Importing line items from a received invoice

Instead of retyping the supplier’s invoice, on an approved received invoice the programme shows the line items from the e-invoice and offers to import them into the item list.

How it works

1. Open an approved received invoice — the “Invoice line items” section shows all the line items, ticked in advance. Untick what you do not want. For e-invoices the line items are read from SEF (the national e-invoicing system); for a manually entered invoice the line items are the ones you entered with the invoice (without supplier codes — recognition goes by name).
2. Click “Import selected” and choose whether they enter as goods (bought for resale or installation — the default), material (bought, consumed) or subcontracted services (bought third-party work: cutting, painting, sandblasting, assembly — not tracked in inventory, remembers the price per supplier). The types “product” and “service” are not offered: what arrives on a received invoice is bought, while a product and a service are what your company makes and charges for. If the invoice has both goods and material, import in two passes. If the programme recognises that a line item already exists in the list as a “product”, it warns you — it is probably a component that should be moved to goods.
3. Confirm — the new items are created with the name, unit of measure, VAT rate and price from the invoice.

What happens with the prices

• The purchase price from the invoice (net, after discount) goes into the item’s purchase history, together with the supplier and the price before discount — the comparison of suppliers is never lost.
• New items get an initial selling price equal to the price before discount: the supplier’s discount is your margin on resale. For a line item “15.600,00 with a 5% discount” the purchase price is 14.820,00 and the suggested selling price 15.600,00 — adjust the margin in the item list. When a line item has no discount, the selling price equals the purchase price.
• A line item that already exists in the list is not duplicated: it only gets a new purchase and a refreshed last purchase price, with the clear marker “will update the purchase price: old → new”. The selling price and the type are not touched — the import never overwrites the margin you have set.

How the programme recognises that an item already exists

With every line item an e-invoice can also carry codes. The programme remembers them with the purchase and uses them at the next import, in this order:

1. The global item code (GTIN/EAN, when the supplier sends it) — it is the same with every supplier, so the same product bought in two places ends up as one item, with a merged purchase history and comparable prices.
2. The supplier’s code — their internal reference (e.g. “1321711” at Elektro Luna). It is more stable than the name: it survives both the supplier rewording the description and your renaming of the item in the list.
3. The item name — when there is no code at all.

You never enter codes yourself. They have no field in the item form and the programme does not invent them — they arrive with the e-invoice or they do not. That is why recognition by codes builds up over time: the first invoice from a supplier remembers the code, every subsequent one uses it.

When an item has been recognised by a code but has a different name in the list, the line item table says so explicitly (“will update item Vibromotor BM 60/3”), so that you see what changes before you confirm. If the match is not right, untick that line item.

The codes are also visible on the item card, in the Purchase history table, next to the supplier.

Inventory

The import comes with the option “Add the quantities to inventory” (ticked by default): goods and material get +quantity from the invoice as a stock-in to inventory. Services are not tracked in inventory.

Utility bills

Invoices for electricity, water, fuel and the like make no sense to import — click “Cancel import” and the offer for that invoice is put away. “Offer again” brings it back (useful also for invoices with mixed goods and services — import in two passes).