====== Finance — Invoices, Payments, Vouchers & Reports ====== **Section:** Finance\\ **Updated:** 2026-05-05 ---- ===== 1) Overview ===== The **Finance** module covers the NVG accounting workflow: * **Vendor Bills** — invoices received from suppliers * **Sales Invoices** — invoices issued to clients * **Payments** — payment records linked to invoices * **Vouchers** — manual journal entries (including Fast Create) * **Reports** — financial statements and analysis * **Accounting Settings** — Chart of Accounts, Bank Accounts, Periods (see separate page) Navigate to **Finance** in the sidebar to expand the sub-menu. > **[[ SCREENSHOT: Finance section of the sidebar — all sub-items visible: Vendor Bills, Sales Invoices, Payments, Vouchers (with Fast Create sub-item), Reports (with all report sub-items), Settings (with Accounts, Bank Accounts, Periods) ]]** ---- ===== 2) Vendor Bills ===== Navigate to **Finance → Vendor Bills**. A **Vendor Bill** is an invoice you received from a supplier and need to record and pay. > **[[ SCREENSHOT: Vendor Bills list — table with columns: Date, Tenant, Supplier, Invoice Number, Amount (right-aligned), Open (right-aligned), Status badge, Actions ]]** ==== Vendor Bills List ==== **Columns:** | **Column** | **Description** | | Date | Invoice date (DD.MM.YYYY) | | Tenant | NVG entity that received this bill | | Supplier | Business partner / supplier name | | Invoice Number | Supplier's own invoice reference number | | Amount | Total invoice amount | | Open | Outstanding (unpaid) amount remaining | | Status | Current status badge | | Actions | Buttons to view, edit, pay, or delete | **Filters (two rows):** Row 1: **Search** (free text by supplier name) · **Status** dropdown · **Export** button (Banana Accounting format) Row 2: **Tenant** · **Period** (Full Year current/last, Last 30/90 days, Custom range with from/to date pickers) **Sorting:** click any column header — Date, Tenant, Supplier, Invoice Number, Amount, Open, Status. > **[[ SCREENSHOT: Vendor Bills filter bar (two rows) — Search, Status, Export in row 1; Tenant, Period dropdown in row 2 ]]** > **[[ SCREENSHOT: Vendor Bills list sorted by Amount descending — sort arrow visible on Amount column ]]** ==== Creating a Vendor Bill ==== - Click **"Add Vendor Bill"** (top-right). - The form opens — fill in: Tenant, Supplier, Invoice Date, Due Date, Invoice Number, line items (account, amount, VAT code, description). - Save. > **[[ SCREENSHOT: Vendor Bill creation form — header fields, line items table ]]** ==== Vendor Bill Statuses ==== The exact status values are configured in Accounting Settings. Common statuses include Draft, Booked, Paid, and Cancelled. ==== Exporting Vendor Bills ==== Click **Export** to download the currently filtered vendor bills as an XLSX file (Banana Accounting format) for import into your accounting software. ---- ===== 3) Sales Invoices ===== Navigate to **Finance → Sales Invoices**. A **Sales Invoice** is an invoice you issue to a client. The list and filter structure is identical to Vendor Bills but shows outgoing invoices. > **[[ SCREENSHOT: Sales Invoices list — same structure as Vendor Bills, columns: Date, Tenant, Client, Invoice Number, Amount, Open, Status, Actions ]]** ==== Columns and Filters ==== Same column layout as Vendor Bills. The **Supplier** column label changes to the client's name. Filters (Search, Status, Tenant, Period, Export) work identically. ==== Creating a Sales Invoice ==== - Click **"Add Sales Invoice"** (top-right). - Fill in: Tenant, Client (Partner), Invoice Date, Due Date, line items (description, amount, VAT code, GL account). - Save. > **[[ SCREENSHOT: Sales Invoice creation form — tenant and client selectors, date fields, line items ]]** ==== Sales Invoice Actions ==== From the invoice list you can: * **View** — open the invoice detail * **Edit** — update the invoice (only if status allows) * **Pay** — open the payment creation form linked to this invoice * **Manage Access** — grant specific users access to this invoice record * **Delete** — remove (only if status allows) ---- ===== 4) Payments ===== Navigate to **Finance → Payments**. The **Payments** list records all payment transactions — both incoming (from clients) and outgoing (to suppliers). > **[[ SCREENSHOT: Payments list — columns visible, filter bar, action buttons ]]** Payments can be created from the invoice "Pay" button, or entered directly in this section. Each payment links back to the relevant invoice or vendor bill, updating its Open amount. ---- ===== 5) Vouchers ===== Navigate to **Finance → Vouchers**. **Vouchers** are manual general ledger journal entries — used for accounting corrections, provisions, accruals, or any transaction not covered by an invoice. > **[[ SCREENSHOT: Vouchers list — table of manual journal entries, columns include date, reference, description, status ]]** ==== Creating a Voucher ==== - In the Vouchers list, add a new voucher. - Enter the date, reference, and the debit/credit lines (account, amount, description). - The entry must balance (total debits = total credits). - Book the voucher to post it to the general ledger. > **[[ SCREENSHOT: Voucher creation form — date, reference, accounting lines table with account and amount columns ]]** ==== Fast Create ==== Navigate to **Finance → Vouchers → Fast Create**. Fast Create is a shortcut for frequently repeated journal entries. Pre-defined templates fill in the account structure automatically — you only supply the variable fields (amount, date, counterparty). > **[[ SCREENSHOT: Voucher Fast Create page — template selector, variable fields below ]]** ---- ===== 6) Reports ===== Navigate to **Finance → Reports**. The Reports section provides standard financial statements. Each report lets you select a date range and tenant before generating. > **[[ SCREENSHOT: Reports sub-menu expanded in sidebar — all report items listed ]]** ==== Available Reports ==== | **Report** | **Description** | | Balance Sheet | Assets, liabilities, and equity at a point in time | | Profit & Loss | Revenue and expenses over a period | | Trial Balance | All GL account balances for a period | | Cash Flow | Cash inflows and outflows | | Account Statement | Detailed transaction history for one GL account | | Account Interest | Interest calculations on accounts | | Open Invoices | All outstanding (unpaid) invoices and vendor bills | | Year-End Closing | Year-end closing summary and procedures | ==== Running a Report ==== - Click the report name in the sidebar. - Select the **Tenant** and **Date Range** (or period) as prompted. - Click **Generate** or **Run**. - The report renders on screen. - Use the **Export** buttons to download as PDF or XLSX where available. > **[[ SCREENSHOT: Balance Sheet report — date selector at top, report table with asset and liability sections ]]** > **[[ SCREENSHOT: Profit & Loss report — revenue and expense categories, totals column ]]** > **[[ SCREENSHOT: Open Invoices report — list of all outstanding invoices with due dates and open amounts ]]** ---- ===== 7) Common Tasks — Quick Reference ===== | **Task** | **Steps** | | Find vendor bills from a supplier | Finance → Vendor Bills → type supplier name in Search | | Filter invoices by period | Vendor Bills or Sales Invoices → Period dropdown | | Export vendor bills to XLSX | Vendor Bills → set filters → Export button | | Record a new sales invoice | Finance → Sales Invoices → Add Sales Invoice | | Pay an invoice | Invoice list or detail → Pay button | | Post a manual GL entry | Finance → Vouchers → Add Voucher → fill lines → Book | | View all unpaid invoices | Finance → Reports → Open Invoices | | Generate monthly P&L | Finance → Reports → Profit & Loss → set period → Run |