Relevant links Importing e-conomic receipts
It is allowed to store documents in electronic format instead of paper documents in large thick binders on the shelf. Today, documents are often exchanged in electronic form. But should you receive a paper document, it can be scanned or photographed and stored in electronic form. Uniconta can store the company's electronic documents and the documents are attached and displayed on postings. This means that the document is always at your fingertips if you need it.
What are attachments in electronic format
- Photos of attachments Photos of vouchers, receipts and invoices that you have taken with your smartphone. Send the photos as an email from your smartphone directly to Uniconta. For example, if you have expenses for the company when traveling, you can photograph all small vouchers or receipts and send them directly to Uniconta.
- PDF files Invoices, if you receive invoices and invoices by email from suppliers, you can either forward them to Uniconta or ask the supplier to send them directly to Uniconta.
- Scanned documents Invoices and invoices you receive by post can be scanned and uploaded and saved in Uniconta. Alternatively, send them directly to Uniconta via email.
- Bank statements Bank statements that you have exported from your bank can be forwarded to Uniconta, loaded into the accounting journal and posted. If you use an external bookkeeper who does not have access to your bank, you can export the bank transactions, send the file to Uniconta, after which your bookkeeper can load the entries directly into the bookkeeping journal and post - and attach the scanned documents you have also sent to Uniconta to the entries.
- Bank statements, other Any other bank statements you receive (e.g. from suppliers) can be forwarded to Uniconta and used to reconcile supplier accounts. If fees have been incurred that have not been posted, the bank statement is used as an electronic attachment to the fee posting.
All formats can be used
Uniconta can upload, attach and display attachments in all common formats for electronic attachments, you are not limited to a specific file format. Among other things, formats such as/from can be used:- MS Word
- MS Excel
- CSV, TXT
- JPG, GIF, BMP, PNG
- HTML
- MSG
- EML
Electronic attachments in Uniconta
- Email or upload documents to Uniconta, e.g. send documents and bank statements from your PC or smartphone (images, other files, etc.) to Uniconta and they will be ready for bookkeeping and bank reconciliation by your bookkeeper or accountant. You can also log in to Uniconta yourself and upload the documents to your inbox.
- No waiting while documents are uploaded. Uploading documents happens in the background while you or your accountant continue working. Upload the documents, click OK and continue your work. You don't have to wait for the documents to load before you can continue as it happens in the background.
- One to many, many to one, multiple entries can share the same document, multiple documents can share the same entry.
- Bulk edit physical receipts after upload to prepare them for posting. When attachments are attached, information such as date, type, account, amount, text, payment date, etc. are automatically included.
- Many ways to upload documents, in fact you can always upload an electronic document: download from a drive, send via email directly to Uniconta (including ZIP files that are automatically extracted), upload during posting, upload even after posting, or even during bank reconciliation.
- Email attachments and information are automatically filled in the attachment inboxand scanned for e.g. invoice number, amount etc.
- Mass transfer to the accounting drawer. All attachments from the inbox can be bulk transferred to the accounting drawer at once instead of retrieving them from the accounting drawer one by one.
- Direct pairing in the accounting drawer. For example, if you have imported a bank statement to the accounting drawer and uploaded physical receipts to the inbox, you can pair them directly with each other.
- Physical vouchers can also be attached AFTER posting, you don't have to wait for vouchers before posting, the voucher can easily be attached after posting (under finance/postings select the "physical voucher" button)
- Replace attachments: If you've attached the wrong attachment, it can be corrected quickly, it's easy to replace an attachment if you've attached the wrong one by mistake.
Where to find Physical attachments in Uniconta
Finance/Physical documents (Inbox) Under Finance/Physical receipts (Inbox), unposted receipts are located in a kind of inbox where you can view the receipts and set the many parameters for posting and payment. You don't need to upload all attachments to the inbox before attaching them to entries. In both the Accounting journal and Bank reconciliation, you can upload attachments one by one that are stored in electronic format, e.g. on a drive or in the cloud. However, if you have many electronic receipts, it is easiest to use the inbox. Physical attachment button in the ribbon The physical attachment button in the ribbon is wherever a physical attachment can be viewed, attached, imported or removed. This includes the accounting drawer, bank reconciliation, postings, where they can be previewed and selected from an overview of the inbox. Show button Attachments can be viewed via the View button in the ribbon found in all screens and entry lists where physical attachments are included in an entry. Report Finance/Reports/Physical vouchers is an overview/report of all physical vouchers, posted and unposted. The overview can be filtered, searched and sorted optionally. Exporting Attachments can be exported under Finance/Reports/Physical attachments.Upload attachments to Uniconta without waiting time
There are several ways to upload physical attachments to Uniconta:- Upload to inbox
- Email to inbox
- Upload via Uniconta Assistant (Phone App)
- Upload via Uniconta Upload (Phone App)
- Upload while posting
- Upload during bank reconciliation
- Upload/replace after you have posted