We hate manual entry, and we know you do too. But sometimes you do end up with paper receipts or bills from your suppliers. Taxi receipts, restaurant expenses, petrol dockets & scans...things like that cant be mapped but they can be manually entered.
How to Manually Enter invoices;
Adding a user with Manual Entry status (optional)
The first thing you want to decide is whether you have a staff member who might have a few minutes on hand during the day to do the manual entry for your firm. Perhaps it is a receptionist, or an office manager? If so, you may want to add them as a User with Manual Entry privileges only. For a reminder of how to register a new user, click here.
When a user who only has manual entry privileges logs into the invitbox account, the only thing they will be presented with are bills requiring a quick bit of manual entry. Once they have manually entered the bill, the bill then enters the approvals workflow like any other bill for verification, editing and sign off. Mistakes can be corrected so there is no pressure on the staff member to get everything right first time.
If you don't have anyone like that, manual entry will need to be carried out by an Admin since the only other role that can see inside the Unknowns tab (where the bills are presented for manual entry) is an Admin.
Just scan or take a photo of the receipt
With invitbox, all you need to do is snap the receipt with any camera phone or scanner, email the image into your @invitbox.com account (adding a quick note to the email explaining what it is about and for), and then you can safely throw the receipt away.
When the bill arrives into invitbox it will appear in the Unknowns tab, ready for a quick bit of manual entry.
So how do I do manual entry?
From the Unknowns tab, and with the bill in view, firstly check to see if you need to split pages before doing the manual entry.
To learn about Split Pages, click here. It is VERY important to ensure that you are not manually entering the details relating to a bill that might have many other bills attached to it as though they were just other pages of the bill.
Once you are sure you are only entering details of one bill, go to the Manual Entry tab at the top of panel 3.
You will have the following to complete;
Document Type - change to credit note if needed, and/or set it to be line item type if you need to enter quantity and unit prices. Please note that if you have a credit note and you change the document type to Credit, than you still need to include the negative symbol when you enter your amount. For eg enter as -$90.50
Supplier - choose from the drop down list or add a new supplier via the green + icon
GL Code - choose one, or change from a default one that might be presented
Category/Project etc - choose from the drop down list (optional)
Invoice Number - mandatory field - always enter it exactly as you see it, for eg if it's 00003529 then include the zeros or INV-7356 then include the 'INV-' This will ensure duplicates will be flagged when the supplier's invoices are both mapped or manual entries
Invoice Date - mandatory field -you can type it in or click on the box to select it from the calendar
Due date - optional - if you have a default number of days credit set for the chosen supplier, then this will populate once the invoice hits the InTray
Purchase Order Number - optional
You will then need to enter a Description and a bill total (or if you have set the document type to be a line-item bill, then a product code + Description + quantity + unit price). Depending on whether the bill contains GST, and whether you can actually reclaim the GST, you can adjust the Entered Amounts Include Tax check boxes, and the Taxed check boxes to get the bill to balance.
Then click Save
The bill will now be moved to an Intray for approval
Date format; Sometimes you'll be entering receipts that dont have an invoice number on them. For these we recommend you use the receipt date, but to ensure duplicates are recognised by the system you need to make sure that you plus everyone else, uses the same format, for eg if the date is 13th Feb 2017 one person may enter it as 13.2.17 and another as 13.02.17 and just that difference with the zero will cause it to not flag as a duplicate.
Widen the area so you can also add the GL Codes; The manual entry window can be expanded so you can also enter the GL Codes etc at the same time. To do this just drag the vertical window divider to the left or click on 'View Details' at the top (see image above to see where)
Is the amount you're entering not including the GST amount? ; When you enter some invoices with lines, you will find the amounts on the lines are the 'excluding gst' amounts, so we have a feature to make it easier so you can enter the excluding gst figure. If you have a look at the image above it shows you this feature & it's called: 'Entered Amounts Include Tax -Yes or No'. The example shown best explains how it works.
This feature is frequently confused with whether the amount is gst applicable or not. If the line figure you enter is not gst applicable then you just need to untick the Taxed box, you do not use the Yes/No feature.
PLEASE NOTE WE USED TO PROVIDE A MANUAL ENTRY SERVICE FOR OUR CLIENTS, BUT AS OF THE 27TH MAY 2014 THE MANUAL ENTRY SERVICE IS NO LONGER AVAILABLE SORRY.