What is the voucher inbox?
The voucher inbox (Accounting → Voucher inbox) is where incoming vouchers are collected before they are recorded. You can upload files in the following ways:
Click Upload at the top and select file(s)
Click the arrow next to Upload and select Import – used to import GBAT10 files (e.g. from a payroll system)
Drag and drop files directly into the inbox
Paste (Ctrl+V) an image or PDF from the clipboard
Send files as attachments to the email address shown at the top of the voucher inbox
Open a voucher and choose voucher type
Click Open voucher to open it as a supplier invoice. To choose a different type, click the arrow next to the button and select:
Supplier invoice
Customer invoice
Customs declaration
Bank statement
Advanced voucher
Choose the correct type before recording, so the voucher ends up correctly in the accounts.
The right-click menu
Right-click a voucher in the inbox to bring up all actions:
Open – opens the voucher as a supplier invoice
Merge – merges several documents into one voucher. Useful when an invoice arrived as several files (e.g. invoice + attachment). See Before you merge below.
Split – divides one PDF document into several vouchers. Useful when several invoices arrived in the same PDF. See When can a voucher be split? below.
Interpret voucher – lets Catacloud read and interpret the contents of the voucher automatically (OCR/AI), so that fields such as supplier, amount, and date are filled in for you.
Download – downloads the original file
Tag – add tag(s) to the voucher for easier sorting and filtering
Copy (Ctrl+C) – copies the voucher
Send to → My files – sends the voucher to the Files module
Rename – change the file name
Delete (Delete) – deletes the voucher from the inbox
When can a voucher be split?
You can only split a voucher that has no details registered on it yet. This means the voucher must be:
a PDF that is the only file in the voucher
not an EHF invoice
not interpreted with Interpret voucher
not opened and saved as a voucher type (e.g. supplier invoice), and not sent for attestation
not posted
If the voucher cannot be split, you will see one of these messages:
"You cannot split a voucher with data" – the voucher is an EHF invoice, or it has been interpreted, saved as a voucher type or sent for attestation.
"You can only split PDF vouchers" – the file is an image or another file type than PDF.
"You cannot split a voucher that is posted" – the voucher has already been posted.
So split the document before you interpret, open or record it.
The voucher cannot be split – how to fix it
Right-click the voucher in the voucher inbox and select Download.
Upload the downloaded PDF to the voucher inbox again. The new copy has no details and can be split.
Right-click the new copy, select Split and divide it the way you want.
Delete the old voucher so it is not recorded twice.
Note: If the original voucher was an EHF invoice, the new copy becomes an ordinary PDF. The invoice details (supplier, amount, KID etc.) are not carried over – fill them in yourself or use Interpret voucher.
Before you merge
The merged voucher gets the details of the first voucher you selected. If that is an EHF invoice or an interpreted voucher, the merged voucher cannot be split again afterwards.
So only merge documents that belong to the same voucher – for example an invoice and its attachment. Bank vouchers and other invoices should stay as separate vouchers.
Record a multi-line EHF on a single line
When processing an EHF invoice, the number of item lines will often match the lines on the invoice itself. If you want to simplify the recording, you can merge the lines:
Merge all lines – combines all lines into one.
Merge lines by VAT code – lines with the same VAT code are automatically merged into one entry per code.
Copy a voucher
What is possible depends on the voucher type:
Invoices: Use New invoice like this to create a new invoice with the same setup. Also used to zero out an incorrectly recorded credit note – create a matching invoice so they offset to zero.
Advanced vouchers: There is currently no copy function to reuse the entries. These must be recorded manually again.
The same EHF invoice shows up many times
Now and then the same EHF invoice shows up several times in the voucher inbox – sometimes 20–30 copies of the same document. This happens when the supplier (or the EHF network) has delivered the invoice repeatedly, or when a synchronisation with the receiving address has fetched the same message several times.
Important: Before you clean up, always check the supplier ledger or the voucher list to confirm that the invoice has not already been posted. A double payment is hard to reverse.
How to clean up:
Go to Accounting → Voucher inbox and identify the duplicates. They have the same file name, supplier and amount.
Click the first copy to select it, then hold Shift or Ctrl and click the others to select all the duplicates – except one that you want to keep.
Right-click and select Delete, or press Delete. Confirm the deletion.
You should now have one copy left – post it as normal.
If the duplicates show up again shortly after you deleted them, contact us in the chat – the problem may lie in the EHF network integration and need action on our side.
When should you contact us?
Contact us in the chat and provide the client and voucher number if:
A voucher cannot be merged, split or posted as expected – also after you have tried the steps above.
Duplicates show up again after you deleted them.
You are unsure whether an EHF invoice has already been posted.