Metro Bank is not supported by Quickfile therefore I can only add CSV statements under Banking.
Those statements come with a Tag Me feature which are not recognised by the Purchases or Sales tag. For example, under Purchases, under the “receipts hub” I can upload an invoice I have already paid but it is not recognised by the Banking feature. It states that for a receipt to be recognised I first need to tag it. If I tag it on Receipts Hub it states “Create a new purchase” then I have to input all the details as it was a suppier even if is one off purchase.
This makes things extremely difficult as I must enter/register as a supplier even a meal at Pizza Hut.
Also when scanning receipts with my mobile app they upload and again I need to Tag the supplier. Once I connect to the Online version of Quic file I find the receipt has been authomatically converted in a template Purchase receipt (I wonder if it is legal at all) with a completely different date of purchase and stating “unpaid” even thou I paid already it.
Am I getting something wrong here?
Hi,
yes, I think you get a lot wrong there.
For things like this you maybe could use a “supplier” like Food and Drinks or so. But I am not completely sure, so, it’s best to speak to your accountant. In general for everything you buy for your business you have to show/create a supplier and create an purchase invoice in quickfile and attach your original receipt to it via app, email or upload.
Yes, that’s correct. When creating a purchase invoice make sure you enter the correct date. If not differently stated the software takes always the date from the day you create the purchase invoice in quickfile. But you can change it when you create the purchase invoice or at a later point by opening the purchase invoice and click on Modify Invoice.
When you enter/upload your bank statement in your bank account in quickfile you can see a red Tag me button on the right hand-side. Click it and click on Payment to supplier. The software will now look for your purchase receipt/invoice and show it in a little window. Just click the one that matches and done. The red Tag me button turn green (Tagged).
You can also click the Tag me button on your bank statement screen without haven a purchase invoice created beforehand. After clicking the red Tag me button, click on Payment to supplier. Look for the supplier in the next little window. If it is a new supplier you can create one on that screen. Adfter that create the invoice, fill in all fields and remember to check the date of the purchase. When done click save. Later you can upload your original receipt to that invoice via receipt hub or by opening the purchase invoice and uploading (you have to scroll down a bit).
As mentioned above you have to create purchase invoices from your uploads.
It’s maybe a good idea to have a look in quickfile’s knowledge base to get started
https://support.quickfile.co.uk/
Hope this helps
To be honest it is evn more confusing now.
As you divided my question/s in 3 parts I will respond accordingly:
A) No, I must create a supplier as I am VAT registered and a general Food and Drink etc will not create a Vat Invoice.
B) As stated Metro Bank is not supported. Only CSV statements are supported.
When you say to click on the Tag me button on the Banking sections it only gives me the option of choosing what it is for (Payment to a supplier/Refund to customer/Salary/Bank transfer/Tax to HMRC/Other). When clicking on Payment to suppier it’ll show a search box of 1-2-3 months etc and NO invoices in a little window as you suggest despite I have them uploades as pdfs in the Receipts hub. My only option is to upload invoices from the Receipt hub and create a new supplier every single time with the annoying statement “we couldn’t find any matching purchases on your account, click below to create a new record”.
Also when doing this if the receipt is not exactly the same as the Bank statement (ie 10p difference or date different) it will create a duplicate entry which then I must erase by hand together with the invoice originally uploaded and the entries automatically written by quick books.
Only then it will match the two.
Finally it looks like Quick file invoice registration is defaulted to the Bank reserve account, with other options being Credit Cards, Petty cash etc. How do I make my Metro Account the main Account and also how to correct the Bank on an invoice created which mistakenly have been allocated to a wrong Account? I found myself to having to completely delete invoices and re-issue them from scratch.
I will try to read the link you suggested thou.
Thanks you.
I find extremely difficult to TAG invoices & receipts in Quick file.
It seems the software has problems in recognising transactions when I upload a CSV bank statement file.
When I create an invice and upload it manually as paid the software will create a double entry and not recognise the same name and/or payment amount.
Consequently I have a double transaction and must cancel one by hand.
Furthermore when I upload receipts on the reciepts hub and separately I upload the CVS statement under the Bank account page, the system does not recognise/match the amounts.
Infact If I create an invoice to a supplier from a receipt in the Receipt Hub it will Tag it and show it in the tagged folder. But If I go to statement in the Bank section, the same transaction will show as to be Tagged (RED) and will not match to thte original purchase tagged invoice created in the Receipt Hub.
The same applies viceversa IE If I tag an amount from the Bank section it will not show as tagged on Receipt Hub. Infact I must tag an amount by creating an invoice and match that invoice to a receipt that I must re-download from the broswer as it will not pick up the receipts I have downloaded already on the receipt hub.
I find therefore unuseful to upload receipts onto receipts hub as I cannot match them to an invoice and I end up having them all RED untagged.
Really frustrating
Please help
I’m not entirely sure from your description but it sounds like the thing that is tripping you up is ticking the “paid” box when you register purchases on the receipt hub. The workflow that works for me is
- upload receipts to the receipt hub (typically by emailing them to receipts@quickfile.co.uk)
- tag each receipt in the receipt hub to create the relevant purchase record, but do not tick the “paid” box. The purchase will show as unpaid in the purchases list
- upload my bank CSV and tag the transactions - for supplier payments when I choose “payment to a supplier” and the amount matches one of the unpaid purchases I previously created in the receipt hub, then I get the option to assign the payment to the purchase
My rule of thumb is that I never tick “paid” in the receipt hub if the payment was/will be made from a bank account where I have a feed or a CSV upload. The only cases where I tick “paid” at the hub stage is for things where I’ve paid cash and I want it to create the money out transaction in my petty cash account automatically. Anything where I’ll be later importing the transactions via a feed or CSV I leave them unpaid at the receipt hub step and assign the payment later when bank tagging.