How to post creditors with Vertec

Third-party invoices can be entered in Vertec and assigned to a project. A Creditor is entered for each invoice. If desired, these entries can be transferred directly to accounts payable. Third-party invoices only need to be entered once.

Reimburses expenses to employees. Expense refunds are directly payable.

You can create a creditor via the menu button New > Creditor:

The detail view appears.

Now you can either enter the values manually or import a receipt.

Import receipt

Click on the button Import receipt.... A file selection dialog appears (or in the Web App an “Upload file” dialog) where you can select the invoice receipt. Support Formats are .pdf, .png, .jpeg, .jpg and from Vertec 6.7.0.16 .xml (utf-8 encoded).

Automatic creditor recognition

As of Vertec 6.8.0.18. If the system setting Use creditor entry is activated (default), the imported data of the importing receipt are presented in the form of a dialog window. Without automatic creditor recognition, the data are processed according to the section Import receipt (without automatic creditor recognition).

The feature extracts the data from the posting using the following sources, if available:

• QR code (Swiss QR or EPC QR code)
• E-invoice (ZUGFeRD or XML)

In the case of automatic creditor recognition, the following dialog window appears after reading the posting:

The data found are displayed to the user.

If there is more than one source and the data found differ from each other, the user is provided with a selection. The corresponding fields are marked with a warning icon and the user can select the desired source from the drop-down menu.

If no data is available for a field or postings are imported without a QR code or e-invoices, the text No data found is displayed.

Field	Description
Supplier recognized	If the supplier is found in the address list, it is entered in the field. : If no supplier is found or the user wants to apply to another supplier, this can be done using this button. : If there is no address entry for the supplier yet, it can be created directly via the button. If the supplier is already entered, this button remains deactivated.
Supplier selected	If a different supplier has been selected than previously detected by the automation, it will be shown here.
Project	Here, the project can be assigned to the creditor.
Text	Here, the recognized document text is shown.
Date	Here, the recognized document date is shown.
Currency	Here, the recognized currency is shown.
Amount incl. VAT	Here, the gross amount recognized is shown.
Account	Here, the recognized account number is shown.
Outlays	​In the case of e-invoices, it is possible to select whether and how the invoice lines should be entered as outlays.  There are the following options Do not create outlays: As of Vertec 6.8.0.21. No outlays are created. Any outlays already existing on the creditor remain in place. E-invoice items: One outlay is created for each invoice line E-invoice VAT rate: One outlay is created for each different VAT rate In the system setting Creditor entry: Create outlays (default value), this option can be preset as of Vertec 6.8.0.21. It is then preselected in each case, but can be overridden in the dialog if necessary.
Receipt	Here, the imported receipt is displayed. This can also be opened in the editor by clicking the button Open document.
Apply	With the button Apply, the data is entered definitively in the creditor view.

Reread receipt

It is also possible to reread the same receipt again in order to return to the dialog window. This allows you to adjust the data again. To do this, navigate to the Actions Menu or right-click on the Creditor and select the Reread receipt. The receipt already stored is used and does not have to be selected again. Alternatively, the entire process can be started again via Import receipt....

All data in the creditor will be rewritten. Data that are not present on the receipt will be overwritten as blank. Existing outlays will also be overwritten, unless the Do not create outlays is selected in the dialog. Therefore, we recommend that you first import the receipt and then make manual adjustments in the creditor.

If you only want to replace the receipt without changing any data, then this can be done by Load image/receipt from Vertec 6.8.0.21.

Note: A receipt cannot be reread or imported on posted creditors.

Import receipt (without automatic creditor recognition)

Receipts can also be imported without automatic creditor recognition, but only those with QR code (Swiss QR or EPC QR code), no e-invoices.

If the imported receipt contains a QR code, this information is processed as follows:

If a receipt is imported even though a receipt already exists, a dialog appears asking whether the existing receipt should be overwritten. If yes, all data will be reset for a receipt with a QR code according to the above listing.

