Proof of Expenditure

When buying services or goods, if a self billed document is needed, you are required to issue a “Proof of Expenditure Bill”.

This guide demonstrates how to create a “Proof of Expenditure” / non-liable Issuer bill, for individual suppliers in Greece (myDATA document type “3.1 Proof of Expenditure Bill”)

Authorization variables

• Token: API key.
  To find your API key open the Elorus web application and navigate to the "User Profile". The API key is personal and there's only one key per user.
• X-Elorus-Organization: Organization ID.
  The organization whose data you wish to access. To find the Organization ID visit the Elorus web application and navigate to "Settings > Organization > Organization ID". Each organization has an ID of its own.

Supplier

1.1 Create a new contact

- The guide assumes you’re working on a new Elorus organization, so this step can be omitted.

First lets create a supplier so there is someone to get billed from. In a business context, contacts are individuals or businesses whom you transact with; typically your clients, leads, suppliers and partners. Since Elorus will let you manage your sales as well as your expenses, a contact may represent either a client or a supplier (or even both).

1.2 Get contact ID

Filter e.g. by “company”, to get the contact ID. Retrieved contact ID in this case is “2608266726156011067”.

Document type

2.1 Create a “Proof of Expenditure” document type

In this case, a “Proof of Expenditure” document type will be needed. There is no “Proof of Expenditure” document type pre-created and API does not support document type creation. So in order to create it, use of Elorus' UI is mandatory.

1. Login to your Elorus account
2. Go to: “Settings -> Document Types”
3. Click “+Add” on top right corner
4. And set it up as the picture below. Title used is for example purposes, the field can take any name.
5. Click “Save”

2.2 Get document type ID

Search by “title”, to get the document type ID. Retrieved document type ID in this case is “2569066492662384486”.

Taxes

This document is not subject to VAT.

Bill creation

3.1 Create Proof of Expenditure

The final step, is to create the Bill itself. The list below describes all the needed fields.

1. X-Elorus-Organization: your organization ID
2. calculator_mode: sets your values as “initial” or “total”, meaning before or after taxes.
   1. When “total” is used, then it is mandatory to use “unit_total” in items.
   2. When “initial” is used, then it is mandatory to use “unit_value” in items.
   3. Depending on the situation, Elorus will calculate the taxes accordingly.
3. expense_category: ID of the associated expense category.
4. supplier: Supplier id - In this case we created a “Προμηθευτής” contact.
5. draft: true or false depending on the need to issue immediately an invoice or not. If true, the bill will not reach MyData/Softone, until issued.
6. documenttype: Document Type ID - In this case we created a “Τίτλος Κτήσης” document type, associated with the corresponding “aade type”.
7. My data specific fields: mydata_document_type - mydata_classification_category - mydata_classification_type - paid_on_receipt - payment_method
   1. mydata_document_type: aade type
   2. mydata_classification_category: income type aade
   3. mydata_classification_type: classifications of Ε3 aade
   4. paid_on_receipt: Bill amount that was paid when bill was issued. If “0” then you don’t need to send payment_method since Elorus will automatically apply payment_method as on credit.
   5. payment_method:
      1. “1”: Domestic Payments Account
      2. “2”: Foreign Payments Account
      3. “3”: Cash
      4. “4”: Cheque
      5. “6”: Web Banking
      6. “7”: POS / e-POS