How to post creditors with Vertec

Third-party invoices can be entered in Vertec and assigned to a project. A creditor is entered for each invoice. If desired, these entries can be transferred directly to accounts payable. Third-party invoices only need to be entered once.

The creditor function is also useful to reimburse expenses to employees. Expense reimbursements can thus be processed directly through accounts payable.

The creditor’s assignment to the project is based on the assigned outlays or expenses. You can also assign outlays and expenses from different projects to a single creditor. This is useful, for example, if you want to spread the costs of a third-party invoice across several projects of a customer.

You can create a creditor via the menu button New > Creditor:

The detail view appears. You can now fill in the fields according to the table or import the information directly from the QR code of the supplier invoice from Vertec 6.4.0.14. The exact procedure for this is described in the following section Import document .

Import receipt

From Vertec version 6.4.0.14. Click on the button Import receipt... . A file selection dialog appears (or in the Web App an “Upload file” dialog) where you can select the invoice receipt (PDF, PNG or JPG File formats are supported).

The scanned receipt is shown on the receipt page. With PDFs, the first page is shown. A receipt can also be scanned directly on the receipt page by right click > Load image...

If a receipt is imported even though a receipt already exists, a dialog appears asking whether the existing receipt should be overwritten. If yes, all data is reset according to the above listing for a receipt with QR code.

If there is exactly one outlay, the amount is written into the outlay at the same time and the quantity is set to zero (same functionality as is available via the button Amount on outlay (see below).

Outlays can be entered directly in the Outlays folder of the creditor. You can assign already existing outlays via drag & drop or with the button Assign outlays... on the creditor via checkbox.

If you create a new expense or outlay on the creditor (using the corresponding icon in the toolbar or via the menu button New), it is assigned directly to the current creditor.

Already existing expenses can be assigned to the creditor via drag & drop.

Assigned outlays and expenses must meet the following conditions:

• The sum of the purchase prices of the outlays and expenses must be equal to the total amount of the creditor.
• All outlays and expenses must be in the same currency.
• The projects of the allocated outlays and expenses must have the same FAR client.
• All outlays must be of the same charge type. If you want to both forward and charge outlays, you must enter multiple creditors.
• If the outlays are to be forwarded, they must all belong to the same project.
• Expenses cannot be forwarded. A creditor to be forwarded must not include expenses.
• All outlays and expenses must be approved (this behavior can be configured in the system settings).

If any of these conditions are violated, this is shown on the creditor in the Problem report field.

The Amount on outlay button is active if there is only one outlay on the creditor. In this case, the purchase price of the outlay can be set via this button.

As soon as several outlays are assigned to the creditor, this button is inactive and cannot be used.

The creditor extension gives you the opportunity to obtain the creditor's client information via the projects of the outlays. In this case, it is important that the project does not change for such outlays.

To prevent this, you can use the system setting Block project assignment of posted outlays and expenses. If this is set to Yes, the project assignment of outlays can no longer be changed.

In System settings > Accounting, you can find the setting Use user cost unit for creditor postings. If this setting is set to Yes, the cost unit expenses on the user are used for creditor postings of expenses and outlays.

The hierarchy for the cost unit calculation is as follows:

1. Cost unit of user (if system setting to Yes)
2. Cost unit of type
3. Cost unit of phase
4. Cost unit of project

With the help of an accounts payable extension, creditor entries can be posted directly to the accounting system. After installing the accounts payable extension, you can define the configuration of the extension in the system settings under Accounting.

To open a creditor address, go to the address and click on the menu button Actions > Accounting > Create new address in accounts payable. ???

The following information is entered in Vertec:

• The personal account creditors on the address (on settings page). If the option System settings > Project > Selection of suppliers only with creditor personal account is set to YES, this address appears as a supplier for selection from now on.

If you are working with several currencies, you must open the addresses in all necessary currencies. However, when creating the creditor personal account based on the Vertec address, no specific currency is available.

Therefore, System settings > Accounting > Currencies must be defined accordingly. If nothing is specified, the creditor is opened in CHF. If euro is also to be used, the setting must state 'CHF,EUR’.

Note: The necessary suggestions in Infoniqa ONE 200 must be defined in advance for all currencies used in Infoniqa (see Infoniqa ONE 200 Accounts Payable Extension ).

If the reference number field is set on the address (Further information page > Reference number), it is interpreted as the addressid of an existing address in Infoniqa ONE 200 and used when creating the new creditor. If no reference number is set, a new address is created and the reference number is entered accordingly.

Once all the information has been entered correctly, you can post the creditor on the Accounting page. A detailed list of the postings is also available on this page:

With creditor postings, the VAT code and the VAT rate are fixed for the purchase and the expense account.

For certain FAR programs, e.g. Infoniqa ONE 50 Accounts Payable Extension , the transfer of an empty collective account allows the use of a proprietary FAR configuration. An empty collective account can also be transferred when posting, if this is configured in this way in the accounting program.

For collective postings (is on postingreceipt.text and in the text of the first posting):

lieferant.asstring, <text des Kreditors>

For detailed postings (on all other postings)

• for expenses:spesen.text, spesen.projekt.asstring, spesen.phase.asstring

• for outlays:auslage.lieferant.asstring, auslage.projekt.asstring, auslage.phase.asstring

If certain parts are missing (e.g. phase), the commas are set accordingly.

You can configure the creditor posting texts with OCL, which allows a combination of plain text and OCL expressions (enclosed in %).

In system settings > Accounting, there are two settings:

• Text for creditors collective postings: is used on creditors
• Text for creditors detail postings: is used on expenses and outlays

If the expressions are empty (default), the default texts are used (see above).

Vertec offers you the option to set a creditor to post without transferring data to the accounting system. This can be useful, for example, if a creditor is to appear as posted in Vertec retrospectively, but the accounting period has already been completed. To do this, use the script: Set creditor to post.