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.
| Tab | What it holds |
|---|---|
| Details | The transaction itself: header, line items, payments, custom fields, and transfer history. |
| Documents | Reference documents. Click Add to attach files; AI-processed bills arrive with the original document already attached. |
| Accrual | Spread the cost over several periods, or recognise it on a different date — see Accrual below. |
| Recent Transactions | The vendor’s latest transactions — handy for checking how a similar bill was booked last time. Requires permission for the AP Transactions report. |
| History | Every change to the transaction: who did what, and when. Appears once the transaction is saved. |
| AI Processing | On saved transactions the AI created: how the document was read and processed. Requires the AI Prompts permission. |
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:
- Approve — shown when the bill is pending and you’re allowed to approve it. Approving posts it to the ledger.
- Transfer →
— when your workstation has a configured next station, one click forwards the bill there. - 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.
Details tab
Header
| Field | Notes |
|---|---|
| Vendor | Type to search by name or number. The pencil icon edits the vendor without leaving the page; the + icon creates a new one. Address, credit limit, and remaining credit appear below the field. |
| Bank Account | Shown when the vendor has bank accounts on file: choose which account this bill should be paid to. Swiss QR-IBANs are badged and require a valid DCN. |
| Invoice Number | Assigned automatically from the number sequence; New Number reserves the next one early. |
| Document Number | The vendor’s own invoice/bill number as printed on the document. Your Invoice Number comes from the number sequence, so this is where the original reference is kept; it is searchable on the Overview. AI-processed bills fill it automatically. |
| Order Number | Optional purchase-order or internal reference. |
| Invoice Date / Due Date | The due date is calculated from the vendor’s payment terms and can be overridden. |
| Execution Date | When the bank should execute the payment — picked up by Bank Payments. |
| Currency / Exchange Rate | The rate field appears for foreign currencies. With a CHF base currency, the arrow icon fetches the official monthly average rate. |
| Record In | The AP control account the bill posts to. Defaults from the vendor record. |
| Description | A short description of the bill. |
| DCN | The payment reference (Document Control Number). For Swiss QR-bills this is the structured reference from the payment part. neoo validates it — if the vendor’s bank account is a QR-IBAN, a missing or invalid DCN blocks the bill from being paid on Bank Payments. |
| Department | Shown when departments are configured; allocates the bill for reporting. |
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.
| Column | Description |
|---|---|
| Description | A description of this line. |
| Account | The expense or asset account to post to. |
| Amount | The amount for this line. |
| Project | Shown when projects exist for the transaction date. |
| Tax Account | Shown when line-level tax is enabled. |
| Tax Amount | Calculated automatically from the tax account; can be adjusted. |
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.
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
| Field | Description |
|---|---|
| Notes | Text visible on the transaction document. |
| Internal Notes | Notes only your team sees. |
| Tax Included | Treat amounts as tax-inclusive (tax is extracted from the totals rather than added on top). |
| Subtotal / Tax / Total | Calculated automatically. When line-level tax is not in use, each tax row carries its own checkbox — untick a rate to exclude it from this transaction. |
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 yearly 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 books the amount evenly across the periods you choose (Period monthly, quarterly or yearly, the number of periods, and a Start date); Recognize on date defers the cost on the invoice date and recognises it in full on the Recognition date instead. Once posted, the tab shows the resulting schedule with its accrual and reversal entries, so you can see exactly what lands in which period.
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.