Recording an expense

Open New expense (New → Expense): upload an Invoice or receipt and choose Create from document, or use Create without a document. Then say whether it is already paid or still due.

The fields

The green "+" beside Vendor opens the form to create one and you return to the expense with the supplier selected; with unsaved changes you can choose Stay or Leave without saving.

Locked recurrence

If there are already documents or payments, Recurrence and Start date stay locked, even after a reversal: from the top menu choose Duplicate and set the new values in the copy. With Create from document the expense starts as one-off, even if automatic reading does not recognize the file; with Create without a document or Duplicate you choose the recurrence before saving.

Line items and amounts

Every expense has at least one line item (the first cannot be removed): category, description, Quantity, Price (the net price of one unit, as on the supplier's document), line discount, the VAT rate typed by hand (22, 10, 4 or 0) and the Line total. Add line item splits the same document across categories and rates; the expense category derives from the line items. You never type a total by hand.

The summary shows taxable amount, VAT per rate, total and net payable. Split into installments sits below it.

Tax choices

The box below the summary (closed by default, open when it already holds a choice) holds the surcharge (a percentage that enters the taxable amount), withholding (enter the percentages, the summary shows the amounts), stamp duty, fund and accountant data.

Payments and due dates

On a saved expense, payment status appears beside Active; in the list, in the Due date column. Manage documents and payments in Payments and due dates, before the line items: Total, Paid and Remaining track cash in the company currency, document amounts stay in the document currency. An installment with a recorded payment cannot be changed through the total: if the save is refused, a red notification gives the reason and the expense stays as it was.

Currency and rate

Choose the currency in the summary: it applies to the whole expense. Supplier charges €2 stamp duty is available only in euros, and changing currency switches off manual stamp duty.

If amounts are in a currency other than the company's, Exchange rate appears and is required: Reneva proposes it from the European Central Bank daily fixing on the expense date (on holidays the latest available) and you can correct it; Cash and Analysis use the equivalent. Without a rate, an expense created from a document stays in Draft with the notice "Exchange rate missing" until you enter it and confirm.

Currencies without decimals

In a currency without decimals (yen) enter whole numbers: "1000.50" is not allowed, even when the company uses euros.

Document notes

Annotations and terms from the supplier's document go here. When you upload a document, automatic reading proposes notes from the file if the field is empty; uploading another file does not replace notes you already entered. Internal messages and other attachments go in the Notes tab.

Deductibility and depreciation

In Tax choices you also find Cost deductibility %, VAT deductible and Depreciation (years): data for the accountant, they go out in the accountant package and the registers and do not change the totals. In flat-rate and occasional-work regimes Depreciation is hidden (recorded values are preserved); surcharge, withholding, stamp duty and the supplier pension fund stay because they describe the received document.

Received document

The linked document is on the Payments and due dates row: open it by name, Download is in the three-dot menu. To add one to a saved expense use Upload document in the due date's menu; contracts, receipts and other files go in Notes.

If the recipient read from the file differs from the current company, Reneva asks Upload it anyway?: Cancel keeps the file in the upload, Upload anyway confirms; if it cannot be read, a notice asks you to check. This also applies to saved expenses and recurring due dates.

XML and supplier data

For manually entered documents the country comes from the selected supplier. Details read from XML take priority and remain part of that document even if you later edit the supplier.

Credit note and self-invoice

For a one-off expense with a linked invoice, Record credit note and Create self-invoice (when available) are in the three-dot menu of the Payments and due dates row; they refer to the expense's document, even when split into installments, and depend on the document and your permissions.

Draft to confirm

A valid invoice received through SDI creates an Active expense with SDI as origin: cost and due dates are recorded without confirmation, while the document alone does not prove payment. If required data such as the total is missing, or the currency differs from the company's, the document still needs completing or linking to an expense: Reneva does not invent amounts or rates.

A Draft expense (for example with a missing rate) stays outside totals, due dates, Analysis and CSV exports. Open it, check vendor, category, date and amounts, then select the Draft badge and Confirm: it records the cost and prepares due dates, not a payment.

Importing history

In Expenses press the Import icon and choose Received invoices from XML. The Received documents import keeps XML, currency and historical tax facts, with a review before confirmation. A positive invoice in the company currency can create the linked expense when its tax facts are complete; credit notes and documents in another currency stay in the history, with no cost or rate invented.

Installments require complete amounts and due dates. A payment is recorded only when the API source declares a paid installment and its actual date; XML does not prove payment. Resuming the same batch does not duplicate effects. CSV creates new expenses with a valid date; it does not edit existing expenses through ID or record payments from status fields.

To acquire data once from Fatture in Cloud use Import from Fatture in Cloud in Integrations, then review the batch.