Source document images

Under Purchasing - Source document images you can upload receipts, supplier invoices and other types of documents and link them to different transactions in your accounting. In just a few simple steps, they are interpreted, posted, and stored digitally.

Automatic accounting assistance

When uploading an image of a receipt or purchase invoice, artificial intelligence is used to interpret information such as amount, VAT and point of purchase so that you do not need to add this information manually.

Digital folder

Source document images which you upload are saved and can be linked to accounting transactions. You could for example link an image of a receipt to a journal entry in your accounting or a purchase invoice in PDF format which you link to the purchase invoice that you register in Bookkeeping & Invoicing. That way, you will always be able to find the image in your balance sheet, ledger and profit and loss report. The source document images become part of a digital archive where you can always trace back to the original document.

You search for images, filter according to a specific period, date or the user who uploaded the image, as well as sort the images by date, supplier name, amount or type.

Uploading source document images

There are many ways to upload images, and you can use one or several of them depending on what best suits your business' needs. If you are constantly on the go or have employees who need to register their source documents, you can use the Spiris Scanner app to take a picture of the documents and pass them onto Bookkeeping & Invoicing. If you are in possession of an actual scanner, you can easily scan the documents and import the digital images, one or many at a time. If you have received source documents via email, you can either forward the documents to Bookkeeping & Invoicing or drag and drop the files there.

All source document images which have been transferred are shown under Purchasing - Source document images. You search for images, filter according to a specific period, date or the user who uploaded the image, as well as sort the images by date, supplier name, amount or type.

If you want to download or save a source document that has been uploaded, go to the purchase invoice or journal entry where the document is located. There, click on the Print icon under the source document itself. Then right-click on the image and select Save as or Print.

From Kivra to Spiris

Have you received a purchase invoice in your digital mailbox in Kivra? By using Spiris Scanner, you can send the document from Kivra to Spiris in just a few clicks.

• Select the purchase invoice

• Select Manage - Share.

• Select the Spiris Scanner app

• Send the document

Link and post source document images

When you have uploaded your source document images and entered the details you want to include, you can link them to different transactions in your accounting. By selecting Link image, different views open depending on if the image you want to link is a receipt or a purchase invoice. In the view that opens, you can fill in any missing information and finalise the registration using the source document image as a support. The document is then linked to the bank transaction that you save and post to the ledger. It will also be available in your balance sheet, general ledger and profit and loss report.

Post under Cash and bank

If the amount and date of a transaction on the bank statement match the amount and date on the document, the image is automatically linked to the transaction and the information is filled in. An account is also suggested for posting the transaction.

Post under Purchases - Source document images

Find the document and select Link image. Choose the correct bank account and what the purchase relates to. Information such as VAT and amount is interpreted and filled in automatically, and you’ll get a posting suggestion.

Sources

In the Source column, you can easily see where the source document comes from, like if it was uploaded manually, received via email, or through a scanning solution. If it’s an e-invoice, you can select the View linked images checkbox and go straight to the invoice when you click on the row. Here’s a list of the different sources your source documents can come from.

Source	Explanation
Spiris Scanner	Scanned via the app Spiris Scanner
E-invoice	Received automatically and digitally from your supplier.
Manual upload	A file you’ve uploaded yourself.
Integration	Received from a third-party supplier.
Spiris Scanner - E-mail	Received via Spiris Scanner's unique email address.
Email	Arrived directly to Source document images via a unique email address created in Bookkeeping & Invoicing.
Scanning service - PDF	Submitted as a PDF to our scanning solution.
Scanning service - Letter	Submitted as a letter to our scanning solution.
Kivra	Received purchase invoices from Kivra's company mailbox.