Incoming documents

This page is the main dashboard for managing all incoming documents, mainly supplier invoices and credit notes, but also other types of document. It enables you to monitor their status, perform posting actions, and get an overview of your supplier debts.

1. Dashboard overview

At the top of the page, a visual summary gives you a quick overview of the status of your documents over the selected period:

Paid: Total amount and number of invoices you have already paid.
Unpaid: Total amount and number of unpaid invoices awaiting payment.
Overdue: Total amount and number of invoices overdue and awaiting payment.
To be defined: Total amount and number of documents that have not yet been classified or are awaiting action on your part.

2. Filters and search bar

Just below the dashboard, you'll find options for filtering and searching your documents:

Filters by status: The "All", "Unknown" and "Paid" tabs allow you to display only a specific category of documents. The number next to each tab indicates the number of documents in that category for the selected period.
Search bar: You can search for a specific document by typing the supplier name, the file name, or part of the amount in the search bar.

3. Document table

This is the main part of the page, where each row represents an incoming document. The table contains the following columns:

Type: Indicates the type of document (e.g. "Purchase", "Other").
Issuer: The name of the supplier who issued the document.
File name: The original name of the file that was uploaded.
Amount incl. VAT : The total amount of the document, including all taxes.
Date: The date the document was issued.
Payment : The payment status of the document. It can be "Paid", "Unpaid" or "Unknown".
Status (accounting): The accounting status of the document. "Pending" means that it has not yet been processed or accounted for.

4. Possible actions

Change period: The "Period" drop-down menu in the top right-hand corner lets you select "This quarter", "This month", "This year", or another period to display the corresponding documents for the document date (usually the invoice date). The document loading date is not taken into account here. As a result, loading older documents automatically reclassifies them in the corresponding quarter, often causing them to disappear from the default window.
Download: Check the selection box for one or more documents, then click on the "Download" button in the top right-hand corner to start preparing a ZIP compressed file containing the original files of the selected invoices or credit notes. When the number of files is large, or the originals very voluminous, several ZIP files may be created, with indexes 1, 2, 3 etc. As soon as the files are ready, a notification will appear indicating their availability:

Clicking on it takes you to the download list, which can also be accessed via the "Resources" menu under your login.

Approve: Check the selection box for one or more documents, then click on the "Approve" button in the top right-hand corner to indicate that you approve these invoices and that they can therefore be posted by your trustee.

Note that if your account is linked to a Bepay-affiliated trustee, then the approved document data automatically becomes available to the trustee in the trustee's Bepay application or accounting software, depending on the arrangements agreed between the trustee and Bepay.

Note: if you wish, approval can be automatic as soon as the document is loaded, if this option has been enabled in the .

Document loading

The "Document loading" section lets you easily import invoices and other documents directly into Fidly. When the left-hand menu is deployed, you have access to 3 deposit areas, whereas when the menu is compacted, only the "Purchase" box should be the most frequently used.

1. Document deposit

You can deposit your files in two ways:

Drag & drop: Drag your files from your computer and drop them into the corresponding zone (e.g. "Supplier invoices" or "Other documents").
Click to select: Click on the zone to open your computer's file explorer and select the documents you wish to upload.

2. Accepted formats and limits

Size limit: Each file must not exceed 10 MB.
Accepted formats: The following formats are supported: PDF, XML, and images (JPG, JPEG, PNG).

3. Document categories

Purchase documents: For invoices and credit notes relating to company purchases.
Sales documents : For invoices and credit notes you have issued.
Other documents : For all other types of documents you wish to store.

4. Tip for Mac users

If you're using the Mac application, you can drag your files directly onto the application icon in your Dock to start loading.

5. Loading via the mobile application

The Fidly mobile application lets you photograph documents directly, and in particular tickets, which are instantly uploaded and recognized in your list of incoming documents.