9.8 Import input invoices from the tax authority

When you need to bring input invoices (purchase invoices for goods/services) into SmartBooks without typing each one, the system can pull the data from the General Department of Taxation or from files (PDF/XML) and map it into Accounts Payable (AP) vouchers. There are 4 screens, by data source:

• Import VAT — reads VAT invoices from PDF/XML files.

• Import CA / CDI — reads specialised invoice/document types from PDF/XML files.

• Import from the tax authority (PA) — connects directly to the tax authority portal to download input invoices.

Common flow (all 4 screens): Load data → Review/edit on the grid → Map (Mapping) → Save → Import to SmartBooks (create AP voucher). Loaded data is only temporary for review; it does not post until you click Import to SmartBooks.

Import VAT

When to use: When you have input-invoice files in PDF or XML and want to extract the data (invoice no., date, supplier tax code/name, goods, tax rate, amounts) into the system.

To import VAT invoices, proceed as follows:

1. Click Load PDF (automatic extraction) or Load Xml, then choose the folder containing the invoice files.

2. Review and edit the data on the grid (fix wrong fields, delete unneeded rows).

3. Click Mapping Data to map the supplier / account / goods to the SmartBooks catalogs.

4. Click Save to save temporarily, then click Import to SmartBooks to create the AP voucher.

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Import CA / CDI

When to use: Same as Import VAT but for specialised document types (CA, CDI). The steps are the same; only the source data type differs.

To import CA / CDI data, proceed as follows:

1. Click Load PDF / Load Xml → choose the folder of files.

2. Review and edit the data on the grid.

3. Click Mapping Data to map to the SmartBooks catalogs.

4. Click Save → Import to SmartBooks.

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Import from the tax authority (PA)

When to use: When you want to download issued input invoices directly from the tax authority portal (no files needed). A one-time connection setup is required before use.

To download invoices from the tax authority, proceed as follows:

1. First time: click Config PA and Config GDT to declare the connection details and the tax-authority account.

2. Enter the From date – To date range and click Download invoice (you may click Sync GDT to fetch newly issued invoices).

3. Review the data on the grid (the row background shows the match level: green = matched, yellow = suggested, needs confirming, red = not yet mapped).

4. Click Mapping Data (use Quick fill to apply default values) → Save → Import to SmartBooks.

• Operational notes:

  • You need a business account registered on the tax-authority portal and valid connection details.

  • Use Error invoices to see invalid invoices, and Usage to check the remaining connection quota.

  • Mapping the account/supplier is required before importing; otherwise the AP voucher will lack posting information.