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 email attachments to the inbox address shown at the top of the inbox (e.g. [email protected])
Open a voucher and choose voucher type
Double-click to open the voucher. 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).
Split – divides one document into several vouchers. Useful when several invoices arrived in the same PDF.
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
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.
When should you contact us?
Contact us if a voucher cannot be merged, split, or recorded as expected. Please provide the client and voucher number.