AtIna, expense agent
The AtIna expense agent reads the bills and purchase receipts you upload (PDF or images), recognizes the vendor, date, reference, NCF, amounts and taxes, and shows them as cards ready to review and register as a Vendor Bill or an Expense Report, one at a time or up to 20 at once.
What is it and what is it for?
It is an option of the Document Reception and Import screen (Import Documents) built for people who register many purchases and expenses: instead of typing each bill, you upload it and AtIna extracts its information in seconds. You only review what it suggested, fix what's needed and register it in accounting.
When you open Import Documents you'll see the Registration with AtIna, expense agent card, with the number of purchases not registered yet. Click it (or the tab with the same name) to open the list of cards.
How to use it
- Upload the documents. Drag your files and drop them on the Upload and Assign to Agent box, or click it to pick them from your computer. You can upload up to 20 files per upload, and each one must stay within the maximum allowed size. Each file shows up right away as a card at the top of the list, assigned to AtIna.
- Wait for AtIna to recognize it. While the card says Pending. Please wait... or In process..., its fields are locked and the AtIna animation is shown. The screen refreshes on its own: when AtIna is done, the card switches to Recognized Information with the data filled in. The AtIna Status button shows a step-by-step log of what AtIna is doing.
- Check the original document. Click the file name to open the Document preview in a side panel, without leaving the card. For images you can use Zoom in, Zoom out and Fit to screen.
- Pick the document type and fix the data. In Document Type choose Vendor Bill or Expenditure Report; the card's fields adjust to the type. Every change is saved on the spot, with no button to press. If the vendor doesn't exist, create it with Create Vendor in the top bar.
- Register. Use Quick Registration to create the document straight from the card's data, with the file attached. If you'd rather review the full form, open the menu next to the button and choose Detailed Registration: a new tab opens with the creation screen already filled in. Once registered, the Show Document link opens the transaction that was created.
- Or register several at once. Tick the cards (or use Select All) and click Register Selected Documents. They are processed one by one (up to 20 per batch) and each card shows its result: the type and number of the document created, or the reason it couldn't be registered.
- Delete what you won't register. A card's delete icon removes the whole received document. To delete several, select them and use Delete Selected Documents. This can't be undone.
Registered cards leave the list the next time it loads, and the document moves to the Processed documents tab, with its link to the transaction.
Card statuses
| Status | What it means |
|---|---|
| Pending. Please wait... | The document is queued for AtIna. The card can't be edited yet. |
| In process... | AtIna is reading the document. The card can't be edited yet. |
| Recognized Information | AtIna finished and filled in the fields. Review and register. |
| Error | AtIna couldn't read the document. You can fill in the card by hand or use Reprocess to send it to AtIna again. |
| Registered | The document has been created in accounting. |
Key fields
| Field | What it's for |
|---|---|
| Description | AtIna writes it from the document (for example, "Fuel purchase"). It's used as the line description and as the transaction's notes. |
| Document Type | Vendor Bill or Expense Report. It decides which other fields are requested. |
| Date | The document date, in your company's date format. It's required; changing it fetches the exchange rate again. |
| Reference / NCF | The vendor's invoice number and the tax receipt number. The Reference is required on a Vendor Bill. |
| Vendor | Who you bought from. It's required. Type to search for it, or use "View list" to open the vendor list. |
| Purchase Order | Optional. Lists only the open orders of the selected vendor and is cleared if you change the vendor. When you register, the order becomes the source document. |
| Refund To / Refunds Account | Expense Report only: the employee being reimbursed and the refunds account that is credited. |
| Account | The ledger account for the purchase or expense. It's required. |
| Division / Department / Location / Item Class | The document's cost centers. Each one shows up only if your company has it enabled. |
| Project | Only if your company has the Projects module. Type part of the code, the project name or the customer name and pick among the open projects. |
| Payment Term | The payment condition. Vendor Bill only. |
| Expense Type | The tax classification of the purchase or expense. |
| Tax Schedule / Tax Amount | Pick a tax schedule to calculate the tax on the subtotal, or leave it empty and type the tax amount by hand. You can't use both at once. |
| Tax Retention Group / Retention Type | Withholdings that apply to the document, if your tax setup requires them. |
| Currency / Exchange Rate | The document's currency; the rate is looked up for you and you can adjust it. "RD$", "RD" and "pesos" are read as Dominican pesos and "US$" as dollars; if the bill only shows "$", the vendor's currency is used. |
| Subtotal / Tax Amount / Total | The Total is Subtotal plus tax. In Subtotal and Tax Amount you can type an operation (for example 1500+250*2), which is solved when you leave the field, or use the calculator button. |
Validations when registering
- Up to 20 files per upload and 20 documents per batch: if you pick more, you're warned and nothing is processed.
- Required fields: document type, date, vendor and account; on a Vendor Bill also the reference, and on an Expense Report the employee to refund.
- Create privilege: to register you need create access to the chosen document type (Vendor Bills or Expense Reports).
- Cards in process: until AtIna is done, the card can't be selected, edited or registered.
Availability
- The Registration with AtIna, expense agent card and tab only show up when the feature is enabled for your company. If you don't see them, your company doesn't have it turned on.
- If you reach it through a direct link and the feature isn't available, you'll see the message "This option is not available for your company".
- On the Documents to process tab, each file's Options menu also lets you Assign a document to AtIna (or take it back with Remove) and check its AtIna status.
Tips and common mistakes
Before registering a batch, open the preview of the cards with large amounts and confirm vendor, date and total: AtIna suggests, but you're responsible for what gets registered.
Did a card end up in Error? It usually happens with blurry photos or images that aren't a bill. Use Reprocess if the file is readable, or fill in the fields by hand.
If your bills are Dominican Republic electronic tax receipts (e-CF), you don't need to upload them: they arrive on their own in Electronic Receipts Received.