Record an incoming invoice

Incoming invoices are the documents your suppliers send you. Alya Books keeps them on the Incoming Invoices page, checks them against PINT AE and your TRN, and lets you accept, reject and pay them.

There are three ways to record one:

• Upload a file yourself (this article).
• Let suppliers email your Alya Books inbox address.
• Fetch documents addressed to your Peppol ID through your ASP.

Upload a supplier invoice

Recording one document is a guided page with three steps:

1. Upload file. Go to Incoming Invoices → Record incoming invoice, then drop the file or click to choose it. Accepted formats: XML, PDF, PNG, JPEG and WebP, up to 20 MB. For an XML you can also add the supplier's PDF copy, which is then shown next to the data. Click Upload and continue.
2. Check details. The review page opens with the data on the left and the document on the right. Correct anything that was read wrongly, then Accept or Reject.
3. Record payment (optional). After accepting, the Payments card is shown first. Record what you paid, or click Finish and do it later.

If the upload fails (for example a duplicate or an unreadable file) the reason is shown on the page and in the Import log.

To add many files at once, use Bulk upload on the list page. Each file gets a result line with an Open button.

Rename the section

Settings → Workspace → View → Terminology → Documents your suppliers send you lets you call this section Bills, Receipts or Purchase invoices instead of Incoming invoices. The menu, the list and the pages change; the API keeps the name incoming.

What happens next

• The invoice appears in the Invoices tab with the status To review.
• If the supplier's TRN is not yet in your contacts, Alya Books creates a contact of type seller.
• The Import log tab records every attempt with the channel (upload, email or Peppol), the file name and the import, validation and visualisation results. Failed attempts show the reason.
• The notifications bell gets a "received" entry that opens the invoice.

Good to know

• Owners, admins and accountants see the Record incoming invoice, Bulk upload and Fetch from Peppol buttons. Viewers can open invoices but not change them.
• The cards at the top show how many invoices wait for review, the payable amount of accepted but unpaid invoices, and the total accepted this month.
• Filter chips: All, To review, Accepted, Unpaid, Paid, With errors, Rejected, Archived. The search box matches the number or supplier name.
• The Source column tells you how the data was read: PINT AE XML, PDF · AI, or PDF · manual.

Related

• Upload UBL XML, PDF or image files
• Receive invoices at your Alya Books inbox address
• Review, accept or reject an incoming invoice