In this article we explain step by step how you can fill in the different fields. If you want to know more or the structure of the booking screen read this article.
The Booking proposal
1. Transaction date
This is the date of the invoice
The period you want to book the invoice, this usually runs equal to the months of the year. If the period deviates from the invoice date, you can click on 'ignore warnings' so that it will allow you to book the invoice.
3. 'Pinning' the period
With you click on the pushpin, you can lock the period in the booking screen. This way you can easily book multiple invoices without having to adjust the period each time.
4. Invoice number
This is the number indicated on the invoice. Please note: if Basecone suspects you have already booked the invoice, a button is displayed as 'duplicate', you can click on it to compare it with the invoice you want to book.
5. Due date
If a due date is found on the creditor's settings, the due date will be automatically calculated. Otherwise a period of 30 days will be used.
6. Amount (incl. VAT)
The total amount of the invoice inclusive VAT.
The currency is recognized based on what is indicated on the invoice. If a currency do not exist in Basecone, this can be created in the accounting system.
8. Payment reference
If an invoice has a payment reference, this can be included here in the booking. Read more about the payment reference here.
The supplier which is recognised by Basecone. If you click on + sign, a new supplier will be created in both Basecone and the accounting system. When a supplier is selected, the Edit button will appear. Read more about creating suppliers in Basecone here.
Shows the IBAN / bank account number to which the invoice will be paid after the invoice is booked. This field is to verify the target administration.
11. Invoice description
This is the header description of the invoice. In most cases you must enter this manually or is automatically picked up via a posting rule. Use the copy button to the right of the field to copy the description to the first line of the invoice and to additional lines if applicable.
12. Free text field [optional]
An additional free text can be displayed if you have enabled this option via Settings – Companies - Settings (tab). This field must also be enabled in Twinfield if used under Free textfield 1.
13. Other options in the booking screen
See this other article and look at point number 5.
If there is a difference between the sum of the amount excluding VAT and the VAT, versus the total amount including VAT, a difference will be shown here. You then have to correct one of the amounts. When the difference is very small (up to 2 cents) you can charge the difference to the highest VAT amount, or have the difference automatically transferred to the difference account, in order to eliminate rounding differences. For both options, Basecone displays a button as soon as the difference is less than or equal to 2 cents.
15. Target administration
When you activated a transactional account in your accounting system, you are able to choose another target administration to book the invoice to. This way there is an transactional booking made. This is only applicable to Twinfield. Also make sure that in Twinfield the settings are correctly entered in the journal "Current Account " to prevent error messages!
16. Account code
The general ledger account where you want to post the line of the invoice.
17. Cost Centres
Here you can specify the cost center and/or check if during the tagging process a cost center was already given.
Here you can specify the project and/or check if during the tagging process it was already given.
19. Amount (ex. VAT)
The total amount of the invoice excluding the VAT.
The VAT code with the VAT rate that applies to the invoice.
The calculated amount of VAT based on the invoice and the selected VAT-code.
You can click on the lock next to the VAT amount to open it to manually adjust the VAT amount or close the lock to re-calculated the VAT amount.
The ability to re-calculate the VAT amount based on the VAT-code used.
It is possible to enter a description per line.
25. + Sign
Add an extra posting rule. Each invoice can contain multiple billing or accounting lines.
After everything is filled in correctly, you can book the invoice.
More information about booking invoices can be found on this page.