Adding a Transaction

There are several ways to add a transaction. In the corresponding sections, you can perform the following operations:

Units

Payment

When you receive a check or any other payment, you can register it in the Units / Transactions section.

Tip

It is preferable to record checks in the Payments / Checks section. This will allow you to register several checks and manage your bank deposits more efficiently (in the Payments / Deposit section). That way, when you deposit your check in the bank, the transaction will automatically appear in the unit’s account.

Note

If you have registered your unit for automatic payment by Otonom Solution, the payments will be recorded automatically.

Invoice

You can charge the unit any transaction you want.

Tip

For standard charges and penalties (key sales, late payment fees, etc.), it is preferable to first define them in the Units / Charges and Penalties section. Once registered, the standard fees and penalties will appear in the list of transactions that you can add to a unit and you will not have to enter their information.

Credit Note

In case of a discount or refund, you cans use a credit note, the amount you specify will be credited to the unit account.

Charges & Penalties

If you created penalties or standard charges in the Units / Charges and Penalties section, the latter will appear in the list of transactions that you can add to a unit.

Tip

In the Charges and Penalties section, you can create penalties or late payment interest which will be billed automatically to the units late with their payments, thus saving you manual entries.

Suppliers

Invoice

This option allows you to register an invoice you have received from your supplier.

Scanning Supplier Invoices

AppNFlat allows you to scan your supplier invoices to automatically extract important information. This feature saves you time by eliminating manual data entry.

How to scan invoices

1. In the Suppliers section, click + Transaction and select the option Invoice
2. Upload one or more photos of your invoices. You can use:
   • Photos taken with your phone or camera
   • PDF invoice files
   • One image per invoice (unlike checks, each image should contain a single invoice)
3. The application will automatically analyze each image and extract the following information:
   • The supplier
   • The expense category
   • The invoice number
   • The amount
   • The date
   • The description
4. Once you have reviewed all the information, click Save to create the invoices in the system.

Scanning Multiple Invoices

Tip

From the shortcut Scan invoices on the dashboard, you can scan multiple invoices at once.

When selecting the files to scan, choose all your invoices.

The application will analyze them and prompt you to validate the identified information.

For each detected invoice, a confidence indicator (high or low) shows you the level of reliability.

You can delete the invoice if it is not relevant.

Note

Scanned invoices are added as attachments to the corresponding transaction in the application.

Tips for better results

Tip

• Take clear and well-lit photos of your invoices
• Make sure all information on the invoice is readable
• If a field shows low confidence, carefully verify the extracted information
• You can upload multiple invoices at once to process them quickly

Payment

When you pay a supplier, you can select the invoices you pay.

You can also request approval for this payment from the people you have identified in the Administration / Users section.

Credit Note

When a supplier gives you a discount or a refund, you can enter a credit note and the amount you specify will be debited from the supplier account.

Banks

Interest Deposit

This option allows you to record interests on an investment that you receive from your bank.

Interest Payment

This option is intended for recording loan interests that you pay to the bank.

Capital Payment

Used to record the repayment of capital for a loan.

Transfer Between Accounts

Intended to record transfer operations between your accounts.

Book Entry

This option allows you to record entries very freely. If you wish, for each transaction, you can have several credit accounts and several debit accounts.