When you open a supplier invoice from the document inbox, you can do all of the following on the same voucher: split the amount across several cost accounts, accrue the cost over several months, and link the entry to a dimension (department, project, or custom). All of this is done directly in the COSTS section.
Open the voucher from the voucher inbox
Go to Accounting → Voucher inbox and find the invoice you want to record.
Click Open to open it as a supplier invoice. To choose a different voucher type, click the arrow next to the button.
Fill in the top section: Supplier, Invoice date, Due, Invoice No., and Total amount incl. tax.
Split the amount across several cost accounts
A single invoice may cover several different costs – for example, partly rent and partly electricity. Use the Split amount button at the top right of the EXPENSE section.
Click Split amount. The section splits into EXPENSE (PART 1 OF 2) and EXPENSE (PART 2 OF 2).
Fill in Account, VAT code, Amount, and Description for each part.
If you need even more lines, click Split amount again on one of the lines.
To remove a line, click Remove amount on the relevant line.
Note: The sum of the parts must match the total amount you entered at the top.
Accrue the cost over several months
Accrual is used when a cost covers a longer period than the invoice month – for example, an insurance subscription for the whole year. Catacloud then automatically records the cost spread across the specified months, via an intermediate account.
Find the cost line's row and turn on the Accrual toggle to the right of the Description field.
Fill in the fields that appear:
Accrual account – the intermediate account used. The account must exist in the chart of accounts.
Months (occurrences) – the number of months the cost should be spread across.
Start – which month and year the accrual should start.
Catacloud then creates one entry per month on the cost account, and offsets it against the accrual account. The accrual is recorded on the 1st of each month.
Note: Accrual is available on supplier invoices. To accrue other voucher types, this must be done as manual entries.
Add a dimension (department, project, or custom)
A dimension is linked to a cost line and allows the entry to be filtered and grouped in reports – for example, to see costs per department or project.
Turn on the More choices toggle to the right of the Description field on the relevant line.
A new Dimensions field appears. Click in the field and choose a dimension from the list.
The dimension list shows all available dimensions – departments, projects, and any custom dimensions are listed here. You do not need to activate a separate project module to use dimensions.
If you have split the amount across several lines, you can set a different dimension per line – for example, Department East on line 1 and Department West on line 2.
Create custom dimensions
In addition to department and project, you can create your own dimensions, such as Product or Profit point. These are set up under Administration → Module settings → Accounting → the Custom dimensions tab. Once a custom dimension is created, it appears in the "Choose dimension" field alongside department and project.
How to see dimensions in reports
After recording, the dimension stays on the entry and can be used as a filter in reports:
Accounting → Result – filter by department or project to see results per dimension.
Accounting → Balance Sheet – the same filtering option per dimension.
Accounting → General ledger – see all entries for a given account, filtered by dimension.
Save and record
Once all cost lines are filled in and you are happy with the accrual and dimensions, click Save and send to ledger at the bottom right. The voucher is then recorded and disappears from the document inbox.
If you want to save without recording right away, click the arrow next to the button and select Save changes whithout posting.
When should you contact us?
Reach out in the chat if:
The accrual account is missing from the list – it must be created in the chart of accounts first.
The dimension you want to use does not appear – check that it has been created under Custom dimensions, or that the department/project is active.
The accrual entries do not zero out as expected on the intermediate account.
Please provide the client name, voucher number, and a description of what you expect vs. what is happening.