How to create a new incoming item

Incoming items can be received into Vault Synapse in two different ways. Both ways use the same channel, by either adding items manually or receiving them automatically via an external system. 

To create a new incoming item, go to the Finance module and click the Incoming Center module.

Click on a specific incoming channel to view the incoming items.  

Click Add New in the top right corner of the screen. 

The following modal window pops up if the incoming channel is financial. Click the link to find out how to configurate an incoming channel. 

Fill out the fields about the new incoming item: 

• Type – Define whether the incoming item is an invoice or receipt. Item types are defined by the system.
• Vendor – Select product suppliers or service providers from the dropdown list.
• As of Date – The date when the incoming item was created, or a date stated in the document. For example, a date in the invoice.
• Due Date – The date when the document is due. For example, the due date of the payment. However, the due date can also be auto filled based on selected vendor terms.
• Delivery Date – The date the product was delivered to a location, or the date a service was delivered.
• Paid on Date – The date when payment was made.
• Payment Details – Add specific payment details here.
• Amount – The total amount of the incoming item.
• Invoice Number – The Invoice Number generated by vendors and is shown on the documents sent to Vault Synapse.
• Ref. Number – Attachment reference number or any reference number linked to the incoming item.
• Title – Title of the incoming item.
• Description – Description of the incoming item in more detail.
• Attachments – Attach the actual invoice, receipt, and any other relevant files to support your incoming item. 

The following modal window pops up if the incoming channel is not financial. Click the link to find out how to configure a channel. 

Fill out the fields about the new incoming item: 

• Type – Define whether the incoming item is an invoice or receipt. Item types are defined by the system. For non-financial items you can choose Other or select a type that's been defined by your organization administrator.
• Attachments – Attach the actual document you are filing and any relevant files to support your incoming item.  

Review the information and click Save.  

Note! Users can view information only with the relevant permissions/access rights given by an administrator. 

Note! Vault Synapse is a highly customizable tool meaning certain parts and functionalities of the application can be additionally built-it or customized based on your business needs and preferences.