Confirming details and preserving the original
The accounting suggestion prepared after approval has no accounting effect without human confirmation. Check classification, date and accounts before preparing and posting the entry.
Discarding an uploaded document keeps it recoverable for 7 days. Check the selected document before removal and use the available recovery if you chose the wrong file.
Check the active company, period and editing permission before any confirmation. Follow only steps applicable to the company's legal form and accounting regime.
Supporting documents
- Invoices and credit notes, till receipts, cash receipts, statements and other documents supporting the transaction.
- Contracts, goods receipt notes, delivery notes, expense reports or customs documents where they substantiate the transaction's nature, quantity or timing.
Completing and checking data
- Upload the complete, legible document with all pages. For a statement, select the corresponding document type so you can also check individual transactions.
- From the + menu, open Document validation. The list contains unvalidated documents from every month, separately from the selected accounting period. Choose Moderate and compare the extracted data with the original: issuer, recipient, tax identification, number, date, currency, line items, taxable amount, VAT, and total. For an intra-Community invoice, the VIES number stored in the account is recognized separately from the national tax ID and is confirmed during moderation when it appears on the document. Correct incorrectly recognized fields and wait for the save confirmation.
- Check the expense or income's nature, period and supporting documents. Confirm VAT treatment only where applicable; retain VAT shown on the supplier's invoice even if your company is not VAT-registered.
- Check for possible duplicates and the relationship with the original invoice for corrections. When the information is complete and correct, select I confirm that the document information is correct and use Validate document in Validation or Approve document in Moderation. For a purchase, then check that it appears on the input page for the appropriate currency and period.
- In double-entry bookkeeping, continue to ‘Sources for drafts’, prepare the entry and review the draft before posting. An approved document and a posted entry are distinct stages.
The document has verified details and can proceed through the appropriate accounting workflow.
Official sources for this activity
Checked on 10 September 2026. Apply the rules for the period and the company's legal form.
Related resources
Practical example
The supplies invoice is dated 31 August and uploaded in September. In Validation, compare the date, issuer, recipient, items and total with the original. Then find it in the document’s period; for double-entry bookkeeping, also follow the draft accounting entry through to posting.
Frequently asked questions and solutions
The document does not appear in purchases or a return.
Check the company, currency, date and approval status. Then check tax treatment and, where required, the posted journal entry. Do not immediately upload again: this can create a duplicate.
The extracted value differs from the original.
Correct the source document and recheck totals. If already recorded in accounting, track the correction through the original entry and reversal while retaining the original.
I have the same invoice in two sources. Must it be recorded twice?
Compare the issuer, number, date, currency and total and preview the documents. Check whether they represent the same transaction and which record already exists. Keep originals needed for review but avoid two entries for the same invoice; check approvals and links before removing a copy.