The online accounting program mKsiegowa.pl allows you to get e-mails with attachments and enter purchase invoices on their basis.
Purpose
Purchase invoices are often sent to the accounting department by employees or customers. Polish regulations allow you to send documents in electronic form. The taxpayer has the right to charge VAT on invoices received and stored online.
To facilitate the process of collecting and storing purchase invoices, there is a possibility in the program to receive scans of invoices and post them.
Invoices can be sent to the program in particular from:
- any e-mail program with a scan of the invoice sent as an attachment
- from a tablet by e-mail - sending a photographed invoice
Procedure
- For this function, we recommend setting up a separate e-mail account, e.g. on a free server.
- You need to configure the mailbox parameters in the module Setup.
Entering Purchase Invoices
- in the module Purchases enter Mail Box Access
- You should see received messages on the screen
- click on the link in the column Attachments; a new window with the attachment preview will open; note: you need to configure the program to open documents of a certain type; most often a program for viewing pdf, jpg, gif and png files is enough
- use the icon
to enter the purchase invoice
For easy invoice entry, we recommend placing 2 boxes next to each other.
- after re-entering Mail Box Access, you can mark the invoice as entered - click the checkbox on the right and click the button Flagged
- to see invoices marked as "Flagged" click checkbox Show flagged
- you can mark again as "unflagged" the invoices previously marked as flagged
- emails can be deleted; in such a case, e-mails are deleted from the mailbox
Attach a scan to an invoice
After entering the invoice, the scan on the basis of which the invoice was entered is automatically attached to the accounting document.
You can preview the scan in many places in the program, if the e-documents option is enabled in the program.
In particular, you can search and view an invoice scan in:
- Supplier Transactions Inquiry - from the position of the supplier's documents
- Journal Inquiry - from the journal items
- Attach Documents when you need to change or attach another scan