Physical vouchers (Inbox)

Recommendations Physical inbox is where the electronic vouchers end up when they are sent to the email address specified in the Email to Physical vouchers field under Company /Company Information. Read more under company information. When an voucher is attached to a transaction or something else, it is removed from the inbox. Note! Physical inbox is not intended for storing vouchers. The idea is to attach the electronic vouchers to entries in connection with bookkeeping, whereby they are removed from the inbox. Alternatively, you move vouchers from the inbox to the document archives elsewhere in the system, move the vouchers to another account in Uniconta or delete the voucher if it is not to be posted and/or saved at all. Vouchers that are viewable only by certain people can be moved to company documents using the Copy/Move vouchers button. Company documents can be limited via user rights to only being visible to selected users in the financial statements. Should there be vouchers that do not want to be moved to other parts of Uniconta, these should be removed from the inbox using the Remove from inbox button. Then the vouchers can be viewed and displayed under Generel ledger/Reports/Physical vouchers. Read more here. Alternatively, attachments can be deleted from the Inbox using the Delete button.

Inbox videos

Transfer attachments to your inbox:

• Submit attachments via app (Uniconta upload and Uniconta Assistant)
• Submit attachments via email to the inbox
• Drag attachments into the inbox
• Add an attachment to your inbox
• Document flow including setting up and using document approval

Link attachments in the inbox to records:

• Link attachments from the inbox to lines in an accounting journal
• Link inbox attachments to a purchase order
• Link an attachment from the inbox to a booked entry

Posting the digital attachments in the inbox:

• Transfer attachments from inbox to a bookkeeping drawer
• Post attachments in the inbox directly from the inbox
• Setting up and using the accounts payable function, including posting purchase receipts via the inbox

Move attachments from the inbox:

• Move attachments to document folder (example with accounting description)

Physical vouchers (Inbox)

The inbox is used to register data on physical vouchers sent or entered into Uniconta Read more about how vouchers are collected in the Inbox After loading, data is added either in the inbox or in the journals. All data registered in the Inbox is transferred to the journal(unless the "Pending" box on the line is checked.) Physical vouchers are removed from the Inbox upon posting. This can only be seen after pressing UPDATE. Don't delete vouchers from your inbox until UPDATE. The same voucher can NOT be transferred twice. If the voucher can NOT be transferred, the box "Pending" has been ticked or the attachment is already in a NOT posted journal. See the box "Uploaded to journal", here should be checked. For ease of registration, the loaded journal can be displayed in a standalone screen. For example, on another monitor. Click 'View' or F7 to display the voucher. The attachment that appears is the attachment on which the pointer stands. The Inbox synchronizes the view of the attachment itself when the pointer is moved. This allows you to browse through the list of annexes and at the same time show the annex. Data can be added per line.   The inbox displays the uploaded vouchers that have not been posted. The vouchers may be attached in a journal, but not posted yet. See the "Uploaded to journal" field. If the vouchers has been uploaded to the journal, this field is checked. Capturing data in the Inbox When you email electronic attachments to your accounts, you can add values about the attachment "Invoice", "Date", "Amount", "Vendor", "Project", "Type" and "Work area" in the email text. Written as e.g. "Invoice <invoice number>", "Amount <amount>", the fields will be filled with the entered values. Read more here

