A supplier liability is a financial obligation that you have towards your suppliers (= creditors). This means that you owe an amount for goods delivered or services received from a supplier but have not yet paid for.
Supplier liabilities typically arise when you buy goods or services on a credit basis. When you receive goods or services from a supplier, they send you an invoice with the amount owed and the payment terms. As long as you do not settle this invoice, it remains a liability towards the supplier.
With good liability management, you can ensure the following:
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Financial control: Managing liabilities allows you to maintain a clear overview of your company’s financial obligations towards suppliers. This is crucial for sound financial planning and control.
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Liquidity management: By managing liabilities, you can ensure that you meet payment deadlines and avoid financial bottlenecks. This contributes to maintaining sufficient liquidity so that your company can meet its payment obligations. Especially for smaller companies that may not have as many financial reserves, it is important to avoid financial bottlenecks by paying invoices on time.
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Good relationships with suppliers: When you pay your invoices on time, you can gain the trust of your suppliers and build a good relationship. This can contribute to you getting better prices and conditions and developing long-term partnerships.
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Compliance with laws and regulations: It is important to comply with tax regulations when it comes to bookkeeping and paying invoices. By managing liabilities in Xentral and transferring them to e.g. DATEV, you can ensure that your company meets all legal requirements.
The Liabilities module provides functionalities such as filing invoices, booking tax rates, and controlling the invoice receipt check. It also contains pre-accounting for the FIBU and allows the scheduled output of the liability as a SEPA transfer with cash discount settings.
Important
The Liabilities module is only available if you use Xentral in the Business or Pro plan.
You can find more information about the Xentral plans on our website.
When you enter an incoming invoice, you should normally enter the following information:
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Supplier information: Name and address of the supplier, as well as their contact details.
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Billing details: Invoice date, invoice number, and if applicable, an internal reference number.
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Description of the delivered goods or services rendered: A detailed list of the goods or services you received.
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Quantities and unit prices: The number of delivered items or the quantity of services rendered as well as the respective unit price.
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Total amount: The total amount of the invoice, which is made up of the unit prices of the delivered goods or services.
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Payment terms: The payment deadline and the agreed payment method.
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Nominal accounts: The corresponding nominal accounts on which the costs are to be booked, such as accounts for raw materials, operating supplies, or services.
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Optional information: Depending on your needs, additional information such as tax rates, discounts, or other relevant data can also be entered.
Proceed as follows to create a new incoming invoice (liability) in Xentral.
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Open the menu Accounting > Accounts payable.
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Click on + NEW.
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Click into the Supplier field and insert a supplier from your contact master data.
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Click on Apply.
The address data of the supplier is loaded.
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Enter the following data from your supplier invoice: Invoice no., Date of invoice, Amount/total (gross), Booking text, Date of receipt, Payment method, Payable until.
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Optional: Enter further information, such as the cost center, the nominal account, the project assignment, or link a purchase order.
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You can grant the following Approve for the document and control the traffic light in the liability overview (process release for payment from Xentral):
Goods/performance test (purchasing): With this release, you switch the traffic light to green and confirm the goods receipt as having arrived in full.
Incoming invoice inspection (accounting): With this release, you switch the traffic light to green and confirm the supplier invoice as correct (data, mandatory information, and invoiced goods).
Info: As long as one of these traffic lights is orange, the liability is not released for payment.
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Click on Save.
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Click on Approve to assign a sequential number from the number range to the liability.
Note
Upload the supplier invoice as a PDF to transfer it to DATEV or other accounting systems. Click on Select file to upload a PDF file. Select the file and then click on Save.
The following fields are available for recording the information of your incoming invoices, whereby you should definitely maintain the following fields as mandatory fields:
Supplier, Invoice no., Date of invoice, Amount/total (gross), Date of receipt, Payment method, Goods / performance test (purchasing) and Incoming invoice inspection (accounting)
For accounting purposes, you can specify the Booking text or enter it in the Pre-accounting tab.
