Importing expenses from a reception report
An acceptance-and-rejection report (one row per received document, with the supplier as issuer, the IVA breakdown per tariff, the answer the company gave and the Hacienda status) is imported as historical expenses: one supplier bill per row, the vendor matched or created by identification, the lines rebuilt from the breakdown and the reception answer already on file. No receiver message is ever sent for them.
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Steps
Export the report as your system delivers it: the title rows ("Reporte de aceptaciones y rechazos", the date range, the document count) are no obstacle; Tario finds the header row by itself. When uploading you can choose What are you importing? → Purchases and expenses, or leave Detect automatically: "Factura de venta" in the Tipo de comprobante column is the supplier's perspective and does not turn the report into sales; the Emisor (proveedor), Respuesta, Motivo de rechazo o aceptación parcial and Estado DGT columns say these documents were received. On the review, Classified as… shows the decision with Not this? Change to….
Columns that map: Emisor (proveedor), Vendor identification type, Identificación del emisor, Tipo de comprobante, Número de comprobante (the 20-digit consecutivo names the type: invoice 01, credit note 03…), Fecha (with a time, "31-05-2024 18:56:47"), Moneda, Tipo de cambio, Base gravada, Subtotal del comprobante, the IVA amounts per tariff (IVA Exento 0%, IVA Reducido 0.5% / 1% / 2% / 4%, IVA Transitorio 0% / 4% / 8%, IVA General 13%), Otros impuestos, Valor total de impuestos, Valor total del comprobante, Respuesta, Motivo de rechazo o aceptación parcial and Estado DGT.
Without line columns, Tario rebuilds the lines from the breakdown: one per tariff with an IVA amount (base = amount ÷ rate, or the taxable base when there is a single rate), an exempt line for what the subtotal holds beyond the taxed bases, and a line for Otros impuestos or for what the total exceeds the breakdown by (a restaurant service charge), so the expense totals what the file says. A credit note with negative amounts is imported positive and linked to the same supplier's document with the same total.
Respuesta: Aceptado, Aceptación parcial (with its reason) or Rechazado are kept as the decision already sent; a document the company rejected is imported without posting. Estado DGT ("Comprobante aceptado", "Comprobante rechazado", "En proceso") is stored as the Hacienda status, informational only. The vendor is matched by identification and created with the column's identification type.
A supplier's document number is not unique across suppliers: the bill takes Tario's next number and keeps the consecutivo as its Hacienda number (search Expenses by it). A row identical to another (the report sometimes lists the same document twice) is left out with a warning and the document is imported once; the same supplier and number with different amounts is an error on the review.
Tips
- A "USN" or "USS" currency is read as dollars (USD).
- Imported expenses stay payable; record the payments afterwards, or add Paid amount and Bank account columns to the file.
Common errors
| Code or message | What it means | How to fix it |
|---|---|---|
The document carries no amounts: neither lines nor an IVA breakdown, subtotal or total. | The row has neither line columns (quantity and price) nor document amounts to rebuild them from. | Map Valor total del comprobante or Subtotal del comprobante and the IVA amounts per tariff, or export the report with lines. |
This row repeats row :row of the same file. | The same document (supplier and number) appears twice in the report with different data. | Check which of the two rows is right, or import the valid rows: the document is created once. |
This row is identical to row :row of the same file: it is left out… | The report lists the same document twice, cell for cell (the report header's document count includes both). | Nothing: it is a warning. The document is imported once. |
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