Description of fields

Field	Field description
Unique identifier	A unique identifier for the vouchers. Used to identify the vouchers around Uniconta.
Transferred to draft	When an attachment is transferred to the draft, the attachment is still in the physical inbox, but this field is checked.
Creditorsaccount	Any creditorsaccount that is imported in the Offset account field of the journal line. That's smart, so you immediately have your creditor on the posting journal line.
Expense account	To be filled in if the expense is to be posted to an account in the chart of accounts
Type	Can be completed towards project. If the category is set on the "'Cost account" in the chart of accounts, the field will be automatically filled in.
Work area	Can be completed towards project. Read more here.
Invoice number	The invoice number is passed on to the accounting journal and is used when posting payment (equalization), posting lists, searching, etc.
Voucher	If you fill in "posting date and voucher" on the physical voucher and save, the voucher will automatically be attached to the posted voucher. If you save and press refresh, the voucher will disappear in the overview. The search is 30 days forward and 60 days backward in relation to the creation date of the voucher.
Amount of money	Debit amounts are entered without a sign. Credit amount with minus sign.
Approver (Name) or Approver (Login ID)	If the document needs to be approved before importing to draft, enter either the approver's Name or Login ID.
Approved	Here you indicate if an attachment is approved.
Posting date	Posting date to be transferred to the accounting journal.
Document date	Date on the document, i.e. the invoice date. This date is often only entered if the invoice is to be posted with a different date than the invoice date, for example if the invoice date is 15/7 2024, but the invoice is to be posted on 1/8 2024, as July's accounts may have been completed and closed.It is the document date that forms the basis for calculating the due date/payment date. I.e. if the document date = 15/7 2024 and the payment term on the vendor is Net8dg. then the due date will be calculated as 23/7 24, even if the item is posted with 1/8 24 as the date.
Payment account	To post an attachment directly to a payment account, select the account number here. Note: Two lines are created in the accounting journal, one for the entry and one for the payment.
Purchase order number	To have a voucher as a physical voucher on a purchase order's transactions, enter a purchase number in the Purchase number field. If you don't see it, bring the Purchase Number field into your screen using the Layout button on the ribbon. Note! If you enter/select a purchase order number in this field, the values from the Document Date and Invoice fields are automatically copied to the Invoice Date and Invoice Number fields on the purchase order if they are not already filled in on the purchase order. See more in the Attach physical vouchers to purchase order section below in this article.
Sender	Sender is filled in with information about the email address or employee who submitted the attachment. Note! If you cannot see a sender in the field, it may be because the document was submitted via the Upload app, but the Employee field was not filled out in the upload app when the document was submitted.

Description of buttons

Copy

It is possible to copy a Physical vouchers and it can be useful if several approvers need to be specified for the same Vouchers. This could, for example, be a PBS annex. When copying, the following fields are reset: approved, approver, invoice, purchase number, project, vendor account, amount, Paperflow, and transferred to journal.

Delete

You can delete vouchers from your inbox if, for example, an voucher was submitted to your inbox by mistake. Note, however, that if an attachment has been transferred from the inbox to an accounting draft without the draft being posted, you cannot delete the attachment. Delete the line in the draft or remove the link to the physical attachment on the line in the draft first, and then you can delete the attachment in the inbox afterwards. Also note that attachments in the inbox are automatically removed from the inbox when, for example, the entry in the accounting draft is posted. That is, once the voucher is associated with a posted voucher, they no longer appear in the inbox. In other words, you are not supposed to manually delete the vouchers in the inbox, unless they should never have been loaded to the inbox in the first place.

Remove from inbox

The physical vouchers are labeled with whether or not they should appear in the inbox. When we post a journal with physical vouchers attached, we remove this mark that the document should appear in the inbox. "Remove from inbox": This allows you to remove it from your inbox view. After that, the voucher is only in the archive Generel ledger/Reports/Physical vouchers. Under Generel ledger/Reports/Physical vouchers, it is also possible to have an voucher appear in the inbox again using the button "Show in inbox". Read more here.

Folders in your inbox

The inbox contains folders where you can put the physical vouchers before they are posted and disappear from the inbox. When you open Physical Vouchers (Inbox), all vouchers are displayed in the 'All' folder. That is, all vouchers that are in folders: Inbox, for approval, approved, rejected, waiting, etc. Own folders (shown as User folder 1-5 in this screenshot) can be created by clicking on the folder icon in the 'Folders' overview. ATTENTION! A folder cannot be deleted again if it has attachments in it.   You can either:

• drag anvoucher from the overview into a folder of your choice, or;
• select the 'Folder' field (read about Layouts here) and select the folder from the dropdown menu. See the screenshot down here:

The names of these folders cannot be changed. One can use the 'Show Folders' 'Hide Folders' button on the ribbon to turn these folders on and off.

Transfer physical vouchers to the posting journal

You can upload physical vouchers directly from your inbox to a posting journal. A new journal line is created for each physical voucher. Click the Upload to journal button in the ribbon. Before transferring, check whether any of the attachments already exist, and if it finds matches, the transfer is interrupted so that any duplicate can be deleted. This check is controlled by the parameter "check if invoice number has been used" on the journal that is selected to transfer to. Next, specify:

Draft	The accounting draft where the physical voucher is placed in.
Date	Date on lines in the posting journal. If nothing is specified, use the Posting date from the physical voucher, or date on physical voucher.
Amount	Debit or Credit. If Debit is selected, the amount is transferred from the physical inbox to the Debit column in the accounting journal, and the expense account is transferred as an account and the vendor or payment account as a counter account. If Credit is selected, the amount is transferred from the physical inbox to the Credit column in the accounting journal, and the expense account is transferred as a counter account and the vendor or payment account as an account.
Transfer	All, Current Mail or Only Approved. If the Approved field does not appear in the Physical Vouchers inbox, it can be inserted via the design of the screenshot.
Assign attachment number	If the draft to which attachments are transferred is not set up with automatic assignment of attachment numbers, you can check this box to add an attachment number.