Field label |
Description |
|---|---|
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Supplier |
Use the text entry or the search field to enter the supplier address or supplier number from the master data. The address and payment data is loaded by clicking on Apply. |
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Invoice no. |
Invoice number of the incoming invoice. This number is assigned by your supplier’s ERP system. It serves as a reference number in accounting for assigning the PDF receipt, the accounting, and the payment booking on your bank account. |
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Purchase order |
Optional: Link an existing purchase order in Xentral. You can enter the number manually. Alternatively, you can also create a liability directly from a purchase order. |
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Date of invoice |
The invoice date of your supplier’s incoming invoice. |
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Amount/total (gross) |
The total amount of the incoming invoice (= Total). This total amount includes all costs listed on the invoice, including goods or service costs, any taxes, shipping costs, and other fees. For tax-exempt invoices, the net and gross amounts can be the same in total. |
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VAT normal |
Optional: Invoice amount standard tax rate e.g. 19% in Germany. |
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VAT reduced |
Optional: Invoice amount reduced tax rate e.g. 7% in Germany. |
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Additional tax |
Optional: Here you can enter further amounts and tax rates if required. |
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Additional tax |
Optional: Here you can enter further amounts and tax rates if required. |
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Booking text |
Entry of your own text for the accounting information. This booking text overwrites/complements the booking text suggested by Xentral. An example booking text can be: "Material procurement INV123456 LF700001 LIAB2024-700005" |
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Project |
Optional: Entry of the sales channel for information purposes. |
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Subproject |
Optional: Entry of the sub-project for information purposes if project management is used. |
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Sales order |
Optional: Entry of the sales order for which the goods were procured. Function used in conjunction with "Sales order to purchase order" to see the assignment not only in the purchase order but also later in the liability. |
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Cost center |
Optional: Entry of the cost center for the incoming invoice. |
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G / L account |
Optional: Accounting for the total amount of the incoming invoice (only applies to DATEV export in DATEV format. The nominal account is important for DATEV Unternehmen Online. The nominal account overwrites the entry in the nominal account for the financial accounting export.) |
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Clarification case |
If you activate this option, the liability is displayed as a clarification case in the overview. In the overview, you can filter for clarification cases to check the deferred accounts or open questions. |
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Reason |
Enter the reason for the clarification case. If you need more text, you can also use the Internal comment field. |
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Internal comment |
Information field for notes, annotations, open points. |
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Date of receipt |
Entry date of the invoice. For the financial accounting export, the invoice date or the invoice receipt date can be selected. |
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Payment method |
Payment terms with your supplier. The data is loaded from the master address. Alternatively, you can set the payment method individually for each liability. |
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Payable until |
Enter the payment target days here, i.e. the deadline within which you must have paid your supplier. This field is mostly relevant for the payment method Invoice. |
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Discount in % |
Cash discount in percent, e.g. 2%. This amount is automatically deducted when transferring from Xentral, as long as you are within the cash discount period at the time of payment. |
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Set a discount |
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Discount up to |
Date by which you must have paid to take advantage of the cash discount amount. |
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Value added tax |
Taxation of the incoming invoice. The options Domestic, EU delivery, or Export are available. This information is independent of your later accounting. With the accounting, you determine that your amounts are booked on the corresponding account with the respective input tax. |
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VAT ID |
VAT identification number of your supplier. |
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Freight charges |
Freight charge information. The freight charges are specified as an amount, but are not automatically further processed for accounting. |
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Goods/performance test (purchasing) |
With this release, you control the traffic light of the liability. As soon as you activate this option and click on Save, the goods delivery is confirmed as complete and the traffic light is switched to green. Completely green liabilities are, for example, released for transfer for Xentral payment transactions. |
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Incoming invoice inspection (accounting) |
With this release, you control the traffic light of the liability. As soon as you activate this option and click on Save, the accounting check of the incoming document is confirmed as complete and tax-correct and the traffic light is switched to green. Completely green liabilities are, for example, released for transfer for Xentral payment transactions. |
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Amount payed |
Information about the outgoing payment of your liability. |
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Receive a discount |
Cash discount information of the outgoing payment. |
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Paid on |
Date of the actual outgoing payment on the bank account. |
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Action |
Here you can manually confirm a liability as paid. If you use the incoming payment, you can also edit liabilities and bank payments here. For example, you can dissolve the link to the bank account to book amounts again. |
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Write protection |
The write protection protects the liability from editing after completion. You can also control user rights and grant other Xentral users access to the overview or details. Once the write protection is set, only you can still make changes. |
What is the difference between your supplier’s invoice number and the automatically assigned liability number in Xentral? Here we explain when you need the respective number and where you can find each one.
