Voucher registration

All accounting is based on vouchers. Xena makes it easy to manage vouchers by storing them and automatically suggesting relevant information.

 

The inbox — where voucher registration begins

Voucher registration starts in the Inbox, where you find all vouchers that have not yet been posted. Vouchers can come from several sources:

• PDF invoices that you have uploaded or received by email

• Electronic invoice files from Sproom or directly from suppliers

• Receipts received via the EG Xena Voucher app

Go to the menu Ledger > Voucher Registration.

You can navigate quickly through the voucher using keyboard shortcuts specifically designed for voucher registration. For example, you can press Alt+A to quickly go from an open voucher back to the inbox.
➡️ See the overview of keyboard shortcuts

 

Posting and approval

If you have posting rights, you can register and post the voucher directly. If not, you can fill in the details and send it for approval to a colleague. Approval rules can also be set up to automatically forward vouchers to another user's inbox if you do not have access to approve everything.
➡️ Guide to setting up approval rules

When the voucher is posted, it is assigned a voucher number based on the ledger and the user performing the posting. Ledgers are created via Setup > Ledger Setup > Ledgers.
➡️ See how to set up number series and select a ledger for a user

 

The voucher's five sections

A voucher in Xena is divided into five logical sections, which are described below.

 

1: Notes

This section is used for internal notes about the voucher. The notes are saved with the partner posting when posted and are also shown under Purchases > Payments.
➡️ Read more about notes and parking of vouchers

 

2: Description

Here you find the basic information about the voucher. Xena automatically reads many of these when the voucher is received. The top text line serves as the default description on subsequent posting lines. It is therefore recommended to write a clear and descriptive text, which is also saved and can be used for searching later.
➡️ See also: Document management

Supplier details: If the supplier has not been created, you can quickly create one via the + button in the Partner field. Even for cash receipts, e.g. from a café or bakery, it is recommended to create the supplier. When a supplier is selected, additional fields for invoice number, payment date and payment ID/bank account are shown — important details if you later export payments for import in your bank.

When creating suppliers, please note:

• Always enter the company registration number so Xena can recognise the supplier

• Avoid using the same registration number on multiple suppliers

• Remove the registration number before deactivating a supplier

 

3: Order cost

Here you can add expense lines to sales orders. This section is only shown if at least one project has been created in your fiscal.
➡️ Tasks are shown depending on whether they are set up to be shown in posting

Use the Edit all and Clear list buttons to change or remove the voucher's order costs in bulk.
➡️ Voucher registration for sales orders and approval flow
➡️ Creating order costs via electronic invoice

 

4: Posting

In this section you choose how the voucher is posted:

1. Select ledger account

2. Enter amount (incl. VAT)

3. Add a description if needed

If you often post vouchers from the same supplier to the same account, you can tick the field Save posting details on the partner for next time, so Xena remembers the setup.

If you cannot find a ledger account in the search, check whether you have entered an account number or SAF-T number on the account. In voucher registration and the ledger, only accounts that have either an account number or a SAF-T account number filled in are shown.
➡️ Read more about the chart of accounts

Already paid? If the invoice has already been paid, click the amount field next to the payment account — the system automatically inserts the amount. For partial payment, you can adjust the amount, and the remaining balance is registered as a supplier balance. The posting date for the payment is taken from the payment date in the Description section, if specified — otherwise the voucher date is used.

Handling foreign currency: For foreign invoices, you can adjust for exchange rate differences:

1. Enter the actual amount paid on the payment account

2. Click Adjust exchange rate

3. Xena automatically adjusts the invoice amount

 

5: Result

This section provides a complete overview of the posting result, as well as before/after balances for the selected accounts. Differences up to DKK 0.49 are treated as rounding and are automatically posted to the System Difference account. Here you also see errors (red) and warnings (yellow). Vouchers with warnings can still be posted but should be reviewed.

When everything is ready, click the Post button. Vouchers that require further approval are automatically forwarded to the relevant user.

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