In the New travel or expense invoice view, you can create an invoice on the basis of supplier and invoice type and header and row information. You can also start from a completely blank invoice template.
See also the Instructions for creating travel and expense invoices.
Buttons in the new travel and expense invoice view
The Create a new invoice button creates a new sales invoice.
By clicking on the Search persons button, you can select persons from the Employee register for the travel or expense invoice.
In the Invoice supplier and type section, you can select the supplier by clicking on the Search supplier button and select either Travel invoice or Expense invoice as the receipt type. Information such as the address, term of payment, invoice channel, bank account number etc. will be imported to the invoice template from the supplier register.
In the Invoice title information section, you can select the desired Invoice date. If a bank account number has been selected for the supplier, it will be imported to the invoice. If a supplier account number has not been selected, the first bank account number from Company basic information will be imported. This information can be complemented and edited if needed.
Choose to Use the travel calculator or Search from the product register in the Invoice product rows section of the Invoice row information.
If you opted to Search from the product register, you can use the Search products button to select the products for the invoice from the Product register.
Find the person for whom you are creating the travel or expense invoice from the register and click on the Create invoice for partner button. Select Travel or Expense invoice as the invoice type.Travel invoices differ from expense invoices in that they also include travel information such as the date and time of departure/return, destinations, and the purpose of the trip.Travel invoices also include the travel calculator. You cannot create travel or expense invoices on a blank invoice template, or for customers or suppliers.
For a person to be able to create travel and expense invoices, his or her information must be contained in the Employee register as a Person and in the program as a Company User.Both sets of information must contain the same social security number.If the person lacks a social security number (is not a Finnish national, for example) you can use an “artificial social security number” (ddmmyy-XX1X for men and ddmmyy-XX2X for women).You can also enter just the date of birth as the person’s SSN. You will not be able to pay salaries to the person, but travel and expense invoices can be created for him or her.If the person’s date of birth is unknown, enter 000000.In Company information, you can specify whether the check digits of social security numbers will be displayed on travel or expense invoices or hidden.
Complement the person’s address and other details if necessary. Assign a date to the invoice and complete any other information required. If you try to create an invoice for a month whose VAT report has already been filed, the program will notify you of this when you save the invoice.
If more than one trip is charged for on the same invoice, you can enter several explanation rows.
Clicking on the Add explanation row button creates an empty explanation row onto which trip details can be entered.
The Copy explanation row button creates an identical copy of the selected explanation row. You can then freely edit the row.
The Delete explanation row button deletes the selected row.
Rows in the travel and expense invoice views
Read more on the Rows in the travel and expense invoice views.
By default, the products used on travel and expense invoices, such as kilometre allowances and daily allowances, must be retrieved from the product register by clicking on the Search product or Search using a product code buttons.If default products have been specified for the person, these will be displayed on the rows. You can define default postings for product-register products used on invoices.
Clicking on the Search products button opens a list of products entered in the register. Select the desired product from the list. You can use the Search product button to define the search by product name, code or group. The product is selected by clicking on the respective row. You can select several products simultaneously by using the Ctrl and Shift keys. The Add to invoice button will move the selected products to the invoice.
Clicking on the Search using a product code button opens a window for entering the code. This is quicker than a register search if you know the codes of the products. If two or more products have the same code, this function cannot be used.
If you only use the existing register, Procountor will automatically transfer kilometre allowances and daily allowances invoiced on travel and expense invoices to the annual salary report and the salary card.Using a specified format for expense information also clarifies reporting.The following year’s daily allowance, kilometre allowance and subsistence allowance product information is automatically updated in the register at the turn of the year.The previous year’s products will remain available until the end of February. You can check the year of a product from the beginning of the product code. The price will be the maximum tax-free amount specified by the Finnish Tax Administration. If another compensation amount has been agreed on, you can change the price when creating the invoice (e.g. some collective bargaining agreements stipulate that the kilometre allowance is decreased after an annual threshold of 5,000 kilometres).
The Copy row button can be used to copy invoice rows. You must first select the row to copy and then click on the Copy row button. This will open a window prompting you to enter the number of copies. Next, you must define whether you want to split the Amount evenly between all rows. The unit price will remain the same for all rows.
The Delete row button deletes the selected row.
