Incoming Invoices

Incoming invoices are your suppliers' invoices. You keep them on the Receipts & Orders page (Receipts & reports → Receipts & Orders), on the Incoming tab. You enter an invoice by hand, item by item, and in a venue with inventory accounting you then create a price calculation from it, which brings the goods into stock.

Availability

The Receipts & Orders page is seen by an employee whose group has the Receipts & Orders item turned on in the Administration section (see Users and Permissions). Creating a price calculation from an incoming invoice has additional conditions, listed in its section.

What do you want to do?

Situation	Action
You have a supplier's invoice on paper or as a PDF	Entering an incoming invoice
You want to correct or delete an invoice you entered	Editing an incoming invoice
The goods from the invoice should go into stock	Price calculation from an incoming invoice

Incoming invoice list

On the Incoming tab, the search, FILTERS and columns work the same as on the Outgoing tab (see Finding a receipt). Click an invoice to open its preview. An invoice that has no items yet does not open with a click — open it with the Edit option in the ⋮ menu at the end of its row.

The list shows the invoices whose date is in the chosen period; the default period is from yesterday to today. If you entered an invoice with an earlier date and do not see it in the list, widen the period in the filter.

Note

The Import incoming fiscal invoices item in the page's ⋮ menu reads the QR codes of Serbian and Montenegrin fiscal receipts. It is not used in the Global version of Konty — enter your suppliers' invoices by hand.

Entering an incoming invoice

You enter a supplier's invoice — on paper or as a PDF — by hand. The supplier must first be entered as a client (see Clients).

Entering the invoice and its items

1. On the Receipts & Orders page, click ADD INCOMING ORDER in the page header. The Incoming order page opens.
2. In the Document info section, enter the invoice's Date (today by default), the Due date if needed, and choose the supplier in the Client field. If the invoice is for an advance, tick Advance.
3. Click SAVE in the page header. The app reports "Incoming order saved successfully.", and the items become available.
4. Click ADD ITEM and fill in the fields in the Add item window (see the table below).
5. Click SAVE, or SAVE AND NEXT to enter the next item right away.

Each item is saved as soon as you click SAVE in its window. The Summary section shows the invoice's Total before tax, Total tax and Total. The = key also opens the window for a new item.

Field	Description
Name	The name of the item on the invoice.
Unit price	The price of one unit, including tax.
Discount	A discount in percent.
Quantity	The quantity on the invoice.
Unit of measure	Choose a unit or type a new one.
Tax rate	The item's tax rate — one of your venue's tax rates.

Note

Items cannot be added before you save the invoice — until you save it, "Save the order, then add its items." is shown instead of the items.

Editing an incoming invoice

1. Open the invoice: in the ⋮ menu at the end of its row, choose Edit, or click the invoice and then click EDIT in the preview (an invoice without items does not open with a click).
2. Change the details in the Document info section and click SAVE.
3. You change an item by clicking it, and delete it with the Delete option in the ⋮ menu in its row ("Permanently delete this order item?" → CONFIRM).

If you leave the page with unsaved changes, the app asks "Leave this page?".

Warning

An incoming invoice linked to a price calculation can no longer be changed: Edit is not available, with the explanation "This incoming order is linked to a calculation, so it can no longer be edited." An invoice is linked to a price calculation when you create the price calculation from it (Create calculation) or when the invoice was created from a price calculation with the Create invoice option ticked (see Price Calculations and Price Levelings).

Deleting an incoming invoice

1. In the ⋮ menu at the end of the invoice's row (or in the ⋮ menu on the Incoming order page), choose Delete.
2. To the question "Permanently delete incoming order? All its data will also be deleted." click CONFIRM.

The invoice is deleted together with all its items. Deleting cannot be undone.

Price calculation from an incoming invoice

In a venue with inventory accounting, you create a price calculation from an incoming invoice — the document that brings the goods into stock — instead of copying the items by hand.

Availability

Create calculation requires the Inventory Accounting module and the Price Calculations permission. When a price calculation has already been created from the invoice, Create calculation is no longer available.

1. Open the incoming invoice and choose Create calculation in the ⋮ menu. A window with the invoice items opens.
2. For each item you take over, click MAP TO PRODUCT and find your item by name, code or barcode.
3. In the Qty factor column, enter how many of your units one unit on the invoice contains — for example 24 when the supplier invoices a pack of 24 pieces and you sell by the piece. Also check the selling prices (Selling price before tax or Selling price after tax); the Margin % is calculated by itself.
4. Skip the items you do not take over with the Skip icon (for an item that is already mapped, first click X next to the item, then Skip). You can also just exclude an item with the check box at the start of the row.
5. Click SAVE MAPPED ITEMS. The mapped items turn green.
6. Enter the Calculation number. If needed, enter the Dependent costs before tax, and untick With purchase tax (ticked by default) if the supplier is not in the tax registry.
7. Click CONFIRM.

The app reports "Calculation created successfully." and opens the price calculation. Check it and book it (see Price Calculations and Price Levelings).

The color of a mapped item shows its state: green — mapped and saved; yellow — filled in, but not saved yet (click SAVE MAPPED ITEMS); red — the item is chosen, but the details are incomplete. CONFIRM is active when the calculation number is entered and all ticked items are green.

Tip

The mapping is remembered for each supplier. On the next invoice from the same supplier, the same items are already mapped, and skipped items stay skipped.