Capture / import / release supplier invoices

In AbaNinja, you can only import supplier invoices through the "Capture supplier invoices" function. This means you upload the corresponding invoice document (e.g. PDF, PNG, JPG, JPEG), and the software automatically reads the most important data such as address, amounts, VAT and payment information and transfers it to the capture mask.

Procedure - step by step

• Select the "Capture supplier invoices" button in the Supplier invoices section.
• In the next step, click on "Upload documents" and select the desired invoice from your computer or upload the invoice via drag & drop.
• After uploading, the capture mask opens. Here, the read-in data is displayed, including address, invoice and due date, positions, amounts, VAT rate and payment information.
• Check all the data carefully. You can adjust or add all fields such as accounting, amounts or tax rates if necessary.
• Save the invoice to keep it open, or release it directly if all the information is correct.

Release supplier invoice
After checking and possibly adjusting the data, you can release the supplier invoice for payment by clicking on the "Release" button. Only after the release is the invoice booked in the accounting and receives the status "Confirmed". Afterwards, the supplier invoice is available for the payment process. You can also delegate the release to another authorized person in the company. To enter a payment for a confirmed supplier invoice, click on the three dots (actions) in the overview or in the detailed view of the invoice and select "Enter payment". Then you can enter the payment details and save them.

Benefits
This procedure ensures that all supplier invoices are processed digitally, efficiently and traceably. Automatic data recognition saves time and reduces error sources. By central checking and release, you always keep control over your incoming invoices.

Hints and tips

• You can only process imported invoices. A manual, completely free entry without import is not provided.
• After importing, always check the read-in payment information, especially bank details and references, to avoid later payment problems.
• Use the option to store account suggestions for recurring suppliers so that the accounting is automatically suggested.
• After release, an optional payment order can be created and sent to the bank if there is a bank connection.
• Invoices in the status "Open" can still be edited; after release, only limited changes are possible.