Record a receipt (an expense you already paid)

How to put a purchase you paid for on the spot into Todah, and how that differs from a bill you pay later.

A receipt is proof you already paid: the slip from the gas station, the hardware store, a lunch with a client. A bill is money you still owe. Todah keeps both on the Bills screen; a receipt is simply a bill that is already Paid.

Bill or receipt: how to tell

• It says "Invoice", has a due date or payment terms, and you have not paid yet: it is a bill. Record it with New Bill and leave it Outstanding.
• It shows you paid (cash, card, "PAID", change given): it is a receipt. Record it as below and it ends up Paid.

Way 1: scan it (quickest)

1. In the menu on the left, choose Bills.
2. Choose Scan Bill or Receipt and pick the photo or PDF of the receipt.
3. Wait while Todah reads it ("Reading …" shows under the Bills title). A form titled Review Scanned Receipt opens, with the note "Receipt: this will be saved as a paid bill."
4. Check the vendor, date, lines, tax and total against the slip, and fix anything that is wrong.
5. Choose Create Bill. The message "Receipt saved as a paid bill" appears. The receipt is saved as Paid, with a payment for its full total dated on its Issue Date, and the photo is attached to it.

Way 2: type it in

1. In the menu on the left, choose Bills, then New Bill.
2. Fill in the form exactly as for a bill (see Record a bill). Put the purchase date in Issue Date. Leave Due Date empty.
3. Choose Create Bill. It is saved as Outstanding.
4. On its row in the list, choose Mark Paid. A window titled Mark Bill Paid opens with the full amount filled in.
5. Set Payment Date to the day you paid, choose the Method (for example Credit card), and choose Record Payment. The status changes to Paid.
6. To keep the slip, choose Attachments for the same bill and upload a photo of it.

Way 3: from the bank line (no slip at all)

Owners and admins can use Banking. There, a card or debit purchase that came in on your bank feed or statement can become a paid bill in one step: choose Match on the line, and under Create a Bill from This Entry pick the Vendor, the Category and the Sales Tax that was charged (or No tax), then choose Create Bill & Match. The bill is created as Paid, dated with the bank date, and matched to the line. Todah works the tax out of the bank amount, so a $105.00 purchase with GST 5% becomes $100.00 plus $5.00 GST.