Cost invoices

Registering a cost

A cost invoice is a document you receive from a supplier. In Opero you register it so that the cost does not get lost in e-mails and so that someone consciously approves it before a payment goes out.

Registration is usually: pointing to the supplier from the contractor file, entering the document number and amounts, indicating the payment deadline, and attaching a scan or a PDF file received from the supplier.

Some documents, however, do not require registering at all. If the instance pulls invoices from KSeF, documents from suppliers appear in the list by themselves and only await verification. Look into the list before you start retyping an invoice from an e-mail.

Example. An invoice for service comes by e-mail. You register it: the supplier from the file, the number and amount from the document, the payment deadline, the scan as an attachment. The document goes to the supervisor for approval, and after it, for payment. Nothing stays in the mailbox.

Verification and approval

A registered cost usually is not ready for payment right away. It goes through verification: someone checks whether the document matches the order or the performed service, and approves it or sends it back with a remark.

Exactly what this flow looks like depends on the company: the administrator sets it up with a process. This means the invoice has a stage and you can see where it stands.

Deadlines and payments

A cost invoice carries a payment deadline, so the system keeps track of what is urgent and what is overdue. Reminders about overdue documents come as a notification, usually in a batch once a day, so as not to flood the mailbox.

The scope of attached files

• The original document (PDF or scan) as an attachment. This is the proof and the basis for verification.
• Context, if the cost concerns a specific project or order: a relation or a comment saves questions during approval.

Outside Opero's scope

As with sales: Opero runs the flow and the record-keeping of the document, but does not do the accounting. Settling the cost, entering it in the books, and tax settlements are done by accounting, which receives the data from the system. Do not look here for a chart of accounts or tax returns.