Voucher registration
All accounting is based on vouchers. Xena simplifies the process of managing vouchers by storing them and suggesting necessary information.
Inbox
Voucher registration begins in the Inbox. Here, you will find all vouchers that have not yet been posted. These can be PDF invoices that you've uploaded or received via email. They can also be electronic invoice files from Sproom or directly from the supplier, which you've sent to the Inbox.
In Voucher Registration, there are special shortcut keys that you can use to navigate through a voucher. See an overview of all of them in this guide.
Post, Share, or Set Approval Rules
You can post vouchers if you have the necessary posting access. You can also fill in as much information as possible and then send the voucher to another user.
Approval rules can be set up so that vouchers are automatically transferred to another user's Inbox if you don't have access to post them.
When a voucher is posted via voucher registration, the voucher number is determined based on the user-selected ledger. Ledgers are created through the Setup menu > Ledger Setup > 'Ledger' tab.
Voucher registration is in 4 sections
Part 1: Voucher Information
In the section named 'Description', Xena suggests as much information as possible based on the voucher. If the partner is not created, you can click the + symbol in the partner field to create a partner directly.
The text will be suggested on the subsequent account lines, so it's a good idea to write descriptive text about the voucher here. This text is also saved on the document, allowing you to search for it later. See Document Management for more details.
Even for cash vouchers, like those from a florist, it's recommended to associate with a partner for easier retrieval of the voucher. If you intend to later transfer the payment directly to your bank, a partner MUST be associated. After selecting a partner, you can also enter the invoice number, payment date, and optional payment ID.
When Xena processes vouchers, it is crucial that you have entered the VAT registration number for your suppliers. This ensures precise identification of the supplier in your fiscal. Therefore, please be aware of the following:
- Ensure that you have entered the VAT registration number only for the supplier for whom you want to post vouchers
- Ensure that if you deactivate a partner, you also delete the VAT registration number from the partner
Part 2: Order Cost Registration
In the 'Order Costs' section, you add expense lines to a sales order. This section only appears if you have projects set up in your accounts. You select the task, cost type, description, etc. Enter amounts excluding VAT in the amount fields.
The tasks you see in the list depend on their status and whether they are set to be displayed in the accounting views. Read more about task status here.
The 'Edit All' and 'Clear List' buttons are used to change or remove multiple order costs at once.
Learn more about voucher registration for sales orders, setting up fixed approvers, and automatic cost type selection in this guide: Voucher Registration for Sales Orders.
Find instructions for creating order costs via electronic invoice in this guide: Electronic Invoice Voucher Registration.
Part 3: Ledger Posting (including payment)
In the 'Accounting' section, you determine where the voucher is posted in your ledger accounts. Choose or create a ledger account, optionally add another description, and enter the amount INCLUDING VAT!
If a partner is selected on the voucher, and you normally post invoices from this partner to the same ledger account, you can check 'Save bookkeeping details for this partner'.
If the invoice is already paid, click on the amount field next to the bank account from which the payment was made. The full amount of the voucher will be inserted automatically. If a partial payment has been made, adjust the amount to the paid amount. You can later post the remaining amount via a payment to the partner.
If you've entered a payment date at the top of Part 1, it is used as the posting date on the payment account. Otherwise, the voucher date is used.
Handling Exchange Rates
If the invoice is received in a foreign currency, there might be a difference between the sender's exchange rate and the rate you used when paying the invoice. To balance this difference, first enter the amount you paid to the recipient. Then, press 'Adjust Exchange Rate' to have the invoice amount adjusted according to this rate.
Part 4: Results and Posting
This section is named 'Results' and appears at the bottom of the voucher. Here, you see bookkeeping results as well as any warnings/errors related to the voucher.
If there is a difference of a maximum of 0.49 cent, this is automatically considered rounding and will be posted to the 'System Difference' account.
- If there are errors or missing information on the voucher, a RED warning is displayed. The voucher cannot be posted as long as there are red errors.
- If there are warnings or points of attention, a YELLOW warning is displayed. The voucher can be posted with a YELLOW warning.
Press the 'Bookkeep' button or use the bookkeeping icon at the top to post the parts of the voucher you have bookkeeping access to. If the voucher contains parts that require approval from another user with additional access, the voucher is automatically moved to their inbox for final bookkeeping.
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