# Record an incoming invoice

> Add a supplier invoice to Alya Books by upload, email or Peppol, then find it in the inbox.

Source: /help/en/incoming-invoices/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](/help/en/incoming-invoices/upload-and-import)
- [Receive invoices at your Alya Books inbox address](/help/en/incoming-invoices/inbox-address)
- [Review, accept or reject an incoming invoice](/help/en/incoming-invoices/review-accept-reject)