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Manual Receiving records a vendor invoice that is not tied to inventory. It posts the cost straight to an expense account.

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Business Value

  • Records vendor invoices that never enter your inventory.
  • Increases the vendor balance, so the invoice is paid as normal.
  • Posts costs straight to the right expense account.
  • Applies VAT and trade-tax deductions to the whole invoice or per line.
  • Submits or unsubmits a whole batch from the list.

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Use Cases

  • An accountant records a vendor’s transport invoice that never enters inventory.
  • A finance manager splits one invoice across several expense accounts.
  • An accountant submits a month’s pending records at once before closing the period.

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How It Works

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Create a Manual Receiving

  1. Click Add New.
  2. Select the Vendor. Type to search, or use the magnifying glass.
  3. Optional: choose a trade-tax (purveyor) deduction, such as Trade Tax 1% or Trade Tax 3%. It applies to the whole invoice.
  4. Select the invoice Date.
  5. Optional: enter the vendor’s invoice number in Receiving number.
  6. Select the JV code for payable transactions.
  7. Optional: if the invoice has VAT, add the tax amount. Choose the purchasing tax department, for the whole invoice or for some lines.
  8. For each line, enter the amount and select the Expense account. You can add a description and a tax deduction per line.
  9. Click Save and edit, then Submit to create the Journal Voucher.

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Post the Journal Voucher

  • After you submit, the JV button shows. Click it to open the journal voucher.
  • Review it. It is already balanced: the vendor on the credit side, the expense account on the debit side.
  • Click Post to finish.

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Bulk Submit and Unsubmit

Submit moves a record from Pending to Submitted. It prepares the accounting entry but does not post it. Posting is a separate step. Both actions now work in bulk from the list, next to Post. Bulk Submit:
  1. Select one or more records, or use select-all.
  2. Open Actions and choose Submit. It is above Post.
  3. Confirm: “Are you sure you want to perform the Submit action for the selections?”
  • Each selected Pending record becomes Submitted.
  • Its entry stays unposted. The Posted column still shows No.
  • Bulk Submit never posts an entry.
  • Records already Submitted are skipped, with no error and no change.
  • It uses the same permissions as submitting from inside a record: create and edit manual receivings.
Bulk Unsubmit:
  1. Select the records.
  2. Open Actions and choose Unsubmit. It is below Submit.
  • Each selected Submitted record goes back to Pending.
  • Its prepared, unposted entry is removed. If the entry was posted, it is unposted first.
  • Records still Pending are skipped.
  • Paid records cannot be unsubmitted. Each one reports Couldn't unsubmit manual receiving {ID} as the receiving is already paid.
When a record fails: Every message names the record ID. The rest of the batch still runs.