Go to the journal and press post. The transactions are now posted and the vouchers must now appear on posted entries. NOTE: Press 'Update' if you have posted and bilpalate still appears in the inbox. After that, they will disappear.

Post directly

You can post vouchers directly outside of a posting journal. Click the Post Direct button in the ribbon. Select which posting journal to use. Posting lines that are already in the draft will not be affected. In Finance/Reports/Accounting drafts, the selected draft will appear.

Transfer to purchase

If the voucher is an OIO file, then the voucher can be transferred directly for purchase. Read more here If a purchase already exists that belongs to the purchase invoice received in the inbox, then insert the Purchase number field, and in this field select/enter this purchase number. When the purchase is posted, the voucher from the inbox with this purchase number is automatically linked to the ledger transactions and disappears from the inbox. If you have several purchase invoices in the Inbox that belong to the same purchase order, it will be possible in the prompt that appears when posting the purchase invoice to choose between these physical receipts in the drop-down field to the right of the Physical receiptsfield. If you select the button with the arrow to the right of the Physical vouchers field, you will be able to select the physical vouchers from the Inbox on which you have selected the same vendor as on the purchase order, and which also have the same purchase order number in the Inbox as on the purchase order or whose Purchase number field in the Inbox is empty. If you do not select a physical voucher, the system will automatically select the first physical voucher in the Inbox, on which the purchase number is the same as the purchase you are just posting.

Check if the voucher already exists

Check if the attachment has been posted previously or is posted multiple times in the Physical Document (Inbox). The function examines whether the same voucher already exists on the same vendor. A new tab opens if a match is found showing identical voucher(s).

Create envelope

Vouchers can be added to an envelope using the Create Envelope button.

• Select the Create envelope button
• Select the files to add to the envelope
• Click 'Next' and name the envelope in the bottom left corner
• Click 'Finish'
• The envelope is now a new line in the document list and can be selected and attached, for example, to a posting line in a journal. Read more here.

 

Size of the documents

Files over 1mb will be automatically compressed. If Uniconta Upload is used, be careful to only include what is important. Crop the image and make sure there is plenty of light so that the white paper does not turn gray. Read more about how big the documents you upload can be here: https://www.uniconta.com/da/unipedia/vedhaeftede-filer/#5 If the image is transferred via email from a mobile phone, do not reduce the size of the image. Always keep the original size, as reducing/compressing will degrade the quality.

PDF tools

Split PDF into multiple PDFs (Split PDF)

It is possible to split/split a PDF in physical inbox. For example, if you have an voucher with 30 pages that needs to be split into 30 different attachments (create for 30 new attachments in the physical inbox), it can be done in two different ways. Both are described below:

1. From the menu, you can choose PDF Tool/Split PDF into Multiple PDFs
2. From the menu, you can select Add

Example of Split PDF into Multiple PDFs: Example of splitting with Split PDF button into multiple PDFs:

• Go to General ledger/Physical Vouchers (inbox)
• Upload the desired PDF to Physical Vouchers (Inbox)
• If you have changed the vocuhers texts, you should click Save before splitting the PDF
• Mark the vouchers to split.
• Click PDF Tool/Split PDF into Multiple PDFs. Now you see an overview of the document, with the many pages
• There are several different ways to split a PDF
  • If all pages need to be split, click the button at the bottom, Split (one PDF per page), and all pages will be split.
  • If you want to split the PDF into two PDFs and have 10 pages, click on the page that should be the first page in the second PDF. For example, you choose page 6 of the 10-page document, after which it will be divided into 1-5 and 6-10.
  • It is also possible to type 1,2,3,4,5-10 in the text box above the documents, and it splits the documents into 5 documents, page 1 and page 2 and page 3 and page 4 and pages 5-10.

• Click Split (one PDF per page) or Split
• You are asked "Should the record be deleted?"

