Transfer Invoices to Accounting
Mark invoice as transferred
Return from accounting
Return invoice from accounting
In the purchase ledger, both invoices and payments are transferred to accounting. This article explains how invoices are transferred to accounting. The transfer to accounting is done in the To be Transferred section. By default, all approved but yet untransferred invoices and payments are displayed in the views. You can read about the transfer and return of payments to accounting here.
Transfer of Invoices to Accounting
Invoices to be transferred to accounting must be posted. If the invoice is not posted, the transfer report will indicate Invoice is not posted, and the invoice will not be transferred to accounting. If invoice numbers have not yet been assigned at this stage, they must be provided before the transfer to accounting using the Document Numbering button in the same view.
Go to the To be transferred – Purchase Invoices - view and select the invoices to be transferred to accounting by clicking the checkbox in front of the invoice line. Transfer the selected invoices by clicking the Accounting- button.
A report is generated from the transfer, detailing the transferred invoices and the total amount. The transfer file must be saved in the desired target directory, from which the file is retrieved for use in your accounting software. If you are using Heeros Accounting, the transferred invoices will be imported directly into the accounting system during the transfer, and there is no need to save the file or perform a separate export.
The invoices transferred to accounting are visible in the Transferred – Purchase Invoices view until they are moved to the archive. The light blue book on the invoice line indicates that the invoice has been transferred to accounting. After archiving, invoices are visible in the Transferred – Archived view.
The details of the invoice transferred to accounting cannot be modified in Purchase Invoices. The invoice must first be returned from the core system for editing back to Purchase Invoices. Note! If the invoice has already been archived, it must also be returned from the archive first.
Invoice Marked as Transferred
A purchase invoice can be manually marked as transferred without the creation of an actual transfer file. This functionality is available to office-level users, as well as main users who have been granted the permission to manage invoice transfers.
Select the desired invoice or invoices, and choose Mark as transferred.
The status of the invoice/invoices is updated to the transferred view, and the history records that the invoice has been marked as transferred by the user. An invoice marked as transferred can normally be returned if necessary through the transferred view.
Marking as manually transferred allows the invoice status to be conveniently updated when an actual retransfer to the interface is not necessary. For example, an invoice returned from Heeros Accounting for the management of payment information or credit invoices can be manually marked as transferred from the transferable view when no accounting-relevant information has been changed. Also, customers performing ledger transfers through the Purchase Invoice REST API can choose to acknowledge invoices from the transferable view in this way.
Return from Accounting
If the invoice has been archived in the Archive after the accounting transfer, it must first be retrieved from the archive, after which it can be returned from accounting. The invoice retrieved from the archive moves back to the Transferred view, where the actual return from accounting is performed.
The Transferred view shows all invoices and payments that have been
- transferred to accounting, but they have not yet been archived
- returned from archive
You can search to view invoices/payments from any desired date or date range. If you are searching for invoices/payments from a specific date range, select the first date of the range in the first field from the calendar and the last date of the range in the second field. This way, you will only see the invoices/payments that fall within the range you provided.
Invoice Return from Accounting
Go to the Transferred – Purchase Invoices - view and select the invoices to be returned from accounting by clicking the checkbox in front of the invoice line. Return the selected invoices using the Return from Accounting button.
Transferred – Purchase Invoices -view, all invoices have been transferred to the accounting, and the transferred to accounting icon, i.e., the light blue book, is not displayed in the view.
The returned invoice moves to the Transferable - Purchase Invoices - view, and its invoice line will no longer display the accounting icon (light blue book). The invoice history will contain a record of the accounting return.
NOTE! Returning an invoice in Purchase Invoices does not remove the corresponding export in the accounting. This action marks the invoice in Purchase Invoices as returned from accounting and reopens the invoice for editing. To export the invoice to accounting again, the export must be manually removed on the accounting side.