When to split a receipt
You split a receipt when you want to distribute the total amount of an invoice across multiple line items instead of a single entry. You can assign each line item its own account, cost center, tax code, and tax rate.
Typical examples are:
An invoice contains several invoice items that are posted to different general ledger accounts.
You want to distribute amounts across multiple cost centers (KOST 1).
Individual items on an invoice have different tax rates or tax codes.
Tip : If an invoice only requires a single entry, you don't need to split the receipt. Splitting it only becomes worthwhile if you're distributing the total amount across more than one item.
Split receipt open
You start the splitting process directly in the document view of an invoice.
Open the invoice you want to split.
In the right-hand section, view the invoice details, such as net amount, tax amount, tax rate, and total amount.
In the invoice section, click on Split receipt .
Candis then opens the " Split Receipt" table in the lower section . There you enter the individual items.
Note : Before splitting the invoice, check that the total amount is correct. The total amount forms the basis for the distribution across the individual items.
Record and post positions
In the "Split Receipt" table, you create a separate row for each item. By default, the table already contains an initial entry with the full invoice amount.
This is how the amounts change.
The fields Net Amount, Tax Amount, Gross Amount, Tax Rate, and Tax Code are related. Candis calculates the amounts automatically as soon as you change any of these fields.
The tax code determines the tax rate: If you select a tax code, for example 9 - VAT 19%, Candis sets the appropriate tax rate, in this case 19%.
Enter net amount: If you enter the net amount, Candis calculates the tax amount from the tax rate and adds it to the gross amount (net amount plus tax amount).
Enter gross amount: If you enter the gross amount, Candis calculates the tax amount based on the tax rate and adds the net amount (gross amount minus tax amount).
Change tax rate or tax code: If you change the tax rate or tax code of an item, Candis recalculates the tax amount. The last entered amount remains unchanged, and Candis adjusts the other amount fields to this value.
Note: The tax amount is always determined by the tax rate. You don't enter the tax amount directly, but rather adjust it using the net amount, gross amount, and tax rate.
Add more positions
To distribute the receipt across multiple items, you add more lines.
Below the "Split document" table, click on "New item".
For the new position, enter the booking text, amounts, tax rate, tax code, general ledger account and cost center 1.
Repeat this step for each additional position.
You don't need to calculate the amount for a new item yourself. Candis uses the remaining balance, i.e., the portion of the total amount that hasn't yet been allocated to items. First, adjust the amount of an existing item. If you change an item with a total amount of €1,300 to €1,000, the remaining balance will be €300. Then, when you click "New Item", Candis automatically enters the remaining balance of €300 as the default value in the new line.
Note: You currently cannot enter a calculation within a line item. Therefore, you cannot directly calculate "minus €300" in an item with €1,300 to automatically create two lines with €1,000 and €300 while maintaining the same total amount. Instead, use the remaining amount: First, adjust the existing item to €1,000, and then add a second line via "New Item" that uses the remaining amount of €300 as the default value.
At the bottom of the table you can always see the totals for all positions:
Total net: Sum of the net amounts of all items.
Total tax: Sum of the tax amounts for all items.
Total gross: Sum of the gross amounts of all items.
Note: The sum of all items must equal the total invoice amount. As long as the total gross amount and the total invoice amount do not match, the breakdown is not yet complete.
Adjust table
You can customize the "Split Receipt" table to fit your workspace, so you can easily keep track of both the invoice and the individual items.
Drag the top edge of the table up or down to change the height.
As you add more items, the table grows automatically until you adjust the height yourself.
Tip: If you close and reopen the "Split Receipt" table, Candis will reset the height to the calculated default height.
Application examples
Example 1: Create a new item for the remaining balance
An invoice for €1,300 (gross) is to be split into one item for €1,000 and one item for €300 without changing the total amount:
You open the invoice and click on "Split receipt" in the invoice section .
In the first position, you adjust the gross amount from €1,300 to €1,000. This results in a remaining amount of €300.
You click on New Item. Candis automatically enters the remaining amount of €300 as the default value in the second line.
You post the second item with booking text, general ledger account, cost center, tax rate and tax key (if these differ from the first item).
You check the total gross amount to ensure that the sum of both items remains €1,300.
Example 2: Distributing the invoice across two cost centers
An invoice for €553.61 (gross) is to be split between two departments:
You open the invoice and click on "Split receipt" in the invoice section.
For the first position, you enter the booking text, enter the net amount, select the tax key 9 - VAT 19 %, the general ledger account and as cost center 21 - Marketing.
You click on New Position and create a second line with a different cost center.
You check via the total gross amount that the sum of all items corresponds to the total amount of €553.61.