• If you select Yes, the original PDF document will be deleted at the same time as the new documents are created.
• If you choose No, the original PDF document remains in the inbox at the same time as the new documents are created, so that there are subsequently the split PDFs as well as the original document. This may be relevant if you wish to use the original voucher for other purposes, or only wish to delete it at a later date.

Example of splitting with 'Add' button:

• • Go to General ledger/Physical Vouchers (inbox)
  • Click Add
  • Check Split PDF into Multiple PDFs
  • Tap Browse
  • Select the file
  • Fill in any other information in the form
  • Click on Save
  • The voucher is now automatically split so that each page in the PDF has become a line in the inbox.

Merge two PDFs

In physical vouchers you can now merge two PDF vouchers. This is done by loading one PDF into the other. Since you can only attach a file to a posting document, you can use this feature to merge PDFs into one file so that several PDFs can be attached. Read more in our 'Questions and Answers' here. Under Physical vouchers (Inbox) Select the PDF attachments that you want to merge. To do this, hold down [Ctrl] and select the PDF attachments with the mouse. Then click on the PDF Tool/Merge Two PDFs button.     A new window will open with the two selected PDFs. Choose between Left join and Right join. Left join means that this will be the first document in the merger, and the right side will be added at the end of the left document. If you choose Right join, this means that the right document will be the first document in a merger, and the left document will be added at the end of the right document. Here you click on "Join" at the bottom right corner.  

Copy/Move vouchers under Physical vouchers (Inbox)

Documents in Physical vouchers (Inbox) can be copied or moved to Accounts receivable, Vendor, Sales order, Purchase order, and Quotation. And the physical vouchers will now be inserted as an attached document in the selected location. Select/designate the voucher to copy or move. Only 1 voucher may be designated. Choose from the Copy/Move vouchers menu. ATTENTION! A voucher that is copied/moved to a purchase order will not appear on the transactions. See the next description in this article under ' Purchase number'. Now choose whether to copy or move. With Copy, the voucher remains in the inbox and can be copied/moved to other files. When Move, the voucher disappears from the inbox. Now select the type – Customer, Vendor, Sales order, Purchase order, or Quotation can be selected.   Depending on the choice of type, you can now look up the directory that was chosen, for example. Debtor. Start by typing the customer's name or account, and Uniconta will now start searching the directory. Select the customer to copy the voucher to. The file is now copied/moved to the file that was selected. In the example, we copied to the customer Storevangskolen, and we can now find the voucher on via the Customer/Customer/Attachments – select Document.  

Move to other company

Attachments in Physical vouchers (Inbox) can be moved to another company. Select/designate the attachment to move. Only 1 voucher may be designated. In the list, select the company to move the attachment to.

Attach physical vouchers when importing file to posting journal

Each physical voucher has a Unique ID field. It is seen among other things. in your inbox and physical vouchers list: If you use Load bank statement to the posting journal, you can create and populate a column in the import file with Unique ID on the corresponding physical document before importing. After importing the import file, the posting journal automatically found the corresponding physical document based on Unique ID and associated it with the lines in the posting journal. If you already know the ID of the physical document to be attached to the lines, it's easiest to match and fill it in the import file before importing, rather than then designating the document line by line in the posting journal. Fast, easy and smart method. Remember to correct the file format to indicate which column the Unique ID is entered in. You only need to specify ID on the lines where you know ID. The rest you can attach afterwards.

Attach physical voucher to line in posting journal

In the posting journal, as you type, you can designate a line from the Inbox, which will then be attached to the line in the posting journal.

• Open the posting journal and create a new line.
• Click the Physical Voucher icon in the ribbon of the journal
• Select Attach if you want to attach an voucher from your Inbox. The inbox opens:
• On the left, the attachments appear in the inbox, on the right, a preview of the attachment. In the overview, the Attached column shows which physical vouchers have already been attached but not posted.
• Select the attachment or the folder with multiple attachments to attach, and click the Attach button. 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. If nothing is filled in on the line in the posting journal, any data from the attachment is transferred to the Inbox. If something is filled in on the line before attaching, the data of the line will not be overwritten.

Attach physical vouchers to multiple lines in the posting journal

For example, if you import bank statements into the posting journal, or enter journal lines manually and upload physical documents electronically, there are a number of journal lines and a number of physical documents that must be matched afterwards. There is a special screen for this, where at the top you have the physical vouchers (you have imported, emailed or saved) and at the bottom you have journal lines that you have imported from bank or typed manually. Now it is so easy to link the lines together one by one.

