Overview of the Sales Module

The Sales Invoice module in Acxite enables you to record and manage customer invoices easily. You can create invoices by entering data directly or uploading documents for automatic extraction and processing. You can add invoices through the web application, email inbox, API, or Zapier workflow integrations. Once added, Acxite organises the data so you can review it in an organised dashboard.

In this guide, we will walk you through the options available in Acxite for reviewing and managing sales invoice data.

Data Extracted from Sales Documents

Acxite captures key information from your sales documents. The extracted data fields are divided into two main types: Header-Level Data and Line-Level Data.

Header-Level Data

These fields appear once per document, and general information about them is provided. The following are the header-level data extracted from a sales document:

– Document Type: It is usually the title of the document indicating the nature of the transaction, e.g., Sales Invoice, Tax/VAT invoice, Order Confirmation, etc. This identification helps the system accurately extract data and perform the relevant validations.

– Customer Name: The name of the customer, company, or client receiving the invoice.

– Document Number: The unique number found to identify a document, like an invoice number, sales order number, or payment reference.

– Document Date: The date when the sales invoice was issued, the sales order was placed, or service was provided.

– Due/Payment Date: The payment terms are usually mentioned in sales invoices. Based on these terms, the due date is calculated. If the document is already paid, this field will contain the payment date.

– Payment Method: The account name or method through which the customer makes the payment.

– Transaction Currency: The currency of the transaction as identified from the sales document.

– Base Currency: The home currency entered when creating a new business in the system.

– Exchange Rate: The rate at which the transaction currency amounts are converted to the base currency amounts.

– Record As: This field defines how the transaction should be recorded in your accounting software. For example, if you select invoice & payment, the system will create a sales invoice transaction and record a payment against it.

– Amounts Are: It defines whether the unit price is exclusive or inclusive of the VAT amount.

Line-Level Data

These fields appear multiple times within a document, typically in tabular format. The following fields are considered line-level data in the system:

– Category: The accounting category applied to a sales transaction based on the item description.

– Quantity (Qty): The number of units of a product or service sold, as stated in the invoice.

– Unit Price: The price per unit of the product or service before applying VAT/GST or other taxes.

– Description: The details of the product or service sold.

– VAT/GST Rate: The rate at which GST/VAT has been charged on the sold item.

– VAT/GST Amount: The amount of VAT/GST as extracted from the sales document.

– Net Amount: The total amount before applying VAT/GST.

– Gross Amount: The total amount payable by the customer as extracted from the document.

– Net Amount (Base currency): The net amount converted into the base currency from the transaction currency using the exchange rate of the invoice date.

– VAT/GST Amount (Base currency): The VAT/GST amount converted into the base currency based on the exchange rate.

– Gross Amount (Base currency): The total payable amount converted into the base currency based on the exchange rate.

Navigating the Sales Invoices Page

The Sales Invoices page in Acxite is designed for you to review and edit extracted data efficiently. It consists of two main tabs:

– Documents Tab: It shows the header-level fields, such as the customer’s name, invoice date, and invoice number, providing a quick overview of key document details.

– Analysis Tab: It contains header and line-level fields, including item descriptions, quantities, unit prices, and totals. If a document contains multiple line items, each line will be displayed as a separate row in this tab. This structure allows you to efficiently review and edit data at the line level without switching between header and line details or reviewing documents individually.

Actions Available on the Sales Invoices Page

On the Sales Invoices page in Acxite, you can manage and organise your invoices using the following options:

– Create Invoice: You can enter invoice details manually. This is useful when you don’t have a file to upload but still need to record a customer invoice.

– Upload Documents: You can upload invoice files directly. Acxite will process them and save you from manual entry.

– Import CSV File: You can bring in multiple invoices at once using a CSV file. This helps when you need to upload data in bulk.

– Edit Invoice: You can update or correct invoice details if something needs to be changed after extraction.

– Archive Invoice: You can move invoices to the archive when they are no longer active, keeping your workspace clean and organised.

– Filter Documents: You can apply filters to quickly find the invoices you are looking for without scrolling through the full list.

– Download PDF/Picture: You can save copies of invoices as PDF or images for record-keeping or sharing.

– Reclassify Invoice: You can change the classification of an invoice if it was placed under the wrong category.

– Transfer Document to Another Business: You can move invoices between business profiles if they were uploaded under the wrong one.

– Download Grid: You can export the entire invoice grid for reporting or offline review.

– Refresh Grid: You can refresh the page to see the latest updates or changes instantly.

– Hide or Remove Columns: You can customise your view by hiding or removing columns you don’t need. This makes it easier to focus only on relevant details.

– Delete Invoice: You can permanently remove an invoice if it is no longer needed or was added by mistake.

For more details, please refer to the following article: Review extracted sales invoices.

Create a Sales Invoice in Acxite

If you want to create a sales invoice in Acxite, follow these steps:

Step 1 – Navigate to the Sales module from your Business Dashboard.

Step 2 – Click on Create Document.

Step 3 – Select the document type. From the drop-down menu, choose Sales Invoice.

Step 4 – Under Record As, click the drop-down and select the suitable option.

Step 5 – Add the Contact Name. You can either select an existing customer from the drop-down menu or create a new one by typing the name and clicking Add Contact.

Step 6 – Enter the Invoice Number and Total Gross Amount.

Step 7 – Choose the VAT Rate. From the drop-down menu, select your preferred option:

• Inclusive of VAT
• Exclusive of VAT
• No VAT

Step 8 – Fill in the Invoice Date and Due Date.

Step 9 – Select the Payment Method from the drop-down menu.

Step 10 – Enter the line-item details:

• Description
• Category
• Quantity
• Unit Price
• Net Amount
• VAT Rate
• VAT Amount
• Gross Amount

The total will automatically appear in the currency set for your transactions.

Step 11 – Click Save. You will then get a preview of the sales invoice you created.

Step 12 – On the left side of the screen, you will find additional notes, including the file name, the user who created it, and the date of creation.

Data Validations and Processing Notes

If Acxite cannot extract a required field from a sales invoice, it will result in a validation failure. The system then attaches a processing note to the document so you can quickly identify the issue and make the necessary corrections. You can view these notes by hovering over the comment icon.

Below is the list of processing notes related to sales invoices:

File Upload Validation Related Notes

– Image Quality Issues: The image scan quality is not suitable for processing.

– Country Not Supported: Acxite does not support documents from this country. (Rare, but possible if the document format is very different.)

– Language Not Supported: Only English language documents are currently supported.

– Password-Protected File: The file is password-protected and cannot be processed.

Missing Data Related Notes

– Contact Missing: Contact name not found in the document. Please update manually.

– Document Date Missing: The system could not detect the document date. Instead, the processing date has been inserted.

– Invoice Number Missing: Invoice number not found in the document. A system-generated number has been inserted as a reference.

– Transaction Amount Missing: Transaction amount not found. The value has been set as zero.

– VAT Rate Missing: VAT Rate not found. Please check and update if needed.

– Description Missing: Description not found. Please update manually.

Document Type Related Notes

– Duplicate Document: The sales invoice appears to be a duplicate of another processed document. Please review and decide whether to delete or keep it.

– Unrecognised Document: Acxite could not identify the document type.

Other Validation-Related Notes

– Transaction Amount Zero: The transaction amount is zero. Please confirm and update if needed.

– VAT/GST Rate Mismatch: Different VAT/GST rates were detected across line items. A standard VAT rate has been applied for processing.

– Unrecognised Contact: The “invoice to” field does not match the contact details.

Related Article

Overview of the Purchases Module

Frequently Asked Questions (FAQs)