Invoices module manual

Logging In

When you run the program, you will be asked for your user, which is the e-mail address provided during registration, and the password provided by the installer and/or trainer.

Changing Your Password

If you forget your password, you can click the "¿Olvidó su contraseña?" (Forgot your password?) option to receive a new password by e-mail.

To change your password, follow these steps:

• Go to Inicio (Home) > Administración de la cuenta (Account administration). (If it does not open, you can access it from here)
• Select the "Mis datos" (My details) option and click "Cambiar contraseña" (Change password).
• The new password must be:
• — Alphanumeric
• — At least 8 characters
• — Include uppercase and lowercase letters

We recommend updating your password regularly for security reasons.

Accessing the Help Center

To familiarize yourself with the options of the documents module, go to the Help Center from the module icon .
There you will find detailed articles and guides that will help you resolve common questions and get the most out of the tool.

Invoices Settings

In this section we will set up the company data and the automatic sending of batches.

Gestionar carpetas (Manage folders) - Creating Companies and Fiscal Years

There are two ways to create companies and fiscal years in the system: bulk creation and manual creation.

Note: If you use Sage Seos, see the specific guide at SAGE - CSV Connector.

If you want to create several companies and fiscal years, follow these steps:

• Go to the "Documentos" (Documents) tab and select "Gestionar Carpetas" (Manage Folders).
• Click "Creación masiva" (Bulk creation).
• In the pop-up window, the companies and fiscal years available in the ERP or accounting software will be displayed.
• — Select the ones you want and click "Generar carpetas seleccionadas" (Generate selected folders).
• Check that the "Estado importación" (Import status) column shows the message "Importación correcta" (Import successful), which indicates they were created successfully.
• A window will open to grant permissions to your user if you do not have the administrator profile.
• — Select "Sí" (Yes) and close the windows to return to the main Documents view.

To create companies and fiscal years manually, follow these steps:

• Go to the "Documentos" tab and select "Gestionar Carpetas".
• Click "Gestionar Empresa" (Manage Company) and select "Crear Empresa" (Create Company).
• Fill in the required details (company name and CIF) and click "Guardar" (Save).
• Then select "Gestionar Ejercicio" (Manage Fiscal Year) and click "Crear Ejercicio" (Create Fiscal Year).
• Enter the relevant year and click "Guardar".
• Finally, synchronize the Plan Contable (Chart of Accounts) to complete the process.
  You can see how to do it here.

Deleting a Fiscal Year or Company

This process should only be carried out by administrator users.
Before deleting, make sure the company or fiscal year contains no documents in posted status.

• Go to the "Documentos" tab in Ubyquo.
• Position yourself on the documents of the fiscal year.
• Right-click with the mouse.
• Choose "Cambiar estado contable" (Change accounting status).
• Select "No contabilizado" (Not posted).

• Go to the "Documentos" tab in Ubyquo.
• Position yourself on the fiscal year.
• Right-click with the mouse.
• Choose "Eliminar ejercicio" (Delete fiscal year).

• Go to the "Documentos" tab in Ubyquo.
• Position yourself on the company.
• Right-click with the mouse.
• Select "Eliminar empresa" (Delete company).

Invoices by Folder

When you open this section, a dashboard is displayed that gives a complete overview of all unposted documents.

Synchronizing Accounting Data

Note: If you use Sage Seos, see the specific guide at SAGE - CSV Connector.

There are two ways to synchronize the accounting data:

• It lets you synchronize only the fiscal year you are currently on.

• It makes it easy to synchronize all the fiscal years you select.

Both options let you keep the data up to date as needed. The available types of synchronization are described below:

• Click "Sincro Rápida (solo nuevos)" (Quick sync, new items only) or "Smart Sync (nuevos y cambios desde la última sincro)" (Smart Sync: new items and changes since the last sync).
• It downloads only new or modified accounts since the last synchronization.

