Review, approve and book native accounting purchases

This procedure applies to the restricted native accounting workspace. It is separate from the accounting page that displays figures from a connected finance system. If native accounting is not available to your account, this procedure does not enable it.

For a purchase entered without a file, open the simple-entry workspace and enter Source document reference, then choose Continue to purchase review. This creates a manual source in the same purchase inbox and opens the shared review. No amount is booked at this step. Manual source reference shows the reference instead of a file preview; retain the original supporting document with that reference. File extraction is unavailable for a manual source. Use Upload a receipt or invoice when you have a receipt or invoice file.

Open a document in the native purchase inbox. In Review purchase, confirm Document type, Supplier, Currency, Document total and Tax total on document. Use positive document amounts for a supplier credit and select Supplier credit; the accounting direction is handled for you.

Select the supplier from your workspace's company directory. An unpaid purchase needs a supplier so the amount can appear in the supplier balance. Enter the due date and payment reference when applicable. For an already-paid purchase, identify the account it was paid from.

Complete every accounting line. The line amounts and tax must reconcile to the document; an incomplete line is not silently discarded. Split lines with different tax treatments. This flow supports domestic NOK purchases and credits; it will explain when the selected currency or tax treatment requires another workflow.

Choose Save for review. In the approval workspace, use Request approval and Choose approver. Where separate approval is required, the approver must differ from the person who uploaded or submitted the purchase. Only the assigned active approver can approve or reject it.

The approver can inspect Reviewed accounting details before choosing Approve or Reject. A rejection requires a reason. Find rejected work under Rejected, needs changes, correct the details, save and request approval again.

Find approved work under Approved, ready to book and choose Book approved purchase. Approval applies to the saved details: changing them requires a new approval. Another person's changes are not silently overwritten by an older open form.

After booking a positive unpaid supplier bill, use Booked purchases and Prepare for payment to prepare it for the payment workflow. Preparing a payment does not move money. Supplier credits must be allocated or refunded separately rather than sent as a positive bill payment.

Use Next and Previous to reach every page of documents. An unavailable work queue displays a failure and Retry rather than claiming there are no bills left.

Payment batches reserve their bills so another batch cannot select the same debt. Downloading an exported batch again returns the same saved instructions. Removing a draft payment retains its cancelled history and updates the batch total.

After confirming that the full batch actually left the bank, choose Record confirmed payment. Enter Actual payment date, Accounting bank account and Statement or confirmation reference, then choose Record confirmation. Exporting a file does not record a payment. A draft cannot be settled.

To use Cancel payment instructions on an exported batch, first confirm with the bank that the instructions will not be executed and record the cancellation reference. Local cancellation does not cancel instructions already sent to a bank. Older exported batches without a saved file must use their original downloaded file or a confirmed cancellation; the system will not silently issue a new set of instructions.

In the native open-balances workspace, choose Suppliers or Customers to see each invoice, credit and payment. Remaining shows each remaining amount and the total across all pages. A positive balance is owed; a negative balance is a credit or money on account. Missing company identities stay visible for review.

Choose Record payment or refund on the relevant entry to record an actual payment or refund. Enter the actual amount, date, bank account and evidence reference. A partial payment leaves the remainder open. An excess payment remains as a separate credit that can be applied later. A supplier-credit refund increases the bank balance; a customer-credit refund reduces it.

To apply an existing payment or credit, select its row and the opposite invoice row for the same company, then choose Allocate selected entries. Enter the amount to apply, effective date and reference. Allocation does not move money or change posted accounts. A bill reserved in a payment batch must have that reservation cancelled before it is allocated elsewhere.

Use Allocation history to see allocations. Undo allocation requires a reason and an open-period correction date, restores the remaining amounts, and preserves the original allocation. It does not refund money. Use Include settled entries to find fully settled entries and their history. Undo active allocations before reversing a voucher.

When correcting a voucher, choose Correction date and explain the correction. The original evidence remains available from both the original and reversing voucher. A purchase returns to review and its previous approval is cleared. A previously booked source document remains retained even after correction.

A corrected supplier purchase or payment can show Payment requires review after correction. Before preparing it again, use Review earlier payment activity, check actual bank movements and existing credits, and enter the reference explaining why the remaining amount still needs payment. Correcting accounting does not send a refund or cancel instructions at the bank.

For a purchase with no tax deduction, select the no-tax purchase treatment. Exempt-sales codes are not purchase treatments; using them would wrongly include a cost in exempt turnover. Manual and uploaded purchases follow the same saved-version and approval requirements.

Supplier suggestions use reviewed, still-active purchase postings. They show how many documents used the suggested account and whether the match comes from the selected supplier or only an exact extracted name. Reversed postings do not contribute. Equally common alternatives are flagged. Choose Apply account to next unclassified line to fill one empty account at a time; existing account and tax choices are preserved. Review each line separately, especially purchases containing different types of cost. Automatic booking requires identified, consistent supplier history and matching extracted tax treatment as well as all ordinary purchase and approval checks.

For personally paid employee expenses, use the separate claim review described in Review employee expenses and supporting receipts.

Use Check matching purchases after selecting the supplier and entering the document reference, type, currency and total. The review compares saved purchase evidence for that supplier reference, including matching documents that are not yet booked. Open a matching document in a new tab to compare its evidence. No matches means that this reference was not found in the saved evidence; it is not a guarantee against every possible duplicate.

If a matching purchase is already booked, another booking is blocked until you explain Why is this a separate purchase? and choose Use this reviewed explanation. Only do this for a separate purchase, such as a supplier legitimately reusing a number. Save the purchase to retain the explanation with its reviewed version, and renew approval if required. If another matching purchase changes before booking, review the matches again. A real duplicate should remain unbooked. Automatic posting waits for manual review whenever any matching purchase is found or the supplier reference cannot be checked.