• Select General ledger/General journals and the Connect physical vouchers to journal lines button on the ribbon:
• Top (Physical voucher): Select the physical vouchers. Then, at the bottom (Draft lines): Select the draft line where physical attachments should be attached. TIP! If necessary, select the Show Attachment button on the ribbon, and drag the image with the physical attachment onto another PC screen. Then you can jump from line to line with the physical attachments in the upper part of the Connect Attachments screen, while the image of your physical attachments changes on your second screen without having to open/close the screen with the image of the physical attachments.
• Click the Attach icon at the top of the ribbon. After this, the physical vouchers and journal line are linked together.
• Continue in the same way (select+attach, select+attach, and so on) with the rest of the attachments that you want to map to journal lines.

Attach physical voucher to purchase order

If you want to have your physical voucher attached to a purchase order so that when you post the purchase invoice, the voucher is attached to the posting, then on the line in the physical inbox, fill in the Purchase number field with the purchase number and/or the Vendor account field with the vendor. When you post your purchase invoice via Purchase Orders, you will be able to select which voucher from the Inbox to associate with the ledger entries in connection with the posting of the purchase invoice in the invoice prompt. In the drop-down field at the prompt, you will be able to choose from the physical vouchers where the Vendor account field is filled in with the same vendor as selected on the purchase order, and where the Purchase number field in the Inbox is either blank or filled in with the current purchase order number . When the purchase invoice is posted, the selected voucher from the inbox will be attached to the posting and removed from the inbox overview.

Attach physical vouchers to posted record

If you have had an attachment posted without having been associated with the physical attachment, or want to add additional attachments, this can be added afterwards:

• Find the transaction that you would like to have a physical document associated with, for example, under General ledger/Reports/Transactions
• Select the Transactions on vouchers button
• Select the Physical Attachment/Attach button (Note: there are two buttons called Physical Voucher. You need to select the one with the arrow, where there are submenus)
• A summary of physical vouchers in your inbox opens
• Select the attachment that you want associated with the current transaction and select the Attach button
• If necessary, select if you want the record to be associated with all records in the transaction.
• Choose whether to replace any existing attachment or add a new attachment.

ATTENTION! Adding vouchers to posted mail revokes approvals of existing physical vouchers.

Approval of physical vouchers

In physical vouchers (inbox) can be set up so that specific users, selected as "Approver 1" or "Approver 2", can approve attachments. You can also use default values to force approval before transferring to the draft. It is possible to specify both an Approver 1 and an Approver 2. Please note! This is not a hierarchical approval, i.e. Approver 2 can approve the document before Approver 1. If you want a hierarchical approval process, this must be done manually by only specifying an Approver 1, and when Approver 1 has approved the document, you must first specify an Approver 2 on the document. Supporting vouchers can be accepted from:

• • General ledger/Physical vouchers (inbox)
  • 'Approve' the function under 'My profile' in the top bar. Read more here.
  • From your email. Read more here.

• Under Company/Employees. Read more here.

An employee can set an attachment to "Approved", "Rejected" or "Wait". Depending on what you choose, the attachment moves to the folder of the same name in the inbox so that the accountant can see what has happened. Physical vocuhers have two date/time fields for "Approved on". Upon approval, the approver can add a comment in the process, which is saved in the "Memo" field. A note cannot be added on first dispatch. If you want to add a note, you must make use of "Resend e-mail to approver", read more below.

Recirculation of physical vouchers

The "Resend email to approver" button provides the option to resend an authorization request. This allows the accountant to remind an employee for approval and write an extra message in the email. If you write a message, the email will be marked with "high" priority. By clicking on "Resend email to approver" you will have the opportunity to enter a note to the approver The approver receives an email, but high priority, where the entered note can be seen, at the top of the email. When the voucher is approved, the approver can write a note to the bookkeeper.   This note is stored in the memo field, on the approved attachment.   This email is sent to the approver regardless of whether the employee has a check mark in "Send email for document approval". Read more here. Note! For security reasons, a physical attachment that has just been approved cannot be deleted on the same day as it is entered. This can be done the next day at the earliest.

Awaiting approval

Read about pending approval here. Learn more about setting up employees for [Pending approval] Here.