What's the issue?
I don't quite understand how the date fields on expense documents work, nor the impact they have on Holded for accounting and tax purposes.
How to solve it
In the purchase invoice editor in Holded there are several fields related to dates. Let's see what they refer to and the implications of each of them:
The date of the document
The document date or Date field in the purchase invoice editor refers to the date on the invoice you have received from your supplier.
How to enter the document date?
Access your purchase invoice editor or edit an existing invoice:
- Check the date on the document from your supplier
- Enter this detail on the field Date
This is the date that will be used as a reference when generating the accounting entry in Holded.
Check out this article to learn more about this and other fields available in the purchase invoice editor on Holded.
The deduction date
The deduction date in Holded allows you to indicate the deduction period for the invoices you receive, both regular purchases and purchase refunds.
How to enter the deduction date?
Access your purchase invoice editor or edit an existing invoice:
- Go to the Date field
- Click on Deduction date to enable this new field on the purchase editor
- Use the calendar under Deduction date to indicate in which period you will deduct this invoice
If you have the SII feature activated, when you report the deduction date on your purchase invoice, it will also be reflected in the corresponding SII fields:
The deduction date is the date taken into consideration for tax purposes, i.e. for calculating tax models.
Learn more here about these and other fields on your purchase invoices. You can also consult this FAQ on the deduction date.
The date of transaction
This field is only enabled for SII users and is merely informative. The transaction date is completely optional, and would only be used if the date on which the service or delivery of goods was performed is different from the date of the expense document.
How to enter the date of the transaction?
Access your purchase invoice editor or edit an existing invoice:
- Go to Options
- Click on SII
- If necessary, indicate the corresponding date in the field Transaction date, under Invoice information
Remember that this date is informative and has no impact on taxes in Holded or the generated accounting entry.
Learn more here on how to manually complete this and other SII fields on your purchase invoices.
The date of the accounting record
This field is only available to SII users and is informative in nature. With the accounting record date, you can indicate when you registered a specific purchase invoice in your accounting system, i.e. Holded.
How to enter the date of the accounting record?
Access your purchase invoice editor or edit an existing invoice:
- Go to Options
- Click on SII
- Go to the field Date of accounting record under Invoice information and enter the date, if needed
Please note that if this field is not completed, Holded will automatically assign this date based on the date on which you created the invoice. Also, remember that this is always an informative field, with no impact on taxes or the accounting entry.
Learn more here on how to manually complete this and other SII fields on your purchase invoices.
The date of the accounting entry
The date of the accounting entry is not a field accessible from the purchase invoice editor. However, it is reported automatically based on what is indicated in the Date field on the purchase invoices you create in Holded.
How to check the date of the accounting entry?
Access Accounting > General ledger:
- Click on the entry associated with the registered expense in Holded
- In the pop-up window, check the field Date
If you compare the date of the expense document with the date marked on the accounting entry, you will notice that they match.
Check out this article to learn more about accounting management on Holded.