Received invoices and receipts | CDESK Documentation

Received invoices and receipts are part of the Deals module; they can be found in the main menu under Documents → Received invoices and Documents → Receipts. If it is not in the menu, make sure you have the Deals module enabled in Global Settings → Deals → Deals and that you have the necessary permissions to work with deals and billing at Users and Groups → Users.

List of documents

The list with integrated search contains the received accounting documents that you need to record in the job accounting:

Receipts – cash register receipts for services or goods you received in connection with the execution of the job. Items are freely editable and can be re-invoiced to the customer via CDESK
Received invoices – invoices, for example, for services or goods you have received in connection with the fulfillment of an deal. Items are freely editable and can be re-invoiced to the customer via CDESK

You can edit individual documents by double-clicking on the document row, or by selecting Edit from the context menu; you can also create new documents by clicking the “New Item” button at the top of the window.

New document

In the first step, select and the document type, which will make the following form fields available:

Receipt Register
Invoice Received

After filling out the document form and saving it, the Items tab will become available, where you can add items to the document, as well as the Attachments tab.

Record of Receipts

Document Type – Receipt Records
Document Number – generated automatically upon saving
Note – space for notes regarding the document
Receipt Date – select the date based on the receipt’s issue date
Document Currency – select the currency based on the received document. The list of allowed currencies can be edited in Global Settings → Accounting
Amount without VAT – calculated based on the item prices on the document
Amount with VAT – calculated based on the item prices on the document
Supplier – select the supplier. Clicking on > opens a list with advanced filtering; if you do not have such a supplier on file, use + to create a new one
Supplier contact – select from contacts, or add a new contact by clicking on +

Invoice Received

Document Type – Invoice Received
Document Number – generated automatically upon saving
Invoice Number – enter the number of the received invoice
Document Type – select whether it is a Standard Delivery of Goods or Services, Advance Invoice, Settlement Invoice for a Proforma Invoice, or Credit Note
Category – select the invoice category – the list can be edited in Global Settings → Deals → Records/Accounting
Note – space for notes on the document
Receipt Date – select the date based on the date on the invoice
Due Date – select the date based on the date on the invoice
Delivery Date – select the date based on the delivery date
Document Currency – select the currency based on the received document. The list of allowed currencies can be edited in Global Settings → Accounting
Amount without VAT – calculated based on the prices of items on the document
Amount with VAT – calculated based on the prices of items on the document
Payment amount – used to record the amount in which the invoice was paid (for example, if you are paying the invoice in installments)
Shipping method – select the shipping method. The list can be edited at Global Settings → Deals → Records/Accounting
Payment method – select the payment method. The list of payment methods can be edited at Global Settings → Deals → Records/Accounting
Supplier – select the supplier. Clicking on > opens a list with advanced filtering; if you do not have such a supplier on file, use + to create a new one
Supplier contact – select from contacts, or add a new contact by clicking on +

After filling out the form, save the document by clicking Save, which will enable you to enter items.

Document items

To add a new item to the document’s item list, click +. The form for entering items will open:

Customer – select the customer under whom the deal is registered for accounting
Deal – select the deal
Item Name – enter the item name
Quantity – enter the quantity
Unit of Measure – enter the unit
Unit Price – specify the unit price excluding VAT
VAT rate – specify the VAT rate for the received item
Re-invoice via CDESK – by toggling the switch to the “On” position , it will be possible to invoice the item from the received invoice or receipt to the customer directly from CDESK – the item will appear in the deal on the “Accounting” tab, in the list of tasks – the task type will be listed as Other items for invoicing
Invoice text – specify the item name to be displayed on the invoice
Quantity – specify how many units will be invoiced to the customer
Unit of measure – specify the unit
Unit price – specify the price at which the item will be invoiced to the customer
VAT rate – specify the VAT rate for the invoiced item

To add an item, click on Save. You can edit added items directly in the document by clicking on the value you wish to edit. Items that have not yet been re-invoiced via CDESK can be deleted by clicking on the “” button.

Attachments

In this section, you can attach attachments (such as a scanned copy of a document or its electronic version). Click + to display the file upload field—you can attach a file by either dragging it with your mouse into this field or clicking it to select a file from your disk. You can also add multiple attachments. The list of attached files will then appear below this field.