Vendor Transaction

A vendor transaction records a bill you owe — which vendor, how much, which expense accounts, when it’s due, and how it will be paid. Most bills never need typing: they arrive through the Inbox, where the AI reads the document and drafts the transaction with vendor, amounts, dates, and accounts already filled in, and the draft lands on a workstation for review. Your job is usually to check the entry against the original document, correct anything, and approve. Entering a bill manually is the fallback for the occasional one that doesn’t come in as a document.

Navigate to Vendors → Postings → Vendor Transaction to start one manually, or open a bill from your Approvals queue, the Inbox, or any AP report. When you arrive from a list or queue, a Back to … link above the form returns you there.

For manual entry you need at least one vendor on file, an AP record account in your chart of accounts, and a payment account if you want to record payments directly.

The page at a glance#

The transaction sits on the left, organised into tabs; the panel on the right shows a preview of the attached document — for an AI-processed bill, the vendor’s original PDF — so you can verify every figure against the source without switching windows.

One primary button#

The main action button always offers the most likely next step, so working through a queue of bills never requires hunting for the right action:

1. Approve — shown when the bill is pending and you’re allowed to approve it. Approving posts it to the ledger.
2. Transfer → — when your workstation has a configured next station, one click forwards the bill there.
3. Post — when there’s nothing to approve or forward.

While a bill is still pending approval, saving your edits uses Save — the bill stays a draft. Once approved, the button becomes Post. Posting keeps you on the page, so you can double-check the result and return to your queue with the Back link.

The remaining actions — Post as New, New Number, Reversal, Delete — are available alongside as applicable. If you have unsaved edits, actions with side effects (transferring, reversing) are held back until you save or discard the changes — the page offers both. Post as New and Reversal keep the attachments of the original, so they stay on the new transaction even if you delete the original afterwards. A transaction whose lines add up to a negative total is saved as a debit note.

Details tab#

Header#

Line items#

Each line posts directly to a general ledger account, giving you full control over which expense or asset accounts are affected. A bill that should carry services from your catalogue as line items can be posted as a line-item Vendor Invoice instead.

Use Add Line for a new line (or press Enter to jump to one), the bin icon to remove a line, and the handle on the left to reorder by dragging.

Splitting a line#

A bill that belongs to several projects no longer has to be worked out by hand. Enter the full amount on one line, then click the split icon (next to the × on the line). In the Split line window, give each part a project and either a share in percent or an amount — whichever you type, the other is filled in, and the last part picks up any rounding so the parts always add up exactly. Add part adds a row, Distribute evenly splits equally, and the bar at the bottom shows what is still unallocated (with Add to last part to close the gap). Switch on Adjust account and tax per part when the parts should also post to different accounts or carry different tax codes; tax amounts are recalculated per part. Apply split replaces the line with one line per part — the same as if you had entered them yourself, so you can still edit or remove them afterwards.

AI account suggestions#

When you pick a vendor on a new or still-pending transaction, suggestion pills appear under the first line, drawn from how this vendor’s bills were booked before — an Account, a Tax Account, and, where relevant, a Reverse tax suggestion, each marked as suggested by the system. Click a pill to fill the line, or the small × beside it to dismiss it. It’s a shortcut, not an obligation — anything you set manually wins. A pinned Remember … for … pill saves the account (and tax account, department or project) you chose as the vendor’s preference, so future bills from them start with it.

Reverse charge in a single line#

If a foreign supplier’s bill is subject to Swiss reverse charge (Bezugsteuer), choose a Reverse tax rate as the line’s tax. On save, neoo books both Bezugsteuer legs automatically — the tax owed and the recoverable input tax — so one line is all you enter. Reverse tax works on tax-excluded amounts: if Tax Included is on, you’ll be asked to turn it off first.

Notes and totals#

Payments#

The payments card records money already paid against this bill. You can record a payment together with the bill, or leave it open and pay later through Bank Payments. Each payment line takes a date, source, payment account, amount, exchange rate (for foreign currency), and an optional memo. The Outstanding balance updates as you go — at zero, the bill is fully paid.

