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Purchases & Accounts Payable

Document Reception and Import

Document Reception and Import is your inbox for purchase documents: it brings together, in one place, the documents your vendors send you by email, the ones you upload manually and — in the Dominican Republic — the electronic tax receipts that arrive automatically from the DGII, so you can turn them into Vendor Bills, Expense Reports or other AdmCloud documents in a few clicks, without retyping the data by hand.

Module: Purchases & Accounts Payable Requires browse access to "Vendor Bills" or "Expense Reports"

What is it and what is it for?

Every time you get a vendor's bill, an expense receipt, or any document you'll eventually need to record in AdmCloud, this screen saves you from copying the data by hand. Documents can arrive in three ways:

By email: forward it, or ask your vendors to send the invoice to receipts@admcloud.net; AdmCloud receives the email and automatically attaches its files to your company.
Manual upload: upload one or several files directly from the screen (PDF, images, XML, etc.).
AdmCloud mobile app: documents sent from the app also land in this same inbox.

Once the document is in the inbox, you register it as the appropriate document type (Vendor Bill, Expense Report, Vendor Credit or Debit Note, Purchase Reception, Bank Transfer, and others): when you choose the type, AdmCloud opens that document's creation screen with the file already attached as supporting evidence.

If your company is in the Dominican Republic and has electronic invoicing enabled, this same screen also receives the Electronic Tax Receipts (e-CF) your vendors issue and send to the DGII: you don't need anyone to forward anything, AdmCloud detects them automatically by your receiving Tax ID and lets you review, preview and register them as a Vendor Bill or Expense Report with the data already pulled from the signed XML.

How to use it

Check the "Not Processed" tab. It's the first thing you see when you open the screen: the list of emails/files received or uploaded that haven't been turned into a document yet. You can filter by Sent By (the sender's email) and use Refresh to reload the list.
Upload files manually when you need to. Drag one or several files from your computer's file explorer and drop them on the Drag and drop your files here box below the button bar: the box highlights while you hover it and the files are uploaded and appear in the list right away. If you would rather pick them with the usual file picker, click that same box (or press Enter or Space while it is focused). There's a per-file size limit configured for your account and a maximum of 50 files per upload.
Assign the company, if the document doesn't have one. Emails received without a company context show the Not Assigned tag; use the company button on the document card to assign, change or remove it.
Grant access to other users if several people need to see it. From each document's users button (or "Assign All to a User" to do it in bulk), add whoever needs to review it; that person gets a notification email with a direct link to the screen.
Register the document. On each attached file, use the Register button and pick the matching document type (Vendor Bill, Expense Report, Reception, Vendor Credit/Debit Note, Bank Transfer, etc.). AdmCloud opens that document's creation screen with the file already attached as supporting evidence. If your company also has Tax Schedules flagged for document import, you'll see shortcuts like "Vendor Bill with Taxes (Schedule X)" that preselect that tax schedule.
Use "Registration with AtIna, expense agent" to let AI read the documents for you (if available). The full guide is in AtIna, expense agent. Upload your bills and expenses by dragging and dropping them on the Upload and Assign to Agent box below the button bar, or by clicking it to pick them (up to 20 files per upload): each document is queued for processing and, once read, appears as an editable card with the vendor, date, amount, taxes and other fields already suggested. Fix anything that's off, choose whether it's a Vendor Bill or an Expense Report, and use Quick Registration to create the document in one click, or the menu next to it for Detailed Registration (opens the full form). You can also select several cards and click Register Selected Documents to register them all at once (up to 20 per batch), or delete several selected cards together.
Work through received Electronic Receipts (Dominican Republic only). The full guide is in Electronic Receipts Received. On the Electronic Invoices Received tab, filter by eNCF, issuer Tax ID or a date range (it can't span two different years). On each card you can: View XML (the signed receipt as-is), Preview (a readable version of the receipt), Download PDF (the DGII-signed print representation, if your account has this feature enabled and the receipt was already sent/signed), Ignore (removes it from this list without deleting it), or register it as a Vendor Bill or Expense Report — either with Quick Registration (if enabled for your account; it uses the vendor suggested from the issuer's Tax ID and an automatically recommended ledger account) or with Detailed Registration.
Restore an ignored receipt if you need to. The Ignored tab lists the electronic receipts you marked as Ignore, and lets you bring them back to the main list.
Check your history in "Processed". That's where documents you've already registered as a transaction end up, with a direct link to that transaction when applicable.

ℹ️

Registering a document doesn't remove it from the inbox: it moves from "Not Processed" to "Processed", with a direct link to the transaction it generated, so you can always go back and check the original file.

Key capabilities

Three ways to receive documents: email to receipts@admcloud.net, manual upload and the AdmCloud mobile app.
Company assignment and user access management, with an automatic email notification to each user added.
Direct registration as a Vendor Bill, Expense Report, Purchase Reception, Vendor Credit/Debit Note, Bank Transfer and other document types, with the file already attached.
"Vendor Bill with Taxes" and "Expense Report with Taxes" shortcuts when you have Tax Schedules flagged for import.
AI-powered Bulk Registration: reads your bills and expenses automatically, suggests vendor, account, taxes, withholdings and amounts, and lets you correct and register them in batches (up to 20 documents at once).
Electronic Receipts (Dominican Republic): automatic reception of the e-CF your vendors issue to the DGII, without duplicating ones you've already registered, filterable by eNCF, issuer Tax ID and date range.
A friendly preview and a signed-XML viewer for each electronic receipt, plus downloading the DGII-signed PDF when that feature is enabled for your account.
Quick registration (one click, with suggested data) or detailed registration (full form) for both electronic receipts and bulk registration.
Ignore and restore electronic receipts you don't need to register, without losing them.
A history of already-processed documents, with a direct link to the transaction it generated.

