Filing a delivery note or receipt from the phone
Photograph a docket against the job on site; the office decides which supplier account it belongs to.
A delivery note or a counter receipt handed over at the gate usually reaches the office days late, or never. From the phone app, whoever was handed it can file it against the job there and then: what the paper says, and a photo of it. The office picks it up as a draft bill and decides which supplier account it belongs to.
Nobody needs Commercial access to file one — like an expense, it is nobody's privilege. The Add a bill option appears when the workspace uses Bills, on a record that has a job.
Filing it on the phone
- Tap Capture (the + in the bottom bar), or Capture on a job or shift, and choose the job.
- Choose Add a bill — A delivery note or receipt you were handed.
The Add a bill sheet asks you to copy what the paper says:
- Who issued it — Exactly as the paper prints it. You do not choose from the office's supplier list.
- Amount — Before VAT, if it is split out.
- Date on it.
- A photo of the paper: Take a photo, Choose a photo or Attach a file — up to four, such as the delivery note and the receipt stapled to it.
- Anything the office should know (optional).
The name, the amount and the date are needed; the photo is optional, but it is what the office checks the figures against. Tap File this bill. "Filed. The office matches it to a supplier account."
No signal
It still files. The details and photos are held on the phone and sent when the connection comes back: "Saved on this device. It will send when you are back online." It is filed once, however many times the phone retries.
What the office sees
The bill arrives on Commercial › Bills as a draft, against the job, reading From the field · no supplier yet. Everyone with Manage bills & expenses is told it has arrived, such as … filed a bill from Ashdown Motors. Open it and the record carries a From the field pill and says where it came from:
Filed on site from a phone, against the job. The paper says "Ashdown Motors". Choose the supplier account — nothing can be approved or paid until it has one.
Choose Choose supplier. The ordinary bill form opens: pick the account (or add a new supplier), check the amount against the photo, add the tax, lines and category, and save. From then on it is an ordinary bill — approved, paid and exported like any other. See Bills and suppliers.
What the phone cannot do
The person filing never picks the supplier account, the category, the lines, the tax or a deduction, and cannot approve or pay anything. A bill filed from the field is always a draft until the office has read it. That is deliberate: the name printed on a docket is not an account, and the office is the only side that can turn one into the other.