Queueing the bill for payment#

Below the outstanding balance, tick Payment File to queue the bill for the next payment run on Bank Payments. The Payment Amount field sets how much to queue — reduce it for a partial payment. Debit notes don’t offer this option: they reduce what you owe instead of needing payment, and are offset against the vendor’s next payment via Apply credit notes.

Custom fields#

If your administrator has defined custom fields for vendor transactions, they appear in their own card — text, amount, date, or selection fields, some allowing several values. Fields marked required must be filled before the bill can be posted; posting stops with a message listing the missing ones.

Transfer history#

For bills travelling the workstation workflow, the Transfer History card shows the full trail: how the document arrived (by email or Inbox upload), who sent or uploaded it, when, and any AI instructions supplied — followed by every station it has passed through, with who transferred it, when, and their notes.

Accrual — spread the cost over periods#

Some bills cover more than one period — an annual insurance premium, a multi-year software licence — or belong to a different date than the invoice. Open the Accrual tab, switch on Adjust when this transaction is recognized and pick the Mode:

• Spread over period — enter the service period as printed on the bill: a Service start and either a Length (months, quarters or years — the Service end fills in automatically, and stays editable) or the Service end directly. The Averaging method decides how the amount is split: Full month (the default) gives every full calendar month the same amount and prorates a partial first or last month by days; Actual days gives each month its share of days.
• Recognize on date — the whole amount is recognised in full on the Recognition date (a course, a camp, an event). A later date defers it on the invoice date and releases it on that date; an earlier date — a bill processed in September for a service delivered in August — accrues it on that date and settles the accrual on the invoice date, so the expense shows in August and the accrual account is back to zero.

What gets booked: the bill itself is posted exactly as always — the payable and the VAT stay on the invoice date. On the invoice date the part of the expense that is not yet used is moved from the expense account to the AP Accrual Account (transitorische Aktiven); at every month-end inside the service period that month’s share is released back into the expense account. Nothing is reversed, so the P&L and the balance sheet are right at any date and the accrual account runs down to zero at the end of the period. If the service started before the bill was booked — a January bill for a policy that began in December — the months before the invoice date are accrued at their month-end on the AP Accrued Liability Account (transitorische Passiven) and settled on the invoice date. Months that fall inside a closed period are never written into it; their share is recognised on the invoice date instead.

Lines to spread lists the bill’s expense lines with their amounts, all ticked; untick a line to leave it out of the schedule. The Proposed entries table updates as you edit and shows exactly the entries that will be booked — date, debit and credit account, amount. After posting it shows the booked entries. Editing or deleting the bill regenerates or removes the schedule with it; nothing has to be run at month-end.

Fixed asset — capitalise a purchase#

A line booked to an asset account (1500–1790: machines, furniture, IT, vehicles, software) is a purchase you will use for years, so its cost is written off over time rather than in the month of the bill. Open the Fixed asset tab: every debit line has a card, and a line on an account that belongs to a fixed asset category is pre-filled once you tick it (a category can also pre-select its lines) — the name from the line description, the depreciation start on the invoice date, and method, rate, useful life and residual value from the category. Adjust the name, pick a serial number or warranty date, set a Quantity to split one line into several identical assets (three laptops on one line), or switch on Custom depreciation settings to override the category for this asset.

Proposed entries below the card list every depreciation entry the posting will write — date, amount and remaining book value — and update as you type. When you post the bill, the asset appears in the Fixed Assets register with the next number from the sequence, and its whole schedule is booked as one linked ledger entry, month by month into the future. Edit the bill later and the asset follows; untick the card to remove it; delete the bill and the asset goes with it. Once the asset has been sold or scrapped in the register, the line can no longer be changed.

Lines that are not ticked are booked to the asset account as usual without a register entry — a small item you prefer to expense, or shares that are not depreciated.

Approvals and workstations#

When workstations are configured, incoming bills are pending rather than posted — a built-in review step before anything hits the ledger.

• Approve posts a pending bill. Stations can carry an amount cap per side (AP or AR): bills above your cap need someone with a higher cap to approve them. Admins configure this on Manage Workstations; reviewers work their queue on Approvals.
• Transfer passes a pending bill to a colleague: use the one-click Transfer → when a next station is configured, or pick any destination in Move to… and add optional Transfer Notes for context. Transfers are available only while the bill is pending.