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 ~ BASIC ~ tab.

Icon in the header of the Bill - Edit dialog:

• Document icon — Prints the journal entry of the accounting postings and the VAT calculation table.

• Processing eInvoices with a zero amount (promotional samples, free goods etc.)
• VAT ID check via the VIES platform
• "Manual" entry of bills
• Business events with a natural person
• Loading eInvoices from the F2.0 system
• When an expected bill is not visible in Brix
• Accounts Payable
• Correcting account assignment and entered VAT data
• Bill from a foreign supplier based outside the EU
• Bill for own consumption – 50% deductible (e.g. fuel for passenger cars)
• Bill for electricity with subsidy
• Bill for services from an EU supplier without a valid VAT ID

About filters and finding data in lists

The filter fields and the meaning of each status are described on Filter, and the reports available from the list on Reports.

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.

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

• SAVE — Saves the entered data. Shown in all statuses.
• SUBMIT — 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.
• REJECT — The bill moves to the Rejected status; the supplier is notified automatically of the rejection. In the Received and Accepted statuses.
• APPROVE — The bill is posted and moves to the Approved status. Only in the Accepted status.
• REVOKE — Revokes the approval; the bill returns to the Accepted status. Only in the Approved status.
• PAYMENT ORDER — Creates a payment order for the bill. Only in the Approved status.
• DELETE — Permanently deletes the bill. Shown until the bill is approved.
• SAVE AS TEMPLATE — 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.
• 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 ~ DMS ~ tab.
• 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.
  • All manual changes made after the bill was received are lost — accounts, profit centers, descriptions, item amounts.
  • 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 VAT ID check via the VIES platform. Shown only for EU suppliers.

Bill data is arranged in the following data tabs:

• ~ BASIC ~
  Bill header — department, type, dates, supplier, account, amount and VAT calculation.
• ~ ITEMS ~
  Accounting items (account assignment) of the bill.
• ~ VAT ~
  VAT postings of the bill.
• ~ DMS ~
  Attachments to the bill, e.g. a copy of the original invoice, warranty cards, delivery notes and the like.
  • When 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.
  • 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.
• ~ AUDIT TRAIL ~
  Chronology of user actions on the bill.