Finance documents
Finance documents are the invoices, pro formas, credit notes and expenses synced from your accounting system. Each type has its own list under Brain > Finance, and every document opens on a page with its amounts, line items, payment schedule and, when available, the PDF.
Linking a document to its contract tells you what each contract has actually billed. Brain links documents on its own when the match with a contract is unambiguous, and suggests a contract for the others, for you to confirm.
Browse a document list
Steps
- In Nucleo, go to Brain > Finance, and then click Invoices, Pro formas, Credit notes or Expenses.
- Choose the period. The list opens on This year. Click one of the period buttons, or set a custom range:
- Period buttons: This year, Last 12 months, Last 6 months, Last 3 months, This quarter, Last quarter, Previous year.
- Custom range: pick a From month and a To month, and then click Apply.
- Optional: in Search documents, type part of a document number or of the company name, and then press Enter.
- Optional: click Filters to narrow the list:
- Payment: Paid, Open or Overdue.
- Contract link: With contract or Without contract.
- Click a row to open the document.
The list shows 25 documents per page. The last row of the table adds up the net and gross amounts of the page you are looking at.
Read the document list
| Column | What it shows |
|---|---|
| Date | The document date. |
| Type | Invoice, Pro forma, Credit note or Expense. A credit note you received from a supplier is marked Supplier credit note. |
| Number | The number the accounting system gave the document. |
| Company | The client or supplier. When the counterparty matches a company in Brain, it shows the company name. |
| Contract | The linked contract. A contract preceded by an arrow is a suggestion that nobody has confirmed yet. |
| Net and Gross | The amount before and after VAT. |
| Due | The next due date of the payment schedule. |
| Paid | For invoices only: Paid, Open (not yet due) or Overdue (a due date has passed and the invoice isn't paid). |
Use Columns in the table toolbar to hide, show or reorder columns, and Export to download the visible columns as a CSV file.
Open a document
The document page has two panels:
- Document info: type, number, date, company (a link to the company page when it is in Brain), VAT number, contract, subject, net, VAT and gross amounts, and the notes written on the document.
- Lines: each line item with quantity, unit price and total, followed by Payments, the payment schedule with each installment's due date, amount and status, Paid or Not paid.
When your accounting system provides the file, its name appears at the bottom of Document info, with buttons to preview and download it. For an electronic invoice you received, the preview shows the PDF the supplier attached or, when there is none, a readable page with supplier, customer, lines, VAT and due dates. If the file can't be retrieved, a message says so.
Link a document to a contract
You can link a document to one of the contracts of the same company. You need the Manage finance permission.
Steps
- In Nucleo, go to Brain > Finance, open the document list, and then click the document.
- In Document info, find the Contract row.
- Click Select contract and choose the contract. The list shows the contracts of the document's company, with their status.
- Click Link.
The row now shows the contract number and date, as a link to the contract. To remove the link, click Unlink.
Confirm suggested contract links
For documents it can't link with certainty, Brain proposes the most likely contract. Suggestions never apply on their own: you confirm them from the full document list, which shows every type of document together.
Steps
- In Nucleo, go to Brain > Reports > Finance.
- In the breadcrumb at the top of the page, click Finance. The full document list opens, with a button for each type (All, Invoices, Pro formas, Credit notes, Expenses).
- Click Suggested links. The list now shows only the documents with a suggested contract, grouped by company, 100 per page.
- Check each suggestion in the Contract column, and then do one of the following:
- To accept one suggestion, click Confirm on its row.
- To accept every suggestion on the page, click Confirm … on this page, and then Yes, confirm ….
Confirmed documents leave the list. When nothing is left, the list says No suggestions left to confirm.
Considerations for finance documents
- Documents update every night from your accounting system. To see a document you issued a few minutes ago, click Sync now on the accounting connection in Connections.
- Credit notes you receive from suppliers reduce your costs: an invoice cancelled by a credit note no longer counts in the supplier totals, in Costs or in the current year's statement. In Expenses they appear with a negative amount.
- A document deleted in Fatture in Cloud leaves Brain's lists and reports after the nightly check, and comes back if it reappears there.
- Only invoices have a payment state. Pro formas, credit notes and expenses show a dash in Paid.
- The payment dates behind Paid, Overdue and the receivables figures come from your accounting system. If an invoice shows as overdue but was paid, record the payment there.
- A linked contract shows its billed documents on the contract page too. See Contracts.