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Creating Multiple Incoming Invoices

Entering Incoming Invoices the normal way requires a lot of clicking because things are organized into windows with lots of flexibility.

But sometimes, this flexibility adds more work when you just want to enter a list of simple invoices for petty cash in a fast way.

Use the "Add Through Expense Sheet" option, by clicking on the drop-down menu in the main Incoming Invoices window.

This will open up an Expense Sheet window where each line added will then turn into separate Incoming Invoices once you click OK in the window.

If the Draft option has been selected before clicking OK, then this is saved as a Draft and no Incoming Invoices are created yet. This Expense Sheet Draft will still be accessible through the menu Expense Sheet > Open Draft. Make sure you give it a descriptive Name before saving as Draft.

How to add lines to the Expense Sheet:

Click on the plus icon to open the Object Browser, select an Object and hit OK.

A new line is added where you will fill in:

Price Including Tax: There are two columns available here, one with 0% tax, and another one with the default tax as configured in the Server Setup > Financial tab. Enter the price in the one that applies.

Note: This note will be added to the Incoming Invoice line.

Supplier: You can either select an existing Contact or enter a new one by typing the name here. Please note that the new contact will not be added to the Contact database.

Approved: This is connected to the Incoming Invoice Status. If the User adding lines to the Expense Sheet has permission to approve Incoming Invoices, then he or she can already approve the lines. Otherwise the User with permission will later have to go one by one on the Incoming Invoices to separately approve each.

Budget Account: This is a licensed option that will only be available if you have purchased the Budget Module. Here you can select to which Budget Account this line will be attached.

Project: Select the Project to which this Incoming Invoice line will be forwarded.

Due Date: Select the due date.

Custom Fields: In the example below, the last column displays a custom field for Invoice Date where you can enter the actual date of the invoice you received from your Supplier - if it should be different from the date when you are actually creating the Incoming Invoice. Note that only custom field for types Entry, Text and Date will be added as extra columns to the Expense Sheet window.

Once you are done and click OK on this window, the following dialog informs that one Incoming Invoice will be created for each line entered in this Expense Sheet and that the expense Sheet will cease to exist. So any changes are to be done directly in each individual Incoming Invoice.

And each expense will be added to the corresponding Projects:

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