Review income documents

Find the income

1. Open the client and choose Incomes.
2. Select the relevant date range and filters.
3. Open the document and check the customer, number, date, currency, and amounts.
4. Compare it with the source document when available.

Click the Document date or Document # header to sort the list by it. Documents with the same date appear in document-number order, in the same direction as the sort.

The list keeps the filters and sorting you last used for each client, also after you open another page and come back, and on another computer. When you switch to another client from the list, the current filters move with you to that client. A link or bookmark that asks for particular filters shows them. The plain address of the list, also in a new tab, opens the view you left. You can also drag columns to another place, hide columns with the Columns icon and save views with the Saved views icon next to the buttons at the top of the list. A saved view works for any client, so it leaves out the vendors, classifications or customers you filtered by. See Arranging lists and saved views.

Depending on the client’s setup, documents may arrive from a connected service or be recorded through Office’s document-intake flow.

Record a document manually

1. On the Incomes page click Add.
2. Fill in the document type, number, date, customer, and amounts. Entering the total splits it into net and VAT automatically; you can correct the split.
3. In the VAT field choose Standard VAT (the default), Zero-rated for customers abroad or in Eilat, or VAT exempt. With the last two, VAT becomes zero and the net equals the total.
4. Under Attachments click Add file to attach the original document (PDF or image). The file uploads when you save.
5. Click Save.

When editing an existing document (the pencil icon in the row) a Files section lets you upload a file, link one that is already in the file library, or unlink it. A document with a file gets a View PDF button in the table.

Delete a document recorded by mistake

A document entered by hand, or imported from a spreadsheet or from Hashavshevet, can be deleted as long as it is not posted to the journal.

1. Click the bin icon in the document’s row. To delete several documents at once, select their rows and click Delete at the top of the page.
2. In the window that opens, check the list of documents and click Delete one document or Delete N documents.

• A document posted to the journal is locked. Reverse its journal entry first, and the document opens again for editing and deletion.
• A document marked Posted in previous software is deleted without changing the journal entries imported from that software.
• A document from SmartBill or another connected service is deleted in the system where it was recorded, not here.

Upload several scanned documents

1. Open the arrow next to Add, choose Upload scanned documents, and pick the files. You can pick dozens of files at once.
2. The Income document intake window shows each file’s upload progress. A file that fails stays in the list with the reason.
3. Keep Read the data automatically (OCR) ticked so the details fill themselves in. The window shows how many documents are left in the office’s monthly OCR allowance; without enough allowance the details are entered by hand.
4. Click Continue to enter N documents. Each file becomes an income draft, and automatic reading fills it in the background.
5. The Review income documents screen opens with the drafts listed on the side. Each draft shows where it stands: being read, how many fields to check, reading failed, or confirmed.

Check and confirm a draft

1. Pick a draft from the list. While the document is still being read, the form waits so you don’t type values that are about to change. You can move to another draft, or click Enter it by hand without waiting.
2. Each field that was read is marked Read. A field the reading was unsure about gets an orange frame with Check and its confidence. A date or amount that was not found is marked Not found.
3. Point at a field or click into it: the place it was read from lights up on the document beside the form. Original document shows the full file; on a PDF, the places are marked on the first page.
4. Compare with the file, correct what is needed, and click Confirm and continue. The income is confirmed and the screen moves to the next draft. Skip leaves the draft for later.
5. A customer that does not exist yet is created when you confirm, with the tax ID read from the document.

A draft is left out of the incomes, VAT, advances, and PCN874 reports and out of Document posting until you confirm it. If reading failed, fill in the details by hand or click Read again.

Drafts on the incomes page

When drafts are waiting to be confirmed, a bar at the top of the Incomes page shows how many there are and how many are still being read.

• Review opens the review screen with all the drafts.
• Show drafts in the table filters the table to the Draft status. The status column shows Reading…, Draft · N to check, or Draft · not read.
• The pencil icon on a draft row opens it in the review screen. It is locked while the document is being read.
• The bin icon deletes a draft that was uploaded by mistake.

You can also start from a single file: on the client’s Files page, open a file and click Create income from this file. A draft is created, and automatic reading starts if the office has an allowance.

Other income

Grants, interest, and other income that is not a sales document appear on the Incomes page with the type Other income. They come from the client’s books import or from SmartBill and count in profit and loss only, not in the VAT, advances, or PCN874 reports.

1. In the Document type filter, choose Other income to see only these.
2. Other income is not edited here but where it was recorded. Instead of the pencil icon, its row has a button that leads to choosing the income card of its type.
3. In Document posting, other income is debited to the general customer and credited to its income card, without VAT. A repayment (a negative amount) posts with the sides swapped.
4. If the message says to choose the income card, choose a card for the type as described in Expense classifications and post again.

The totals bar

Above the table, Filtered total sums the documents that match the filters: Ex VAT, VAT, and Gross. When you select rows, a Selected rows total replaces it.

• With no document type selected, only income counts: tax invoices, tax invoice-receipts, other income, and credit notes, which are subtracted. For an exempt dealer or a nonprofit, receipts count.
• Quotes, orders, and self-invoices do not count. A registered dealer’s receipt does not count, because the invoice it pays already did.
• When you select document types, every document of those types is summed. For example, selecting Receipt shows the receipts’ total.
• Unconfirmed drafts and cancelled documents are not counted.

Totals look wrong

Check the date range, document type, document status, and active filters. If Partial total appears next to the total, the period holds more documents than can be totaled at once. Narrow the period before relying on the total.

For a summary or export, use the client’s financial reports.