Documents on a phone

Why you need this

A phone is handy for issuing an invoice right next to the client and showing the document on the spot. The set of types is shorter than on a computer: Реализация (sale), Счёт на оплату (invoice), Поступление (receipt) and Доверенность (power of attorney) — the ones most often needed outside the office. The same documents in the cabinet are described in Invoice, sale, waybill.

What you need

• A selected company. Without it the home screen has no Продажи (Sales) and Покупки (Purchases) tiles, and the Каталог (Catalog) tab has no Разделы (Sections) block. How to switch company is described in What you can do on a phone.
• Goods and services in the reference book. If an item is missing, you can create it right while picking items with Добавить (Add) — see Goods and services.

Step by step

Document list

1. Open a section in one of these ways:

   • on the Главная (Home) tab, tap the Продажи or Покупки tile;
   • on the Каталог tab, in the Разделы block, tap Продажа (Sale) or Покупка (Purchase).

2. Pick a tab at the top of the screen:

   • in Продажа — Реализация or Счёт на оплату;
   • in Покупка — Поступление or Доверенность.

   While the app stays open, the section remembers the tab you picked.

3. To find a counterparty's documents, enter their BIN or IIN in Поиск по БИН/ИИН (Search by BIN/IIN). A BIN (company tax ID) belongs to a company, an IIN (personal tax ID) to a sole trader or a person.

4. To filter by period, tap the calendar icon to the right of the search. In the Период (Period) window pick dates in С (From) and По (To) and tap Применить (Apply).

5. To clear the period, open the Период window again and tap Сбросить (Reset).

Documents are grouped by date. Each card shows the counterparty, the document type and number — for example «Реализация №12», the amount, the status and the number of items — for example «Позиций: 2». A power of attorney shows the authorised person instead: «Доверенное лицо: …».

The status is Создан (Created), Проводится (Posting) or Проведён (Posted). Any other status is shown as is, with a grey badge. A document without a status has no badge.

Creating a document

1. In the list, tap the button at the bottom of the screen. It is named after the open tab: Создать реализация, Создать счёт на оплату, Создать поступление or Создать доверенность (Create …).
2. A form opens with the caption Создание (Creating) and two tabs — Основное (Main) and Позиции (Items). Номер документа (Document number) and Дата документа (Document date) are already filled in: the next free number and today's date.
3. Fill in the fields on the Основное tab. Required ones are marked with an asterisk; the set depends on the document type:

Field	Document	What to enter
Номер документа, Дата документа	All	Change them if the suggested values do not fit
Действительна до (Valid until)	Power of attorney	The date the power of attorney is valid until. Required
Валюта (Currency)	Invoice	The invoice currency
КНП	Invoice	KNP (payment purpose code). Required
Мой счёт (My account)	Invoice, power of attorney	Your bank account
Контрагент (Counterparty)	All	The buyer or supplier. Required
Договор (Contract)	All	The contract with the counterparty, if there is one
Доверенное лицо (Authorised person)	Power of attorney	The employee you issue the power of attorney to. Required
Доверенность (Power of attorney)	Sale	The buyer's representative's power of attorney, if they collect the goods

4. On a sale, the Доверенность row opens a window of the same name. Fill in Номер доверенности (number), Дата доверенности (date) and ФИО доверенного лица (full name) and tap Сохранить (Save).

5. On a power of attorney, check the hint under Доверенное лицо. Red text means the employee's card has no position or ID document — fill it in on a computer, see Employees in documents.

6. Tap Далее (Next) at the bottom of the screen. Payda checks the tab's fields and opens Позиции; an empty required field shows «Обязательное поле» (Required field).

7. On a sale or a receipt, check Склад (Warehouse) — the default warehouse is filled in. The warehouse is required if the document has goods; a services-only document does not need it.

8. Tap Добавить позиции (Add items) — Каталог opens. Tick goods and services and tap Добавить в документ (Add to document) — the button shows how many items are ticked.

   If an item is missing, tap Добавить, fill in the card and tap Добавить in it. The new item is ticked straight away. Services cannot go into a power of attorney — the catalog does not show them there.

9. Tap an item to edit it. Enter Количество (Quantity), Цена за единицу (Unit price) and Ставка НДС (VAT rate) and tap Сохранить. An item of a power of attorney has only Количество.

10. Remove an extra item with Удалить позицию (Remove item) in the same window or with the bin icon on the right of the item row.

11. Below the items you see Сумма без НДС (Amount excl. VAT) and Сумма НДС (VAT amount). If your prices already include VAT, turn on В том числе НДС (VAT included) at the bottom of the screen and check Итого (Total).