Invoice number (supplier):
The Invoice number is the unique number of the incoming invoice assigned by your supplier’s ERP system. It serves as a Reference number in accounting to correctly assign the following elements:
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The PDF document of the receipt
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The corresponding nominal account
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The payment booking on the bank account
Since each supplier uses its own number format, this number is not standardized, but is structured individually for each supplier.
Liability number (Xentral):
The Liability number in Xentral is an internal system number that is automatically generated on the basis of a number range defined by you. This number is:
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Unique and sequential
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In the fixed format of your Xentral number range
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Helpful for a completeness check of the recorded receipts
Tip
Notes on searching in search fields or in Xentral modules:
In the search in the Accounting > Accounts payable menu, you can filter by the following numbers:
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Supplier invoice number
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Xentral liability number
Example: For a payment that you find on your bank statement, the Xentral liability number is usually used, as this is linked to the payment booking (outgoing payment). For a PDF invoice, the invoice number of your supplier is usually required, as the document has no internal system ID.
Liabilities start at 1 by default and are then automatically counted up. You can also assign another internal liability number beforehand in the central Using number ranges - Receipt number, customer number, supplier number, product number. This internal number is used to link the bank statements and also for payment transactions. And of course, in this way, you have a clean sequential number range that helps you to check the completeness of your receipts.
Note
Should you use several projects and different number ranges, you can book the liabilities per channel or use the central company project for all liabilities, for example the STANDARD project.
For another branch, you can also use two projects and two number ranges in the liabilities and filter by project or set the user rights accordingly so that only your own branch is visible.
Proceed as follows to upload a PDF receipt for a liability in Xentral.
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Open the menu Accounting > Accounts payable.
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Open the desired liability by clicking on the pencil icon.
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Open the Files tab.
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Click on Create new file. You can either select and upload files manually or place them via drag-and-drop.
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Click on Save.
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The PDF receipt is displayed in the Preview on the right side of the overview for checking.
Note
All files of type Other file that you have uploaded in a liability are displayed as a collective PDF.
Important
Error message in the PDF display: An error after uploading files can have the following causes: It can be an incorrect file format. Therefore, make sure that you have uploaded a single-page or multi-page PDF document. If in doubt, you can delete the PDF file in the Files tab and upload it again.
For the automatic recognition and recording of information such as Invoice number, Invoice date, and Invoice amount, you can accelerate data entry and document processing. OCR recognition also helps you to reduce errors and costs.
By uploading your supplier’s PDF invoice, the fields are automatically recognized and the corresponding values assigned. The following data can be recognized:
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Invoice number
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Invoice date
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Amount/Total (Gross)
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VAT
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Currency
Proceed as follows to carry out the OCR recognition for a liability.
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Open the menu Accounting > Liabilities.
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Open the desired liability by clicking on the pencil icon on the right.
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Click on Create new file.
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Upload your supplier’s invoice via drag-and-drop on the right in the Upload files here area.
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Click on Start OCR to begin the automatic recognition for this supplier number.
A new window is opened. It displays the fields that were automatically recognized via OCR.
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Check the displayed data and make corrections if necessary.
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Confirm with Apply data to apply the data to the liability.
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Click on Save in the liability.
Note
If you have received an e-invoice from your supplier, no further dialog for checking the data opens. The recognized data is instead applied directly to the fields in the Billing details area of the liability.
