Review a submitted document

Use this page to review the information Billnado extracted from a submitted purchase invoice or purchase credit note. You can correct errors, complete missing information and then register the document permanently in the active administration.

You need an active Billnado licence. The administration must also have a default company and default purchase journal before you can complete registration.

Document and processing status

The PDF appears next to the extracted information. For a UBL without an embedded PDF, Billnado shows No PDF found in the UBL. You can still review the UBL data; download the original XML file from the overview if you need the source.

A message above the information explains the processing state:

• while the document is On hold or Processing, extraction is still running. For urgent registration, you can already enter the information manually;
• when processing has Failed, you can enter the information manually or select Rescan. Rescanning places the document back in the queue and replaces the failed extraction when the new processing completes.

Document information

• Document number identifies the invoice or credit note at the supplier.
• Date determines the document date and the financial year in which Billnado places the final purchase document.
• Expiration date indicates when a purchase invoice is due for payment. It is not shown for a purchase credit note.

Supplier

Use New supplier to determine what happens during final registration.

• Enabled: review Relationship, VAT Number, Street Name, House number, Zip code, City and Country. Billnado creates a new supplier with this information when you register the document.
• Disabled: select an existing supplier under Relationship. Billnado copies the details from that supplier record; the address and VAT information cannot be changed here.

Use an existing supplier if it is already present in the administration. This also lets Billnado check whether the same document number has already been registered for that supplier.

Payment information

For a purchase invoice, Payment Information contains:

• IBAN and BIC for the account to which the invoice should be paid;
• Payment reference for the payment message.

This section is not shown for a purchase credit note.

Lines and totals

Each line describes a charged product or service.

Field	Meaning
Sku	The item reference for an invoice line. This field is not shown for a credit note.
Name	Description used to identify the charged item.
Quantity	Number of units charged.
Unit price	Price of one unit before VAT.
Price excl. tax	Line total before VAT.
VAT rate	VAT code that determines the rate and tax treatment.
Price incl. tax	Line total including VAT.

When you change Quantity, Unit price, Price excl. tax, VAT rate or Price incl. tax, Billnado recalculates the related amounts. Excl. VAT, VAT and Incl. VAT above the lines show the totals for all lines.

Select Add line for a missing item. Delete line removes that line from the document you are preparing to register.

System information

Open System to view the read-only timestamps:

• Registration Date: when Billnado received the file;
• Processing date: when automatic extraction completed;
• Expiration date: when the unregistered document is removed automatically. This is three months after receipt and is separate from an invoice's payment due date.

Correct, change type or register

Corrections are not saved separately. As soon as you change a field or line, Reset appears. It restores all extracted values. Delete document is only available when there are no pending changes; reset first if you still want to delete the submission.

If the type is wrong, select Change document to credit note or Change document to invoice. Billnado saves this type change immediately and adjusts the available fields and final action.

Then select:

• Save as invoice to create an unpaid purchase invoice in the default purchase journal;
• Save as credit memo to create an unpaid purchase credit note in the default purchase journal.

Billnado calculates the final line and document totals from quantity, unit price and VAT code. The submitted file is attached to the new purchase document. The submission then disappears from the overview and Billnado opens the new purchase document. If New supplier was enabled, the new supplier record is created as well.

Possible duplicate

When you select an existing supplier and enter an invoice or credit note number that matches an existing document for that supplier, Possible duplicate appears.

• Select View to inspect a matched document in a separate tab.
• Select Cancel to return without creating a purchase document.
• Select Continue only if you are sure this is not a duplicate registration. Billnado will then create the document anyway.

Delete

Delete document opens a double confirmation. After confirmation, the submitted file and extracted information are permanently removed. No purchase invoice or purchase credit note is created. Download the file first if you still need it.

Troubleshooting

Why can I not complete registration?

Check the document number, date, supplier and VAT code for every line. Also check that the administration has a default company and default purchase journal.

Why is Rescan not shown?

This action is only shown when automatic processing has Failed.

What happens to my corrections when I select Reset?

Billnado restores all last extracted information. Manual changes and added or removed lines are lost.

Related documentation

• Manage submitted documents