**|** {{icons:menu-blk.png?16|}} Documents **|**\\
{{:icons:apps.png?16|}} [[brix:en:solutions:accounting]]\\
{{:icons:extension.png?16|}} Accounting
====== Bills ======

The form is used to enter and approve suppliers' bills — entered manually or received as eInvoices from the **//F2.0//** system. The method of entry, account assignment and VAT processing depend largely on the bill type selected in //**{Type}**// on the **//[[brix:en:inc_invoices:basic]]//** tab.

===== Toolbar =====

Icon in the header of the **Bill - Edit** dialog:
  * **Document icon** — Prints the journal entry of the accounting postings and the VAT calculation table.

===== How to... =====

  * [[brix:en:inc_invoices:zero_amount|Processing eInvoices with a zero amount (promotional samples, free goods etc.)]]
  * [[brix:en:invoices:vies|VAT ID check via the VIES platform]]
  * [[brix:en:inc_invoices:manual_entry|"Manual" entry of bills]]
  * [[brix:en:inc_invoices:natural_person|Business events with a natural person]]
  * [[brix:en:inc_invoices:eura|Loading eInvoices from the F2.0 system]]
  * [[brix:en:inc_invoices:eura_fail|When an expected bill is not visible in Brix]]
  * [[brix:en:accounts_payable|Accounts Payable]]
  * [[brix:en:inc_invoices:correction|Correcting account assignment and entered VAT data]]
  * [[brix:en:inc_invoices:import|Bill from a foreign supplier based outside the EU]]
  * [[brix:en:inc_invoices:passenger_cars|Bill for own consumption – 50% deductible (e.g. fuel for passenger cars)]]
  * [[brix:en:inc_invoices:urahep|Bill for electricity with subsidy]]
  * [[brix:en:inc_invoices:uraeunovat|Bill for services from an EU supplier without a valid VAT ID]]

===== List =====

[[brix:en:filter_search:start]]

The filter fields and the meaning of each status are described on [[brix:en:inc_invoices:filter|Filter]], and the reports available from the list on [[brix:en:inc_invoices:reports|Reports]].

===== Approval of a bill =====

A bill passes through the statuses **Received** → **Accepted** → **Approved**, and from the first two it can end in the **Rejected** status. The same flow applies to bills received from the **//F2.0//** system and to bills entered manually. The status is recognised in the dialog by the colour of the tab bar: green — Received, blue — Accepted, yellow — Rejected, grey — Approved.

  * **Received**\\ The bill awaits the user's decision with the **SUBMIT** or **REJECT** buttons.
  * **Accepted**\\ The supplier has been notified of the acceptance and accounting that the bill can be posted. The bill is approved with **APPROVE** or subsequently rejected with **REJECT**.
  * **Approved**\\ The bill is posted and processing is complete. **REVOKE** returns it to the Accepted status.
  * **Rejected**\\ The supplier has been notified of the rejection. The status is final.

<note important>
Rejection is final. A bill received through **//F2.0//** cannot be returned from the **Rejected** status to **Accepted** — the **//F2.0//** system does not allow a status change in that direction. The situation is resolved solely with new documents from the supplier: a void of the rejected bill and, if the delivery actually took place, a new bill. The accounting treatment is described on [[brix:en:inc_invoices:eura|Loading eInvoices from the F2.0 system]].
</note>

<note>
The same actions are available in the //**[ [[brix:en:accounts_payable|Accounts Payable]] ]**// form.
</note>

<note warning>
Deleting is not a solution for unwanted bills received from the **//F2.0//** system — the system loads them again the next day. Such bills should be **rejected**, not deleted; see [[brix:en:inc_invoices:eura|Loading eInvoices from the F2.0 system]].
</note>

===== Buttons =====

Only the buttons valid for the current bill status are shown.

  * <color #ffffff/#0087ab>**SAVE**</color> — Saves the entered data. Shown in all statuses.
  * <color #ffffff/#4cae56>**SUBMIT**</color> — The bill moves to the **Accepted** status; the supplier is notified automatically of the acceptance, and accounting is notified that the bill can be posted. Only in the Received status.
  * <color #ffffff/#ff6f00>**REJECT**</color> — The bill moves to the **Rejected** status; the supplier is notified automatically of the rejection. In the Received and Accepted statuses.
  * <color #ffffff/#4cae56>**APPROVE**</color> — The bill is posted and moves to the **Approved** status. Only in the Accepted status.
  * <color #ffffff/#f44336>**REVOKE**</color> — Revokes the approval; the bill returns to the **Accepted** status. Only in the Approved status.
  * <color #ffffff/#4cae56>**PAYMENT ORDER**</color> — Creates a payment order for the bill. Only in the Approved status.
  * <color #ffffff/#f44336>**DELETE**</color> — Permanently deletes the bill. Shown until the bill is approved.
  * <color #2196f3/#ffffff>**SAVE AS TEMPLATE**</color> — Saves the displayed bill as a template that is recalled with the //**{Template}**// field on the next entry. Useful for recurring flat-rate supplier bills, e.g. a monthly internet bill; not applicable if the amount changes. Only in the Approved status.
  * {{icons:pageview-btn_tea.png?25|}} **Show original bill** — Shows the original bill as a PDF or the visualisation delivered by the information intermediary. For manually entered bills it shows the document the user added to the **//[[brix:en:tab_dms]]//** tab.
  * {{icons:refresh-btn_pnk.png?25|}} **Reload data from the eInvoice** — Complete regeneration of the bill's financial data from the original eInvoice XML; shown only on bills received from the **//F2.0//** system. Brix:
    * deletes all current accounting items and VAT data,
    * corrects the document type according to the supplier's VAT status where needed (e.g. URA to UR2 or vice versa),
    * regenerates the accounting items and the VAT calculation from the XML.
    * {{:icons:warning.png?16|}} All manual changes made after the bill was received are lost — accounts, profit centers, descriptions, item amounts.
    * {{:icons:important.png?16|}} Run on an approved bill, it returns the bill to the **Accepted** status; the new postings must be checked and the bill approved again.
  * **VIES** — Checks the supplier's VAT number in the VIES system — see [[brix:en:invoices:vies|VAT ID check via the VIES platform]]. Shown only for EU suppliers.

===== Data tabs =====

Bill data is arranged in the following [[brix:en:basics:tabs|data tabs]]:
  * **//[[brix:en:inc_invoices:basic]]//**\\ Bill header — department, type, dates, supplier, account, amount and VAT calculation.
  * **//~ [[brix:en:accounting:items|ITEMS]] ~//**\\ Accounting items (account assignment) of the bill.
  * **//[[brix:en:tab_vat]]//**\\ VAT postings of the bill.
  * **//[[brix:en:tab_dms]]//**\\ Attachments to the bill, e.g. a copy of the original invoice, warranty cards, delivery notes and the like.
    * {{:icons:note.png?16|}} When [[brix:en:inc_invoices:eura|an eInvoice is loaded from the]] **//F2.0//** system, the XML and PDF of the invoice and the other documents the supplier sent with the eInvoice are saved to the tab automatically.
    * {{:icons:important.png?16|}} The format of the PDF depends on the information intermediary and/or the supplier and may be the original form and/or a visualisation generated by the information intermediary. Brix has no influence on the form and content of the downloaded documents.
  * **//[[brix:en:tab_audit_trail]]//**\\ Chronology of user actions on the bill.