Regardless of the manner in which a row was generated, it can be edited on the Travel invoice / Expense invoice page, with the exception of the Excluding VAT, VAT sum and Sum columns.The comment row will be displayed in the printable version of the invoice and on its accounting page.
You can change the order of product rows by right-clicking on the row and selecting the Move up or Move down option from the drop-down menu. After changing the order of rows, you must click the Save button to save the changes.
The number of explanation and product rows displayed in the view can be changed by moving the cursor to the top edge of the row information, above the button bar (the correct location is indicated by the cursor turning into a bidirectional arrow) and dragging the border up or down with the left mouse button. This layout will remain until you close the browser.
Read more on Product search here.
Read more on the Travel calculator here.
Buttons at the top of the travel and expense invoices
Clicking on the Save button will save the invoice information and set the invoice status to Unfinished, which permits further editing.After being saved, the invoice is ready to be approved or queued for payment.The accuracy of invoice information is verified when the invoice is saved.If you edit information (products, sum, quantity, VAT etc.) which will affect invoice accounting, the invoice’s accounting and dimensioning will be re-implemented using the default values.For this reason, invoices should be finished before their accounting/dimensioning is changed.
After the invoice has been saved, the invoice number will be displayed in the travel/expense invoice’s upper bar and the creation and editing stamps in the lower bar.
Clicking on the Send to circulation button will send an Unfinished invoice into circulation, i.e. for verification, approval and payment. If approval circulation of travel and expense invoices is in use, you can specify a number of invoice verifiers and approvers up to the number of persons defined in Company basic information. Default verifiers and approvers can be entered at the level of Company, Supplier or Person. The Send to circulation button sends an e-mail notification to the invoice’s verifiers, if defined for the invoice, or to approvers. You can send more than one message by clicking on the button and approving the sending several times. If the invoice has already been sent into circulation, the program will notify you of this. For e-mail notification to be possible, the e-mail addresses of the verifiers and approvers need to have been entered into the users’ Personal information and settings. Procountor sends notifications periodically. If several notifications are queued for the same verifier/approver, these will be consolidated into a single e-mail message.
Clicking on the Preview button will open the travel/expense invoice in printable form in a new window. The program will ask you whether you want to export the invoice to HTML or PDF format.
Clicking on the Copy button will create an Unfinished invoice identical to the original, apart from the invoice number, bank reference code, invoice date and due date.When copying the invoice, you can change the Receipt type and Business partner e.g. create a sales invoice for a customer, with an expense invoice as the template.
Clicking on the Invalidate button will invalidate an editable travel or expense invoice. Invalidated invoices do not have accounting pages, but can still be viewed and copied.
By using the Attachments button, you can add files (e.g. scanned receipts or a travel report) to an invoice and view or delete existing attachments. This button opens the Attachment file functions window, in which you can select the Add, View and Delete functions. If you do not want to perform any of these, select Cancel. The View and Delete options will be unavailable if the invoice has no attachments. The names and attachment times of files attached to the invoice are listed at the bottom of the window.
Attachments can be processed even if the invoice is unavailable for editing.
The Add option retrieves the file to be attached. Click the Browse button in the window that opens, find the desired file and attach it to the invoice by clicking on the Attach button.
With the View option, you can view the attached files. If more than one file has been attached to the invoice, this option will open a window in which you can select the file from a drop-down list. Depending on the file type, the attachment will be opened in a new browser window or in an application (e.g. XLS files in Excel and DOC files in Word). You can view several attachments simultaneously.
Clicking on the Delete button will remove attachments from the invoice. If more than one file has been attached to the invoice, the button will open a window with a drop-down list, from which you can select the files to be removed. Attachments cannot be deleted from files related to closed fiscal years or periods.
The Accounting button opens the invoice’s accounting view.
Clicking on the Dimensions button will allow you to dimension the invoice. In Procountor, dimensions and items refer to cost centres and tracking objects.
Clicking on the Verification button will open the invoice’s Verification page.
Clicking on the Payment button will queue the invoice for payment.
The Bank statement button opens the Bank statement view.
Clicking on the Person button will open the Person’s information page in the Employee register.
The buttons after the Additional information and Notes fields open windows for editing these fields. This enables the use of line breaks. Line breaks are displayed in the field as \ characters. There is no limit to the length of Additional information and Notes.
Read the description of Travel and expense receipt processing.
Also read more on accounting pages.
The Travel and expense invoice instructions for the Personnel role are available here