If your invoice contains a tax rate, the amount is saved in the VAT normal field.
You can pre-account liabilities for the financial accounting export and carry out the preparatory bookkeeping. Accounting provides the following functionalities:
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Accounting of individual incoming invoices (booking of the liability).
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Splitting of amounts across several nominal accounts e.g. goods receipt 7% and 19% e.g. in SKR04 5400, 5300.
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Entry of an associated Cost center.
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Control and adjustment of Booking text and Receipt field.
Proceed as follows to carry out an accounting booking.
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In the liability, open the Pre-accounting tab.
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Click on + New entry.
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Enter the accounting data. The amount and booking text are pre-filled for you, provided you have already entered them in the main overview in the Details tab.
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Enter a G / L account from your chart of accounts, e.g. 5400 Goods purchase 19% (SKR-04).
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Optional: If different, you can complement or change the currency, booking text, or receipt field.
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Optional: Select the cost center.
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Click on Save.
Note
If you made a typo, you can edit or delete accounting bookings and enter them again.
Tip
Splitting amounts across several G / L accounts: If you want to split the total amount across two tax rates, e.g. 7% and 19%, or across different cost accounts, proceed as follows:
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Change the total sum e.g. €100.00 to the new smaller amount, e.g. €70.00.
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Fill in the remaining fields and click on Save. The remaining amount of €30.00 is automatically left over and is displayed to you as a difference.
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Repeat the steps for a new accounting line (see above). For the next booking, this amount is suggested exactly. You could also split further into a third booking.
Note
Functions for amount adjustment:
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Plus icon (gray): Loads the amount from the liability.
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Plus icon (blue): Adds the tax rate.
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Minus icon (blue): Deducts the tax rate.
You can see the balance of your accounting bookings in the display called Difference. Here you can check whether the total amount from the details matches, or whether you have overbooked or forgotten an amount, e.g. because €2,000.00 is still missing.
You also get a warning message, e.g. in the protocol of the liability or in the overall overview, if you use the Missing accounting filter. Inconsistent balances are also displayed here for your control. These errors are not displayed in the overview of all accounting bookings.
Tip
Accounting tip: When entering the accounting number in the Nominal account field, you enter accounts with tax keys directly. In the accounting program (e.g. DATEV), the input tax is only booked correctly if the tax key is prepended to the expense account in Xentral, 90 for 19% and 80 for 7% input tax. Examples:
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906815 for 19% incoming invoice office and business supplies.
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5400 for Goods receipt 19%. DATEV automatic account that automatically calculates the 10% in DATEV.
You can view the protocol of a liability either in the overview of all liabilities by clicking on the Detail view (= mini-detail) of a row or in an open liability in the Protocol tab.
In the protocol, you can find a quick summary of the following information:
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Fields of the incoming invoice
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Linked account bookings (bank account statements)
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Accounting for bookkeeping incl. balance difference
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Paid status
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Invoice release and goods receipt release
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Linked purchase orders
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Editing protocol
By clicking on Reload positions from goods receipt in the Positions tab of a liability, the positions from the linked purchase order are loaded into the liability. This function serves the overview and assignment. The value of the liability does not change as a result.
Note
If the liability is created via a purchase order whose goods receipt has already been booked, the positions in the liability are filled automatically.
In the overview of the Accounting > Accounts payable menu, you can see all current liabilities and set the filters to your workflows and set the quantity of check quantities to be processed accordingly. For example, you can display all liabilities to display certain processes via the column searches (e.g. supplier number or invoice number). You can also export this view as an Excel or CSV file, for example.
You can edit, cancel, duplicate liabilities in the overview of the Accounting > Accounts payable menu, download the receipt, and mark it as paid. You can also control the availability of these functions via the user rights per Xentral user.