Key fields

Field	What it's for
Sent By	The sender's email; filters the "Not Processed" inbox to find a specific vendor's or contact's documents.
Company	The company an email-received document belongs to. If it arrives without one, it shows "Not Assigned" until you assign it.
Users with Access	People who can view and register that document; they can be added or removed, and get a notification email when added.
Attachment Notes	A free-text comment you can edit about the file, shown on the document's card.
Document Type	Determines whether the bulk-registered document or electronic receipt is registered as a Vendor Bill or an Expense Report; adjusts which other fields are requested.
Vendor	Who you bought from; on electronic receipts it's suggested automatically from the e-CF issuer's Tax ID.
Account	The ledger account the document will post to; on electronic receipts it's suggested by a Machine Learning model trained on your history.
Refund To / Refunds Account	Expense Report only: the employee to reimburse and the refunds ledger account to credit.
Terms	The document's payment terms; doesn't apply to Expense Reports. On electronic receipts it's suggested from the vendor's default term.
Expense Type	The fiscal classification of the purchase or expense, required depending on your country.
Project	The project the document is charged to in Bulk Registration with AtIna. It only shows up when your company has the Projects module enabled, and only open projects of your subsidiary are offered. It is a search field: type part of the code, the project name or the customer name and pick from the list (clear the field to remove the project). It carries over to the document line when you register it.
Reference / NCF	The vendor's internal document number and its fiscal receipt; on Vendor Bills and Purchase Receptions, Reference is required.
Tax Schedule / Tax Amount	Applies a tax percentage to every line, or, alternatively, a hand-entered tax amount; they're mutually exclusive in bulk registration.
Tax Retention Group and Type	Tax withholdings that apply to the document, when your country or fiscal setup requires them.
Currency / Exchange Rate	The document's currency and rate; on electronic receipts the currency is resolved automatically from the XML, falling back to your company's base currency.
Subtotal / Tax Amount / Total	The document's amounts; Total is automatically calculated as Subtotal + Tax.
eNCF / Issuer Tax ID	Identifiers of the electronic tax receipt and who issued it, taken directly from the DGII-signed XML.

Validations when saving

File required to upload: a manual upload can't be completed without selecting at least one file, and each file must respect the size limit configured for your account.
Single-year date range: when filtering Electronic Receipts, the "From" and "To" dates must fall within the same calendar year.
Browse privilege required: to see the "Bulk Registration" and "Electronic Receipts" tabs you need browse access to at least "Vendor Bills" or "Expense Reports"; without either one, the tab shows an access-denied message instead of the list.
Only your own documents: you only see documents belonging to your logged-in company (or with no company assigned) that you've been granted access to; you can't view or change another company's receipts.
Valid user with allowed access: to grant access to a document, the person must exist as a contact with access enabled; otherwise the operation is rejected.
Required fields before registering: vendor, ledger account, currency, exchange rate and (for Vendor Bills) the reference must all have a value before the document can be registered, whether by quick or detailed registration.
Quick registration only with a valid XML: an electronic receipt can only be quick-registered if its XML could be parsed correctly; otherwise the button stays disabled and only detailed registration is available.
No duplicating already-registered receipts: an e-CF whose eNCF and issuer Tax ID already exist on one of your transactions won't show up again in the Electronic Receipts list.

Availability, plan and modules

Receiving documents by email, uploading them manually and registering them as a Vendor Bill or Expense Report have no identified plan restriction: they're available on every edition, subject to browse access to those documents.
The Electronic Receipts tab (e-CF via the DGII) is exclusive to Dominican Republic companies with electronic invoicing/reception enabled for your company; that activation is managed by AdmCloud at the account level, not a switch you turn on yourself in Preferences.
The Quick Registration button (per card or in bulk, both in "Bulk Registration" and in "Electronic Receipts") and downloading the signed PDF are features that must be enabled for your account; if you don't see them, your company simply doesn't have them turned on yet.
If you don't see one of the "Bill/Expense Report with Taxes" shortcuts, it's because your company has no Tax Schedules flagged to show up during document import.

Tips and common mistakes

💡

Ask your vendors to send their invoices directly to receipts@admcloud.net (or forward them yourself): you skip the manual upload and the document arrives ready to register in "Not Processed".

⚠️

Is an electronic receipt's Quick Registration button disabled? That means its XML couldn't be parsed correctly; use Detailed Registration to fill in the document by hand with the information available.

ℹ️

Can't find an electronic receipt you were expecting? Check the Ignored tab: it may have been marked Ignore by mistake, and you can restore it from there. Also remember that a receipt already registered on one of your transactions stops showing up in the list, to avoid duplicates.