Physical vouchers (Inbox)
Physical attachments (Inbox) is the place in Uniconta where Physical attachments can be placed before being stapled to an attachment.
The inbox is where you finish processing the supporting documents before uploading to the posting journal. For example, by adding information to the voucher or running it through the approval procedure before uploading to the posting journal.
There are several ways to transfer physical vouchers to your inbox, and these ways are described here in this article.
You can read more about the inbox itself in this article: https://www.uniconta.com/da/unipedia/fysiske-bilag-som-elektroniske-bilag/
The attachment window will now open, fill in if necessary. desired fields and select Save and the attachment will be saved in the inbox.
It is also possible to transfer the voucher directly to the accounting journal. If you want this, select Save & transfer to journal.
If you select transfer to draft, a message box appears where you have to select which draft you want to post the voucher from, the date and whether the amount should be debit or credit.
Click OK when the selections you want are filled in.
The voucher from the above example is now emailed to your inbox.
Uniconta sorts emails that come in. If a PDF file is included in the email, all files other than the PDF files will be deleted so that they do not appear in the inbox. If there are no pdf files in the mail, all files will be in several lines in the inbox.
Note! HTML invoices can be sent and received in the inbox if the word "usecontent" is written or added in the subject/topic of the email
You can advantageously fill in the "www" field under company information with the company's website. This can alleviate the problem that they sometimes don't land in the physical inbox.
Drag and drop via icon on top bar
On the top bar there is an icon to which you can drag and drop physical vouchers. Drag your invoice or document over the icon and drop.
The attachment window will now open, fill in if necessary. desired fields and select Save and the attachment will be saved in the inbox.
It is also possible to transfer the voucher directly to the accounting journal. If you want this, select Save & transfer to journal.
If you select transfer to draft, a message box appears where you have to select which draft you want to post the voucher from, the date and whether the amount should be debit or credit.
Click OK when the selections you want are filled in.
Email to inbox
Email to the inbox is typically used if the photo of vouchers is emailed from mobile to Uniconta, or if you post for others and your client/customer emails electronic vouchers and bank statements to you as attachments. Many vouchers can be attached to the same e-mail. When you receive invoices via email, you can also forward the email to Uniconta's inbox. It's a useful workflow to immediately get the vouchers uploaded to your inbox so they're ready for posting. If there is only one voucher in the email, you can add the invoice number and amount in the email text, and it will automatically be transferred to the fields in the inbox. To send e-mails to your inbox, use the e-mail address Uniconta has assigned to your company. The e-mail address for your accounts can be found under Company/ Company information. The email address must be entered in To/To or cc. When you email electronic vouchers to your financial statements, you can add values about the voucher "Invoice", "Date", "Amount" and "Accounts payable" in the email text. For example, "Invoice <invoice number>", "Amount <amount>", then the fields will be filled with the entered values. Information must be written like this:- In Subject, there can't be text and numbers in one word
- We can't read the word payment
- There must be nothing but spaces between words - e.g. Invoice - and amounts
- Each piece of information is usually written on a separate line.
The voucher from the above example is now emailed to your inbox.
Uniconta sorts emails that come in. If a PDF file is included in the email, all files other than the PDF files will be deleted so that they do not appear in the inbox. If there are no pdf files in the mail, all files will be in several lines in the inbox.
Note! HTML invoices can be sent and received in the inbox if the word "usecontent" is written or added in the subject/topic of the email
You can advantageously fill in the "www" field under company information with the company's website. This can alleviate the problem that they sometimes don't land in the physical inbox.
Drag and drop directly from Outlook to your inbox
You can also take an email directly from Outlook and drag it into your inbox. If you open the email, you can drag an attachment into your inbox. The inbox changes color when the mouse with the attached document is moved over the inbox and then you just let go and the document is transferred to the inbox. Note that the email text is not moved to the inbox when drag/drop is used directly to the inbox.Upload to inbox
Uploading to the inbox is typically used for bulk uploading many vouchers at once if you have the vouchers on your PC or on a server you have access to. You can designate and upload many attachments at a time and ZIP files with attachments. ZIP files are automatically unpacked if the ZIP file is emailed to the inbox. For example, you may be an accountant and have received a period of receipts, scanned in electronic format, from your client and are now going to start VAT or year-end. Everything can be scanned by the client and uploaded. For example, also bank statements for use in reconciliation.- Select General ledger/Physical vouchers (Inbox) and the Add button
- Click Browse to designate the file or files if you want multiple uploads to your inbox at the same time:
- Designate the files for upload. Click Open.
- Via the checkmark "Split pdf into several pdf's" it is possible to split the file into several pdf's. (SLET!) (The button used to be 'Split pdf into multiple pdf's). (SLET! When you scan a stack of vouchers, these will typically be scanned in, as a pdf file. If you turn on this function, each page in the pdf document will be loaded as a separate pdf. You also have the option to split the PDF file after the file has been loaded in "Physical attachments (Inbox)" by selecting the file and clicking the "Split PDF into multiple PDFs" button.
- If "Save only the path to the file" is selected, the file will not be uploaded to Uniconta. Only the reference is saved. The file can be placed on a drive that everyone in the company has access to. Others can be placed privately and thus cannot be read by others.
- Fill in any comment and Save. Note that all vouchers/lines are given the same description, which is probably not appropriate if there are vouchers from different vendors, document dates and different amounts. But - afterwards you can easily add this information in the voucher summary, the information is automatically transferred to the posting journal.
- Then you can continue working in Uniconta while the vouchers are uploaded in the background without slowing down your work. Soon after, the vouchers are in Physical Documents (Inbox), where you can quickly and easily add information and attach it to the posting journal.
- A physical attachment can be deleted from the inbox using the "delete" button. However, in some cases where an attachment has been used and the entry is subsequently deleted again, this may not be possible. Select the "remove from inbox" button.
Upload while posting or reconciling bank
You can upload and attach electronic vouchers directly to a line in the posting journal or bank reconciliation from your PC or a server you have access to. When you upload directly to a line in the accounting draft, the attachment is transferred to the inbox and attached to the attachment in the draft in the same workflow. The approval procedure is bypassed. It is only worthwhile to upload in this way if it is individual vouchers that you are missing in your inbox. If you have multiple electronic attachments that need to be attached to multiple lines in the draft, it is easier to use the inbox, which provides a better overview of the attachment content and which attachments are attached and which are not yet attached. Alternatively, you can also choose to use the Connect physical attachments with draft lines button in the Accounting drafts overview, as here you can connect the physical attachments with the lines in the draft. Read more about this option later in this article.Upload via the posting journal
If the voucher hasn't been uploaded to your inbox, you can upload directly from a folder on your computer or a drive you have access to. After posting, the list of attached posted physical vouchers is automatically updated.- Open the posting journal and create a new line.
- Click the Physical Voucher-icon in the ribbon of the draft and select Import File:
- Click Browse to designate the file for upload:
- Once the file is selected: Fill in any additional information to use on the posting bar and click Save. Now the voucher(s) are attached to the current line and a check mark is automatically put in the Physical voucher box on the line. When the line is posted, the Physical Vouchers summary is automatically updated with the uploaded file.
- When the journal is posted, the physical voucher disappears from the inbox, and can now be found by finding the posted transaction and pressing "show physical voucher". Assuming it is a purchase, the voucher will be found in the account for costs, input VAT, cash if paid in cash or in the vendor account if purchased from a supplier.