Function |
Description |
|---|---|
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Edit |
By clicking on the pencil icon, you can open and edit the liability. |
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Cancel |
By clicking on the X icon, you can cancel the liability. Liabilities in draft mode without a sequential number from the number range can be deleted as a result. Liabilities with a number that you have already released via the release can only be canceled. NoteCanceled liabilities are not transferred to DATEV in the financial accounting export. |
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Mark as paid |
By clicking on the checkmark icon, you can mark liabilities as paid. Use this function only if you do not want to use an assignment via your bank account. |
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Copy |
By clicking on the copy icon, you can duplicate liabilities. Use this function if you are creating several invoices for one supplier or entering identical data. For example, you can copy the last monthly statement from your internet provider and release it directly, or also process recurring items such as office rent. |
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Download PDF |
By clicking on the PDF icon, you can easily download the incoming invoice if required. |
A number of filters are available in the Accounting > Accounts payable menu to carry out internal releases, accounting bookings, and checks.
The following filter functions exist:
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Due date for payment
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Date narrowing as a filter
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Goods receipt control and invoice check for control and final payment release
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Incoming receipt PDF attachment for completeness check for accounting
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Accounting and bank booking
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Finished and archived liabilities
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Unpaid liabilities and clarification cases
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Month overlaps in invoice and entry date
Filter |
Description |
|---|---|
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Payable until |
Payment target until which the incoming invoice becomes due. The due by field of the liability is used. |
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from date |
Liabilities are to be displayed from date mm/dd/yy (Invoice date). |
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Goods receipt OK is missing |
Goods receipt check has not yet been confirmed. Traffic light icon for the goods receipt check is orange and blocks payment. |
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Incoming invoice OK is missing |
The invoice receipt check has not yet been confirmed. Traffic light icon for the invoice receipt check is orange and blocks payment. |
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PDF attachment missing |
The liability does not yet have an uploaded PDF document. The incoming invoice is still missing (upload as PDF, type: Attachment). |
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Account link missing |
The assignment to a bank account booking has (not yet) taken place. |
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only canceled |
Displays canceled non-completed liabilities. Canceled archived liabilities can be found using the Archive and only canceled filters. |
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All |
Displays all liabilities, including canceled and booked (completed) ones. |
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Archive |
Displays all booked or marked as completed liabilities (= paid liabilities via an assigned Account booking or manual marking via the Paid icon and payment data such as Date etc.). |
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Clarification cases |
Liabilities that are marked as a clarification case. |
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missing account assignment |
Optional: This filter displays whether an accounting booking is entered for the fields in the liability. |
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missing pre-accounting |
Liabilities whose pre-accounting is empty or incomplete, e.g. because an amount difference exists between the total sum of the liability and the total sum of all accounting bookings. (Differences can be viewed in the liability in the Accounting tab). |
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INV date and receipt various months |
Liabilities whose invoice date and entry date are not in the same month (prerequisite: both dates are maintained in the liability). |
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Payment is missing |
Liabilities that are unpaid. |
In the Account assignments tab of the Accounting > Accounts payable menu, you can see all bookings on accounts per liability by date range. This view allows you to see the monthly overview and check it again.
In the view, you get the following fields: Date, Liability, G / L account, Booking text, Receipt field, Amount and Currency. You can also find the filter for the daily or time range setting here.
You can also export this view as a CSV file. To do this, first click on Tools and then select one of the options CSV, Excel, PDF, Clipboard, or Print. You can also narrow down the displayed columns by further search filters.
The Regular commitment tab in the Accounting > Accounts payable menu allows you to automatically create new liabilities for a fixed, recurring date. Additionally, you can create a liability here if a payment has been made to a supplier and the bank payment has been imported into the Xentral incoming payment. You can also have bank statements booked onto accounting accounts (e.g. cost accounts and money transits).
You can therefore have liabilities with incoming invoices created automatically on the day of the bank booking (e.g. IHK fees, internet providers, rents, leasing fees, utility bills, etc.). In addition, you can book onto cost accounts, such as tax office debits, city debits, rents, standing orders, money transits, fees.
Examples:
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A new liability is created if your internet provider has collected a direct debit from your account with a monthly identical debit reference. Amounts can differ from month to month. The reference is decisive.
