Source Documents

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What are source documents?

A source document is the original document that contains the details of a business transaction. A source document captures the key information about a transaction, such as the names of the parties involved, amounts paid (if any), the date, and the substance of the transaction. 

In this article, we will cover the following:

Viewing Source Documents

Zipi has source documents for the following sections:

  • Invoices
  • Bills
  • Credit Notes
  • Vendor Credits

You can go to any of these sections and click Source Documents

  1. Go to Invoices/Bills/Credit Notes/Vendor Credits Source Documents

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  2. This takes you to the Source Documents page

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  3. You can view the following details for each document:
    • Document Date
    • Customer
    • Document Title
    • Connection: 
      • New: A new document that came in
      • Connected: It's connected to a document in the receiving company. Any changes made in the original bill or invoice will be reflected in the the source document
      • Linked: Linked to a document in the receiving company
      • Archived: Doesn't affect your books but, cannot be deleted
    • Status
    • Reference
    • Due Date
    • Payment
    • Total Amount
    • Balance
    • Action
      • Connect
      • Archive
  4. When you open the source document, you can see the following options:

    • Approved as Connected Invoice: any changes in the bill are reflected in the source document as well.

    • Approved as Linked Invoice: there's a hyperlink referencing the source document.

    • Archive: doesn't affect your books but cannot be deleted

For an associated invoice to be listed on the Invoices page, the bill needs to be approved

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Approved as Connected Invoice

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Product mapping lets you map the product from the company this bill was from to a product in Engineering Sandbox. Approving as Connected Invoice also links it. You will now see the invoice in Engineering Sandbox. 

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Filtering Source Documents

You can filter you source documents based on the Connection

  1. Go the Connection filter dropdown at the top right of your screen

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  2. Choose the connection from the dropdown

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  3. The source documents displayed will update based on the chosen connection(s)

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Sorting Source Documents

You can sort your source documents in ascending or descending order based on:

    • Document Date
    • Customer
    • Document Title
    • Connection
    • Status
    • Reference
    • Due Date
    • Payment
    • Total Amount
    • Balance

You can do that by clicking the arrow next each header's name, as shown below.

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Source Documents for Bills and Invoices in Zipi

For source documents in Zipi, you need to be part of two companies, the other company can also be a My Business account. 

Permissions for Viewing Source Documents

For a user (in this case, Montana Max) to be able to create source documents for a company (i.e. Engineering Sandbox), the Portal Access permission needs to be checked on their Contact card in the company (i.e. Engineering Sandbox).


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In the same way, if Engineering Sandbox wants to be able to create source documents in Montana Max's My Business Account, the permission needs to be checked for the Engineering Sandbox contact. 

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With this permission checked, every time Montana Max sends Engineering Sandbox a bill or an invoice, a source document is created in Engineering Sandbox.  

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Permissions for Auto-Creating Source Documents

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If auto-create bills or invoices is unchecked on the Contact card, no bills or invoices created by Montana Max will appear automatically on the Bills or Invoices page for Engineering Sandbox. The source documents will be created and you can go in and approve each manually. 
If this option is checked, the bills and invoices are automatically visible on the Bills or Invoices pages. 

 

 

 

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