Documents - Accounting
Integrate document management with accounting
Documents Accounting module integrates document management with accounting system, allowing invoice creation from documents, journal-folder sync and report export.
Supports bank statement import, XML with embedded PDF processing and bank transaction reconciliation.
Configure Journal-Folder sync
Automatically sync between accounting journals and Documents folders for organized document storage.
Steps
1. Go to Accounting → Configuration → Journals.
2. Select journal to configure (e.g., Customer Invoices, Vendor Bills).
3. In Documents tab, select Documents Folder to link.
4. Click Save to save configuration.
5. Invoice attached documents will automatically save to selected folder.
Interface terminology
| English | Description |
|---|---|
| Journal | Accounting journal |
| Documents Folder | Folder storing journal documents |
| Accounting Folder | Root folder for accounting documents |
Create invoices from documents
Upload invoice PDF or image and create vendor bill or customer invoice directly from Documents.
Key points
• Supports OCR to automatically extract information from invoice PDF.
• Can create multiple invoices from multiple documents at once.
• Documents are retained in Documents after invoice creation.
Steps
1. Upload invoice file to Documents (Accounting folder or journal folder).
2. Select document and click Create Vendor Bill or Create Customer Invoice.
3. System automatically extracts information (if OCR available).
4. Fill missing information: Partner, Date, Lines.
5. Click Save to create invoice.
6. Document will automatically attach to invoice.
Create miscellaneous entries
Create miscellaneous accounting entries from documents.
Steps
1. Select document in Documents.
2. Click Create Journal Entry.
3. Fill entry information: Journal, Date, Lines.
4. Click Save to create entry.
Import bank statements
Import bank statement files (CSV, OFX, QIF) from Documents to Accounting.
Key points
• Supports multiple formats: CSV, OFX, QIF, CAMT.
• Automatically detects file format.
Steps
1. Upload bank statement file to Documents.
2. Select file and click Import Bank Statement.
3. Select Bank Journal to import.
4. System automatically analyzes file and creates bank statement.
5. View and reconcile transactions in Accounting → Bank.
Export accounting reports
Export accounting reports (Balance Sheet, P&L, Tax Report) and save to Documents.
Key points
• Reports are stored long-term in Documents.
• Can share reports with accountants or auditors.
Steps
1. Go to Accounting → Reporting → select report (Balance Sheet, P&L, Tax Report).
2. Select reporting period and options.
3. Click Export to Documents.
4. Select destination folder in Documents.
5. Report PDF will be generated and saved to selected folder.
View invoice attached documents
Access attached documents from invoice form.
Steps
1. Open invoice in Accounting → Customers → Invoices or Vendors → Bills.
2. Check Has Documents field to see if documents attached.
3. Click Document Count or go to Documents tab to view documents.
Interface terminology
| English | Description |
|---|---|
| Vendor Bill | Invoice from supplier |
| Customer Invoice | Invoice for customer |
| Has Documents | Invoice has attached documents |
Process XML with embedded PDF
Automatically extract PDF from XML file (e.g., e-invoice) and create invoice.
Key points
• Upload XML file with embedded PDF to Documents.
• System automatically detects and extracts PDF.
• Create invoice from XML with complete information.
• PDF is saved as attached document.
Reconcile with bank transactions
Link documents to bank transactions during reconciliation.
Steps
1. Go to Accounting → Bank → Bank Reconciliation.
2. Select transaction to reconcile.
3. Attach supporting document from Documents.
4. Complete reconciliation.
Practical tips
Key points
• Configure journal-folder sync for automatic document organization.
• Use OCR to automatically extract information from invoice PDFs.
• Create separate folders for each document type (Invoices, Bills, Bank Statements, Reports).
• Export reports periodically to Documents for long-term storage.
• Attach original documents to invoices for easy reference during audits.
• Use tags to classify documents by accounting period or project.