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A new liability is created when the standing order to your landlord for your office is paid. The amount and the reference are the same every month.
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A liability is created when the fee for your leasing vehicle is debited. If the sum is the same every month, you can also have two liabilities created if it is an offset sum that is to go to two accounts with a fixed amount.
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An accounting booking for booking the bank account is suggested (without creating a liability) if your monthly money transit of e.g. EUR 5,000.00 goes out of one account as a standing order and is booked onto the other.
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An accounting booking for booking the bank account is suggested (without creating a liability) when the utility bill is debited.
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An accounting booking for booking the bank account is suggested (without creating a liability) when your tax office debits VAT or corporate tax.
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An accounting booking for booking the bank account is suggested (without creating a liability) when the city debits trade tax.
The following table contains some exemplary settings for recurring liabilities.
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Selection |
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Selection |
Create via incoming payment: The liability is created using the data from the bank account or the bank account is automatically filled with an accounting booking. Automatically by date: The liability is automatically created by date. This functionality is only possible with the type: Liability. |
|
Type |
If Create via incoming payment was selected, the following second option can be set: Liability: A liability is automatically created for the bank statement row. The row is automatically booked when the liability is created and released. Chart of accounts: The bank statement row is automatically booked onto a specific account. (without liability) Import error: The bank statement row is automatically booked away as an import error. (without liability) |
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active |
Active entries are evaluated for recurring liabilities. Deactivated ones can be left in the list, they remain unconsidered. I.e. you can also deactivate an automatic assignment at short notice without deleting it or creating templates for yourself. |
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Filter |
|
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Booking text |
The booking text refers to the bookings on your bank account. If the booking text is always the same and is to be recognized, you can specify this as an assignment reference:
As a placeholder, you can also filter with %Text% for a text module in the middle of the booking text in order to automatically assign standing orders or fixed direct debits:
|
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Debit |
This amount in the DEBIT column is to be recognized, e.g. recurring fixed amounts of money such as money transit as a standing order. Tip: Usually you need further parameters, the amount of money alone is rarely sufficient as a reference:
|
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Credit |
This amount in the CREDIT column is to be recognized, e.g. recurring fixed amounts of money such as money transit as a standing order. Tip: Usually you need further parameters, the amount of money alone is rarely sufficient as a reference:
|
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Fee |
This amount in the FEE column is to be recognized. |
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Currency |
The booking has the following currency. |
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Liability |
|
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Supplier |
The liability is to be created for this supplier. You can insert the supplier by entering the supplier number or name from the master data. |
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Offset account |
The liability is to be created on this offset account, e.g. office supplies 19%: 906815 |
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Invoice No. |
The liability is to get this invoice number entered, e.g. 'Contract 12345'. |
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Intended use |
The liability is to receive this booking text. |
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Cost center |
The liability is to receive this cost center. |
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Payment method |
The liability is to receive this payment method. Select from the list of your payment methods. |
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Goods receipt check release |
The liability is to automatically get the goods receipt check released. |
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Invoice receipt check release |
The liability is to automatically get the invoice receipt check released. |
In the Settings tab of the Accounting > Accounts payable menu, you can specify tax rates for your internal recording that you need if you want to enter the amounts separately in Xentral for information purposes. This specification is a pure entry in your ERP and does not control the accounting for the bookkeeping (e.g. for transfer to DATEV). You can find more information about pre-accounting in the chapter Pre-accounting for an incoming invoice.
In the following chapters, we will take a closer look at typical practical cases and workflows on the subject of liabilities. You will learn how to best handle these practical cases in Xentral and what needs to be considered.
An invoice that represents a credit note is called a Credit note invoice. This means that your supplier is refunding you money. This can happen if you have returned goods or if there are errors in the original invoice that need to be corrected. The credit note invoice clearly shows the amount of the refund and the reason for it.
You have the following options for representing credit note invoices from suppliers in Xentral:
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Supplier credit notes can be created as a separate document as a negative liability. If the amount of money is repaid to the bank account, this payment can be linked to the liability.
