Not every cost arrives as a document. A cash receipt, a bank charge or an internal cost can be entered by hand.
Add a transaction
- Open Finance > Transactions (or Production > Transactions in the project) and choose New transaction.
- Fill in the header: supplier, reference, invoice date, due date, currency and the totals.
- Add lines. A line has a description, an amount, a VAT rate, a cost type and a project. Split a line when one invoice covers two productions or two cost types.
Link to the budget
The cost type on a line is what connects the cost to the budget: budget lines carry cost types, and the forecast sums cost per cost type. A line without a cost type raises an issue and is not counted in cost to date.
Where a purchase order exists, link the line to it (Link expectation). The forecast then knows this invoice fulfils that commitment and does not count it twice. Unlink when it was the wrong one. Tubes also tries to match automatically; Retry matching runs that again after you changed the reference.
VAT
The VAT rules of the account decide which VAT is recoverable. Mark VAT as non-recoverable on a line when it counts as cost, for example on foreign invoices.
Currencies
A transaction in another currency uses the FX rate of the project. Refresh FX takes the current project rate; the currency of a transaction can be changed while it is not yet approved.
Request a correction
When an invoice is wrong (wrong amount, missing PO number), Request correction sends the supplier a message from Tubes and parks the transaction until the corrected version arrives.
Retry validation
After fixing a line, Retry validation runs the payment approval rules again so the issue clears and the transaction can move to approval.