12. Tap Сохранить. «Документ сохранён» (Document saved) appears, and the document card opens.

The items tab shows how many there are — for example Позиции (3). A power of attorney has no amounts, so the bottom of the screen holds only the button.

From another document or a deal

You can create a sale from an invoice:

1. Open the invoice and find the Статус документов (Document status) block at the top of the Основное tab.
2. Tap Создать реализация under the block. The sale form opens with the invoice's counterparty, contract and items.
3. Check the number, date and warehouse — the sale has its own — and tap Сохранить.

In the saved sale the invoice appears in the Статус документов block marked «Основание» (Basis).

A document for a deal is created from the deal card: on a step without a document, tap Создать (Create). After Сохранить the document is attached to the step, and you return to the deal card.

If attaching fails, the document card opens. Attach it from the deal with Привязать (Attach) — see Deal card on a phone.

Editing or duplicating

1. Open a document from the list. On the right of the header there are two icons without labels: a pencil and a copy icon.
2. To edit the document, tap the pencil. The same form opens with the caption Редактирование (Editing).
3. Change the fields and items and tap Сохранить — «Документ сохранён» appears. Editing does not change the document's status.
4. To make a copy, tap the copy icon. Answer a question such as «Продублировать реализацию №12?» (Duplicate sale No. 12?) with Дублировать (Duplicate). Отмена (Cancel) closes the window without a copy.
5. A Создание form opens with the document's data, the next free number and today's date. Check it and tap Сохранить.

The copy appears in the list only after Сохранить. The original document does not change.

Document card

1. The header shows the document type and number, for example «Реализация | №12», and its date. Below the header are the status and Сумма (Amount).
2. The data is split into the Основное and Позиции tabs. A power of attorney has no tabs: its items have no prices, so there is one card.
3. Основное starts with the Статус документов block — linked documents and print forms with their status. If there are no links, it says «Связанных документов нет» (No linked documents).
4. Tap Открыть (Open) on the row you need:
   • a document or a payment opens as its own card;
   • a print form, for example a waybill or an AVR (work completion act), opens full screen. It is signed and sent from there — see Signing a document.
5. A row marked «Основание» is the document this one was created from. An invoice has a Создать реализация button under the block.
6. The Основное block shows the document date and, for a sale or a receipt, the warehouse.
7. The Контрагент block shows the name, the «Плательщик НДС» (VAT payer) badge and ИИН/БИН. The copy icon next to the number copies it, and «Скопировано» (Copied) appears.
8. Показать реквизиты (Show details) reveals КБЕ, ОКПО, Код налогового органа (tax office code) and Свидетельство НДС (VAT certificate).
9. Below is По договору (Under contract) with the contract number or «Без договора» (No contract). A sale also has the Доверенность row there.
10. The Позиции tab holds the Детализация (Breakdown) block: items grouped into Товары (Goods) and Услуги (Services).

How to check it worked

After Сохранить, «Документ сохранён» appears and the document card opens. The document is in its section's list and shows up in the desktop cabinet straight away — the database is shared.

Common problems

What you see	Why	What to do
«Обязательное поле» under a field	The field is empty	Fill it in and tap Далее or Сохранить again
«Документ не сохранён» and «Проверьте обязательные поля» (Document not saved, check required fields)	A required field on Основное or Склад on Позиции is empty	Payda opens the right tab: fill in the field marked «Обязательное поле»
«Документ не сохранён» and «Добавьте хотя бы одну позицию» (Add at least one item)	The document has no items, or an item's Количество is zero. On an invoice, also an item without Ставка НДС	Add items. If there are some, open each one and check Количество and Ставка НДС
«Не заполнены данные сотрудника» (Employee details missing)	The authorised person's card has no position or ID document	Fill in the employee card on a computer — Employees in documents
«Документ недоступен» and «Ссылка на документ отсутствует» (Document unavailable, no link)	The row in Статус документов has no file	Open the document later or in the desktop cabinet
«Не удалось загрузить документ» (Could not load the document)	The document did not load	Go back to the list and open the document again a little later
«Ничего не найдено» (Nothing found)	Nothing matches the search and period	Clear the search, and in the Период window tap Сбросить
«Документов пока нет» (No documents yet)	There are no documents of this type yet	Create the first one

What next

• Signing EDO documents on a phone — how to sign a waybill or an AVR. EDO (ЭДО) is electronic document management.
• Goods and services — the item catalog on a phone.
• What you can do on a phone — the rest of the app.