.
  • File naming: When scanning, use clear file names (e.g., supplier invoice number) to make searching easier.
  • Regular checking: Check newly received invoices daily to ensure you do not miss deadlines for VAT claims.
  • PDF viewer: Use the built-in PDF viewer with the option to add notes directly into the document.
  • Automatic extraction: Although AI is not 100%, it significantly speeds up invoice entry. However, always check the data.
  • Payment pairing: Agree with suppliers to use variable symbols; it will facilitate automatic payment pairing.
  • Verified companies list: Continuously update the list of suppliers; the system then automatically checks their trustworthiness.
  • Accounting export: Export invoices at regular intervals (weekly/monthly) for easier accounting processing.
  • Approval protocols: Archive approval protocols for potential audits and inspections.
  • Mobile app: Approvers can approve invoices directly from the eIntranet mobile app.

Keyboard Shortcuts

  • Ctrl+S - Quickly save changes (if the form is open)
  • Esc - Close the dialog window