Manually filling out the creditor

You can also fill out creditors manually. These are the fields in the creditor detail view:

The assignment of the creditor to the project is based on the assigned outlays or expenses. This means that you can also assign outlays and expenses from different projects to a single creditor. This is useful, for example, if you want to distribute the costs of a third-party invoice to several projects of a customer.

Outlays can be entered directly in the folder Outlays of the creditor. Existing outlays can be assigned by drag & drop or via the button Assing outlays... on the creditor.

If you create a new expense or a new outlay on the creditor (using the corresponding icon in the toolbar or via the menu button New), it is assigned directly to the creditor.

Already existing outlays and expenses can be assigned to the creditor via drag & drop.

If there is exactly one outlay, at the same time the amount is written into the outlay and the quantity is set to zero (same functionality as via button Amount on outlay, see below).

Allocated outlays and expenses must meet the following conditions:

• The sum of the purchase prices of the outlays and expenses must be equal to the total amount of the creditor
• All outlays and expenses must be in the same currency
• The projects of the allocated outlays and expenses must have the same FAR clients
• All outlays must be of the same charge type. If you want to both forward and charge outlays, you need to enter multiple creditors.
• If the outlays are to be forwarded, they must all belong to the same project.
• Expenses cannot be forwarded. A creditor to be forwarded must not include expenses
• all outlays and expenses must be approved (this behavior can be configured in the system settings)

If one of these conditions is violated, this will be shown on the creditor in the Problem report field.

The button Amount on outlay is active if there is only one outlay on the creditor. In this case, the purchase price of the outlay can be set via this button.

As soon as several outlays are assigned to the creditor, this button is inactive and cannot be used.

The creditor interface offers the possibility to obtain the client information of the creditor about the projects of the outlays. In this case, it is important that the project does not change in the case of such outlays. To prevent this, there is the system setting Block project assignment of posted outlays and expenses. 

Load image/receipt

On the Receipt document page, a receipt can be loaded via the right mouse button > Load image/receipt....

If there is already a document there, it will be overwritten. Please note the following:

• As of Vertec 6.4.0.14, the Import receipt with QR code recognition is automatically started if it is a QR invoice.
• As of Vertec 6.8.0.18 the automatic creditor recognition is started if it is a QR or an e-invoice.
• As of Vertec 6.8.0.21, a process is no longer triggered, but the document is simply assigned to the creditor, even if it is a QR or e-invoice. With this, an existing receipt can be replaced without changing data. From this version, the automatic creditor recognition must always be done via the Import receipt... button.

With the help of an Accounting extension, creditors can be posted directly into your accounts payable.

The necessary configurations can be found in the respective extension description as well as in the System Settings - Accounting.

Unless otherwise specified in the respective extension description, the opening of an accounts payable address in accounting takes place on the address via the menu button Actions > Accounting > Create new address in accounts payable.

The following information should be entered in Vertec:

• The personal account creditors on the address (on the settings tab). If the option System settings > Project > Supplier selection is set to YES with account payable PersonalAcc only, this address will now appear as a supplier for selection.

Once all the information has been entered correctly, you can post the account payable on the Accounting page. On this page you will also find a detailed list of the postings:

When posting creditors, the VAT code and the VAT rate for the outlay as well as the expense account are fixed.

In some Accounting programs, e.g. in the Infoniqa ONE 50 Creditor Extension, the transfer of an empty collective account allows the use of the FAR’s own configuration. When posting, an empty collective account can also be transferred if this is configured in the accounting program.

In System settings - Accounting, there are two settings:

• Text for creditor collective postings
• Text for creditor detail postings

The texts can be combined with OCL expressions (in % bordered) and plain text.

If these system settings are empty, the following default texts are used:

• For collective postings (on posting.text and in the text of the first posting):

supplier.asstring, <text of creditor>

• For detail postings (on all other postings):
  • Expenses:expense.text, expense.project.asstring, expense.phase.asstring
  • Outlays:outlay.supplier.asstring, outlay.project.asstring, outlay.phase.asstring

You would like to set a creditor to posted in Vertec without transferring any data to accounting. This can be useful, for example, if a account payable should appear as posted in Vertec afterwards, but the accounting period has already completed. Use the Script: set creditor to posted / canceled.