Use Mark disputed on an outstanding entry to retain a dispute and its Reason. An unresolved supplier dispute prevents selection for a new payment batch and prevents first export of an existing draft batch. It does not change the ledger or remaining amount. It cannot recall an exported payment file or cancel instructions at the bank; confirm those separately. An already-exported file remains available as the original evidence, and actual payments can still be recorded. Customer disputes are visible for review; this action does not send or stop reminders.

Choose Resolve dispute and explain the resolution before preparing payment instructions again. Dispute history is retained alongside allocation history, including after settlement. Correcting or settling an entry does not erase its dispute history. These operational holds show their current state, separately from dated accounting balances.

Choose Balances at date to review remaining amounts on a particular date, including earlier years. Open Reconcile balances and review overdue amounts to compare the full outstanding total with its customer or supplier ledger account. Matching totals confirm the arithmetic, not the identity or due date of each invoice. Missing accounts and empty books are shown separately from a successful reconciliation.

Select an age band, Due date missing, Credits and money on account, Company missing — review needed or Unresolved dispute to see the underlying entries in the paginated list. The list total follows the selected filter; the reconciliation totals continue to cover the whole account. Credits stay separate from overdue invoices until allocated. Use Clear selection to remove the filter. Return to today before recording payments, allocations or disputes.

View-only accounting roles can inspect approval queues and document details. Submission, approval, rejection, booking and payment preparation require write access as well as the workflow-specific approver checks.

Payment preparation follows current accounting write access, including sender settings, recipient edits, file export and settlement confirmation. Switching workspace clears the selected batch and unsaved form. Failed settings, payable-list and batch-list reads show a retry action instead of an empty payment queue. Unsaved sender details remain in place during background refreshes; a failed save keeps the entered values for correction or retry.

In a draft payment batch, edit the recipient account and choose Save account or Discard changes. Export waits until all recipient changes are saved or discarded. Failed saves retain your entered value for retry. Remove payment removes a line immediately and restores it if the request fails. The batch waits for recipient changes to finish before allowing export, cancellation or settlement.

Recipient account edits in this screen apply to the current payment batch only. Saving an account here does not silently change the supplier details used for future batches.

If batch creation is interrupted, retry the same date and selection while the form remains open. The retry reopens the original batch, including its current edited or cancelled state, without reserving the bills again. If the payable list changes meanwhile, the screen offers recovery instead of showing a false zero total. Clearing the selection lets you review the list again. After leaving or reloading the form, inspect existing batches before starting another attempt.

Payment-batch history shows the total retained batches. Use Next and Previous to reach older instructions, including cancelled and settled batches. The payment count excludes removed lines. Opening a batch and returning keeps your place in the history.

View-only access also disables manual purchase creation, uploads, pasted files, extraction and deletion. You can still inspect documents and saved purchase facts. Automatic extraction makes one attempt per document while the inbox remains open; if it fails, review the error and use the extraction action to retry deliberately. Account or tax-list failures block saving and booking until those lists load successfully.

Enter purchase amounts with at most two decimals; decimal commas and decimal points are accepted without thousands separators. Lines, the document total and the document tax total must match exactly in whole ore. Blank tax is not treated as zero. Net amounts round to the nearest ore, with half an ore rounded up, and the remaining gross amount is tax. Extra decimals, scientific notation and malformed amounts require correction before saving or booking.

Use Line tax shown on the document when the supplier's line tax differs from the automatic split because of rounding. Blank uses Calculate from gross; explicit zero remains zero. The reviewed amount is retained when reopening the draft. It must match the selected treatment within the existing one-ore line tolerance, and all line tax amounts must still equal the document tax total exactly. Changing the gross or treatment keeps the explicit amount visible for review; clear it to calculate again. Unsupported tax treatments and larger discrepancies remain blocked.

If a draft save response is lost, retrying the same facts returns the current saved version without creating another revision or resetting approval. Different edits still require the version you originally reviewed. Background refreshes preserve your typed form and do not silently authorize overwriting newer saved facts. Use Discard edits and load saved values to discard local edits and load the saved values currently shown by the refreshed document.

Payment, allocation and undo reviews start with a blank Effective date; choose the date supported by the evidence. Suggested amounts and residual displays retain exact decimals. Payment accounts must be active bank/cash asset accounts without VAT-account treatment; a failed account read offers Retry. Enter a positive amount with at most two decimals. explains invalid amount entry. Confirmation waits for the reviewed prerequisites and rechecks your current editing access.

Retrying an allocation correction confirms the original only when the correction date and reason match. If somebody already undid it with different evidence, review Allocation history; a retry does not replace that evidence. Payment, allocation and correction dates cannot be in the future.

When you confirm a payment, allocation or correction, its exact request is retained for your signed-in user and company in the current browser tab before sending. If the response is interrupted, Unconfirmed accounting action survives a page refresh. Review the date, amount and reference, then choose Retry original action to repeat the original request safely. Nothing is sent automatically on reopening. New settlement actions wait until this review is resolved. Closing the tab or clearing browser storage removes this local recovery information.

If you need to abandon the retry, inspect the voucher journal and Allocation history, using Include settled entries where needed. Confirm I have checked the journal and allocation history. before Clear retry review. Clearing the review does not cancel or reverse an accounting entry. Establish what was recorded before starting a new payment. If browser storage is unavailable, no new settlement is sent.

A retry confirms the previously recorded action; it does not create a replacement or undo any later correction. An empty or incomplete confirmation keeps the recovery review open. After a confirmed payment, View recorded payment opens the original voucher so you can inspect its evidence and correction status.