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Alternatively, you can offset the credit note against an existing invoice and create it in a liability. The amount then ultimately consists of the original invoice amount minus the credit note amount. This amount is transferred to the supplier and then linked to this liability in the incoming payment. Thus, the liability would have two PDF receipts and can also be split accordingly when booking.
Observe the following points for price differences and the offsetting of amounts:
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The liability turns out higher or lower in result than the purchase order. You can then either adjust the purchase order again or enter the difference in the purchase order into the notes field when creating a liability. The amount for the liability is then either lower or higher than the purchase order amount, but matches the supplier’s PDF receipt at this point. The supplier invoice and the liability have the same amount, the difference arises only in relation to the purchase order. Here you can also adjust the product price directly in the purchase order by clicking on the pencil icon next to the purchase order position and changing the purchase price of the product.
If a liability is paid in the Xentral incoming payment via a bank account, it is booked with the payment information and moved to the Archive (see chapter Overview of filter options). This means that it can only be seen in the filter via the Archive setting. In this way, only the due entries and those still to be checked for completeness are displayed to you at the front in the liabilities.
Linked incoming payments are displayed to you in the Details tab or in the protocol of the liability.
If a liability is only partially paid, the traffic light display of the liability is also displayed as partially paid by the icon being displayed half orange.
You can also manually mark a liability as paid. You use this procedure if you do not use the Payment transactions module in Xentral, but still want to keep an overview of the payment statuses of your liabilities, even if you use an external tool for payment transactions.
Proceed as follows to manually mark a liability as paid.
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Use the Smart Search to open the Liabilities module.
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Open the desired liability by clicking on the pencil icon.
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In the Billing details area, click on the arrow icon above the payment status of the liability.
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Confirm the query Should the entry be marked as paid manually without a SEPA transfer? by clicking on OK.
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The liability is now considered paid in Xentral and is no longer displayed in the overview of the Liabilities module.
The accounting for liabilities is part of the preparatory bookkeeping in Xentral. During accounting, you select the nominal account and the cost center on which your business transaction (here your supplier’s open invoice) is to be booked. After accounting, you check whether all data is correct and complete and then release the liability for payment.
Proceed as follows to account for liabilities.
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Use the Smart Search to open the Liabilities module.
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Open the desired liability by clicking on the pencil icon.
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Open the Pre-accounting tab.
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In the Actions area, click on + New entry.
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Enter the data as described in the chapter Pre-accounting for an incoming invoice.
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Click on Save.
As soon as the incoming invoice has been released by the financial accounting and the delivered goods have been checked, the liability is ready for payment.
Proceed as follows to represent this release in Xentral and thus prepare the payment.
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Return to the Details tab of the liability.
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In the Billing details area, activate the Goods/service check (Purchasing) and Invoice receipt check (Accounting) settings.
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Click on Save.
The liability is now displayed in the Payment transactions module. Your employees, for example from accounting, can now process the payment to the supplier in this module.
If required, you can also create one or more liabilities directly from an existing purchase order.
To do this, proceed as follows.
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Open the menu Purchasing > Purchase orders.
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Create a new purchase order or open an existing purchase order by clicking on the pencil icon.
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In the Action drop-down menu, select the Continue as liability option.
The new liability is opened in draft mode. The total amount of the purchase order is pre-filled.
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Check the data in the Billing details area.
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Click on Save.
The liability is displayed including the amount and further information in the Protocol sub-tab of the Details tab of the purchase order.
Tip
You can create further liabilities for a purchase order until the purchase order reaches the completed status, i.e. all items have been delivered in full and recorded in the goods receipt. After that, it is no longer possible to create further liabilities for this purchase order.
If you want to assign a liability to a specific purchase order retrospectively, only a few steps are necessary in Xentral.
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Use the Smart Search to open the Liabilities module.
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Open the liability that you want to assign to a purchase order by clicking on the pencil icon.
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In the Purchase order field in the Billing details area, select the desired purchase order.
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Click on Save.