Review, accept or reject an incoming invoice

Every received document starts with the status To review. On the review page you compare the document with the extracted data, fix anything that was read wrongly, and decide.

Review

1. Go to Incoming Invoices and click the row.
2. On the right, the Document card shows the Supplier copy (the supplier's PDF or photo), the Generated view of the XML, and the Files tab with the original XML, embedded files and extra attachments, each downloadable.
3. On the left, the Check the details card follows the invoice from top to bottom:
   • Invoice type: tax invoice, credit note or debit note.
   • Billing address: your company as the supplier addressed it. The building icon fills in your company profile; the truck icon adds a Delivery address.
   • Sender address (supplier): choose a contact to link it (empty fields are filled from the contact), or use the person icon to save the supplier as a new contact or update the linked one.
   • Header data: number, issue and due date, currency, order reference, your reference, delivery date, contract reference, and for credit or debit notes the invoice they correct. For a currency other than AED, Exchange rate (AED per 1 USD) (for USD) shows the rate to AED, where it comes from, and VAT and the total in AED; see Currency and exchange rate.
   • Invoice positions: name, quantity, unit, VAT %, price and net total. The arrow on a row opens its description, VAT category (standard, zero rated, exempt, reverse charge, outside the scope) and article number. Add article number column shows article numbers in the table.
   • Amounts: the VAT breakdown per category and rate, calculated from the positions. Edit a row or Add tax to match the document exactly; Recalculate from positions switches back to the calculation. Net total, VAT and total can be overwritten.
   • Payment: payment terms, up to two Cash discount tiers (within so many days, so many percent), and one or more Payment means with type, IBAN, account owner, BIC, bank name, reference and information.
   • Classification: cost centre, category and notes. These stay editable after accepting.
4. Fill in any Custom fields and click Save details.

Choose the address fields

The gear icon on each address opens Contact fields: tick the fields to show, such as first and last name, legal form, address line 2, emirate, P.O. box, email, telephone, contact person, TRN, TIN, Peppol ID, trade licence number, GLN or mandate reference. Name, street and city are always shown, and a field that holds data is shown even when unticked. The choice applies to everyone in the organization; owners and admins can change it.

Decide

• Accept: saves your changes, sets the status to Accepted and adds the Payments to supplier card. Use Record payment there (amount, date, method, reference); the payment status moves from unpaid to partially paid or paid.
• Reject: enter a reason and confirm. The status becomes Rejected and the reason is shown at the top of the page. Reopen returns it to draft.
• Reset to draft on an accepted invoice makes the fields editable again.
• Accepting saves the details first, so there is no need to click Save details before Accept.

Statuses

Good to know

• For invoices received as e-invoices, a box Also stated on the supplier's e-invoice lists what the document carries beyond the fields you edit: transaction type, beneficiary, principal, frequency of billing, Incoterms, further references, and per line the item type, HS or service accounting code, discount, charge, note, batch and origin. It is read only and absent for PDFs and manual entries.

• Accepting and rejecting is available to owners, admins, accountants and approvers. Viewers can open and read only.

• When the supplier's e-invoice states an amount due that differs from the total (a prepayment or rounding), the Payments to supplier card and bank matching use that amount due.

• Self-billed invoices (type 389, credit note 261) are issued by your customer on your behalf. Alya Books expects your TRN as the seller, lists the customer as the other party, and counts them as your sales in the VAT return.

• Delete is offered on invoices that are not accepted, to members with the delete permission.

• The History card lists received, accepted, rejected and reset entries with timestamps and links to the import log.

• The rejection reason is stored with the invoice; Alya Books does not send it to the supplier automatically.

Related

• When incoming invoices can be edited
• How incoming invoices are validated