Incoming Invoices

In the Payables tab of Invoicing, "Create from delegated shifts" creates a draft. The server collects all shifts delegated to this subcontractor during the period and creates one expected item per shift, plus separate premium items.

The basis is planned minutes, not clocked times. The actual check-in and check-out times are held by the subcontractor and are deliberately not visible to you.

If a purchase rate is missing, the draft stops with a notice instead of calculating with zero. If dated terms are maintained and a shift date is not covered by any of them, the entire draft also fails instead of showing an incomplete expected amount.

When the document arrives, enter the invoice number, issue date, net amount, tax rate, and due date. The system calculates the tax, gross amount, and deviation from the expected amount.

The deviation never blocks. It is shown as a traffic light: green at zero, yellow below five euros, and red above that. Your company decides whether a deviation is acceptable.

An incoming invoice moves through Draft, Reconciled, and Paid. It cannot move directly from Draft to Paid, reconciliation is a required stage. Canceled is final.

The top block shows expected, actual, and outstanding amounts for each subcontractor over a period. Outstanding can be negative if more was invoiced during the window than was delegated.

Important for controlling: Only the actual amount is included in the margin, not the expected amount. If incoming invoices are not recorded, the margin therefore appears too high.

The window is based on the issue date of the incoming invoice, not the service period. A May invoice recorded in June therefore shifts the margin into June.