• Go to the "Documentos" tab and select "Gestionar Carpetas".
• Go to the "Datos Contables" (Accounting Data) tab.
• Click "Sincro Rápida (solo nuevos)" to download the new accounts since the last synchronization.
• Open "Opciones sincro rápida cuentas" (Quick account sync options).

• Add account ranges.
• Remove accounts if necessary.

Ideal for frequent synchronizations or one-off reviews.

• Click "Sincro Completa (nuevos y cambios)" (Full sync, new items and changes) to download:
• — The complete Chart of Accounts
• — The Journal (Diario)
• — The Receivables/Payables Portfolio (Cartera de Efectos)

Recommended for new companies or when starting a fiscal year.

It lets you specify a value or range (accounts, journal entries, receivables/payables) to synchronize. It is available in all the previous options.

To inherit the Chart of Accounts, Journal and Receivables/Payables Portfolio from one year to the next:

• Only available in "Gestionar Carpetas" > "Datos Contables" tab.

• It makes accounting continuity between fiscal years easier.

Fiscal Year Accounting Data

In the Documents, Invoices and Banks tabs, you will find the "Datos contables del ejercicio" (Fiscal year accounting data) button.

From here you can access several options:

• Modificar cuenta (Edit account):
• — Journal entry type
• — Taxable bases with 0% VAT
• — Codes: transaction, VAT, withholding (mandatory if applicable)
• — Due items
• — Balance transfers

• Modificación masiva (Bulk edit):
• — It lets you set the same fields on several accounts.
• — You can only change one field at a time.

• Modificar tercero (Edit third party):

• — Name, CIF, tax data
• — Option to ignore accounts no longer in use

• — Ubyquo will choose the account automatically if only one is related
• Modificación masiva de terceros (Bulk edit of third parties):

• — It lets you apply changes to several records at once.

• View all synchronized journal entries.
• No changes are allowed from this section.

• View all synchronized receivables/payables.
• When you right-click a receivable/payable, you can:
• — Synchronize selected values
• — Remove from suggestions
• — Recalculate amount by matching
• — Change the status of the receivable/payable

• It lets you define the mandatory analytical fields.
• If they are marked as mandatory and are empty, verification of the document will not be allowed.

Importing Invoices

From the "Facturas" (Invoices) tab, Ubyquo lets you import documents in the following formats:

• Excel
• E-invoice

To import from Excel, you must first set up a template with the appropriate format.
You can see how to do it here.

To Post Stage

When you review invoices in the "Por contabilizar" (To post) stage in Ubyquo, it is essential to pay attention to a few columns that provide important information:

• V: Verification of the invoice's journal entry (see the next point).
• D: Invoice data.
• A: Journal entry generated for the invoice.
• Vt: Indicates whether the invoice has due items.
• Info Validación (Validation info): Text field that indicates what happened during the pass through the OCR server.

Colors provide visual information about the status of the invoice:

• Green: Indicates that everything is in order.
• Yellow: Signals that there are updates to the accounts.
• Red: Indicates difficulties in the process.

It is important to note that invoices with the Datos and Asientos columns in GREEN show that the journal entry has been proposed and is ready to be exported to the ERP or accounting software.

Edit

When you need to edit and verify invoices in Ubyquo, follow these steps:

• Double-click or select "1. Modificar datos" (1. Edit data) to access the detailed information of the invoice you want to edit or verify.

• Complete Invoice: The program has successfully completed all the invoice data and has proposed the corresponding journal entry.
• Invoice to Complete: The program could not complete the invoice data and therefore does not propose the journal entry. This may be because it did not find the Supplier or Customer account, amounts are missing, or there are several income/expense accounts associated, among other reasons.

By carrying out these actions, you will be able to fill in any empty field or change accounts on the invoices before proceeding with posting.

