What is reconciling invoices with delivery notes for, and how do you do it?
Reconciliation in tspoonlab lets you group one or several delivery notes under a single official supplier invoice, making it easier to validate amounts to ensure the invoice matches what was physically received, control spending by avoiding billing errors, and automate accounting by simplifying the data export for your accountant.
How to reconcile invoices in tspoonlab?
This video shows you how to reconcile invoices with one or several delivery notes, to close the cycle of each order. You can follow the step-by-step guide described after the video.
Step-by-step guide to reconcile invoices in tspoonlab
Access the supplier record
Go to "Management" and then click "Suppliers".
Select the supplier you want to reconcile with.
Scroll to the bottom of the supplier record to the "Latest invoices" section. Click the three dots in the box and select "Add invoice".
Add the invoice details
In the pop-up window, complete the document's official information:
Invoice number: enter the invoice serial number manually.
Document number: add the internal reference if applicable.
Payment method: select it from the dropdown. If it doesn't exist, remember you can create a new one right here.
Associate file: click to upload the invoice in PDF or JPG format previously saved on your computer.
Complete the dates: invoice date, posting date and due date.
Add delivery notes: click the Delivery note field. A pop-up opens with all the received (non-invoiced) delivery notes for this supplier. Tick the delivery notes you want to include in this invoice and click OK.
Quick delivery-note editing: if you need to correct something, use the three dots on each delivery-note line to edit it or manage issues.
Check the totals: make sure the taxable base and the VAT (Value Added Tax) match the paper.
Additional items: if the invoice includes transport, fees or withholdings, you can add them manually in the Bases section. Click "OK" to save the invoice.
š Note: If you canāt find a delivery note when reconciling, make sure it isnāt already linked to another invoice or in Paused status.
Changing the invoice status and exporting .XLSX
Once the invoice is created, you can manage it from the general list:
Change status: click the three dots on the invoice line to change its status (To review, Validated, Posted and Paid).
Export .XLSX: to extract the information, select the three dots next to the search bar and choose "Export invoices .XLSX". Set the year and period and click "OK".
š¢ Attention: Remember that the .XLSX documents generated in the export are informational records and cannot be changed once downloaded, to keep data integrity.
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