Creating a customer/supplier

To create a Supplier or Customer account in Ubyquo, follow this procedure:

• In the Emisor (Issuer) or Receptor (Recipient) field that shows a yellow sun, indicating that a new account needs to be created, click the top option "Nueva Cuenta" (New Account).
• In the "Cuenta Contable" (Ledger Account) window, enter the first 3 or 4 digits of the account to create and press the <TAB> key. The system will automatically fill in the next available account number in the Chart of Accounts.
• Click the "Incorporar datos factura" (Add invoice data) button to automatically fill in the Name and CIF fields. Then click "Guardar".
• Fill in the details in the Expense/Income and VAT accounts as appropriate.
• Finally, click "Guardar Cambios" (Save Changes).

Once you have completed these steps for all the invoices with the columns in GREEN, you will be able to verify and export the invoices as needed.

Verifying Invoices

To verify invoices before posting in Ubyquo, follow these steps:

• Click "2. Verificar antes de contabilizar" (2. Verify before posting).
• Select "Verificar todas las facturas" (Verify all invoices) to validate all the invoices, or choose "Verificar facturas seleccionadas" (Verify selected invoices) if you want to verify specific ones.

• On the next screen, confirm that the invoices belong to the correct accounting period.
• If necessary, adjust the posting date.

• At the bottom, make sure to turn on the option to prevent duplicate invoices.

• Click the "Iniciar verificación" (Start verification) button.

• Once the verification is complete, an approval (check mark) icon will appear in the Validation column.

With these verifications done, the invoices will be ready to be exported to the ERP or accounting software.

Exporting Invoices

To proceed with posting, click "Exportar a programa contable" (Export to accounting software) and select one of the following options:

• "Exportar seleccionados" (Export selected): Exports only the transactions you have selected that have a check mark in the V column.
• "Exportar todos" (Export all): Exports all the transactions that have a check mark in the V column.

Specific exports

• SAGE: Direct export or Export using the import manager
• A3ECO & A3CON: A3ECO & A3CON - Export using SUENLACE
• Altai: Export using Excel
• CONTASOL: Direct export

For export/import details, see your ERP's manual.

Change Stage

There are two options for managing the stage of invoices:

• Enviar a procesar (Send to process): Sends the invoices back to the system for data extraction.
• Enviar a por contabilizar (Send to To post): Useful when the invoices are in the exported stage and you want to post one or several invoices again.

Return to documents

There are two options for returning invoices to the Documents tab:

• Devolver a Documentos como "Contabilizado" (Return to Documents as "Posted"): Moves the invoices to the Documents tab with the Contabilizado (Posted) status.
• Devolver a Documentos como "No Contabilizado" (Return to Documents as "Not posted"): Moves the invoices to the Documents tab with the No Contabilizado (Not posted) status.

Delete selected

This option lets you delete invoices that have not been posted.
Important: This process is irreversible.

Send to Workflow

From this option we can send documents to the Workflows module for approval. There are two ways:

• Envío automático (Automatic sending): Automatically sends the document to its corresponding Workflow. It only works if you have the Workflows rules set up. We recommend using this option after sending to automatic posting, from the Invoices tab.
• Envío manual (Manual sending): Lets you manually send the document to the Workflow you choose.

Document Workflow

This icon shows the workflow status and history. We can see which stage it is pending at, whether it has been withdrawn, or who has rejected it.

Advanced filter

This section offers various filters to use when searching for documents.

Notify Changes

An e-mail is sent to the users who have the company and fiscal year in their rules, indicating that there have been changes to the documents.

Export

There are 3 different options:

• Abrir originales (Open originals): Opens the selected document or documents.
• Exportar documentos a PDF (Export documents to PDF): Opens a window to choose how and where to save it.
• Exportar datos a Excel (Export data to Excel): A window opens to choose the file location.

In addition:

• Email: Opens the default e-mail client and attaches the selected document or documents.
• Imprimir (Print): Sends the documents to the default printer.

Help

To familiarize yourself with the options of the documents module, go to the Help Center from the Help icon. There you will find detailed articles and guides.