Working with Documents via the Mobile App

TABLE OF CONTENTS

• Documents Available in Precoro Mobile

• How to Create Documents

  • Step 1: Select the Document Type

  • Step 2: Fill Out the Details

  • Step 3: Add Items

  • Step 4: Add Comments and Attachments

  • Step 5: Confirm and Send the Document

• How to Add Receipts

• How to Automate Expense Creation with AI

• How to Edit Documents

• How to Track Documents

  • From the Module Page

  • From the Document Page

• Mark Documents as Paid in the Mobile App
  • Add Payments
  • Cancel Payments

Documents Available in Precoro Mobile

Currently, you can create these types of documents in the Precoro mobile app:

• purchase requisition;

• purchase order;

• receipt.

You can view, approve/reject, and cancel all types of documents accessible via the app. Please see this article for the full list of available modules and actions.

How to Create Documents

Let’s review the process of creating a document using a purchase order as an example.

Step 1: Select the Document Type

On the Documents page, select the type of document you want to create; you will be redirected to the corresponding module. Click the + icon to add a new document. If you have custom forms, select one to proceed.

Step 2: Fill Out the Details

Fill out the required standard and custom fields, then click Create. You can also add a note for the supplier while completing this section.

Step 3: Add Items

On the items tab, you can:

• add new items or select items from the Catalog;
• delete and Edit the added items;
• click on the item card to view all details;
• see the number of items in the document near the tab’s title.

Step 4: Add Comments and Attachments

Comments for Precoro users and attachments (both internal and external) can be added on the corresponding tabs.

Step 5: Confirm and Send the Document

Once everything looks good, press the Confirm button at the bottom of the screen. 

If your company uses the Approval Workflow feature, the PO status will change to Pending. Once approved, you can send the PO to the supplier by clicking the Send to Supplier button at the bottom.

If automatic PO sending to suppliers is enabled in your company, you do not need to do it manually. Learn more about this feature here. You will still have access to the Resend to Supplier button, in case you need to send the order again.

How to Add Receipts

On the Receipts page, click the + icon, select a PO to which the receipt will be added, and click Add Receipt. 

Select the items from the order you want to receive and click Next Step.

Fill out the details and press Add Receipt.

How to Automate Expense Creation with AI

Expense creation can be automated directly from the mobile app using AI-powered receipt scanning.

To create an expense using AI:

1. Open the Expenses page in the mobile app.
2. Tap the plus (+) button to add a new expense.
3. Upload an expense by:
   1. Taking a photo
   2. Selecting an image from the gallery
   3. Uploading a file
4. Precoro will scan the expense and automatically fill in the form.
5. Review the pre-filled fields, complete any required information, and submit the draft for approval.

How to Edit Documents

Editing is available in Purchase Orders, Purchase Requisitions, Receipts, and Expenses.

Here’s how you can use this feature:

1. Open the document you need to edit.
2. Click the More Options menu at the top right. At the bottom of your screen, you will see available actions; click Edit. For Expenses on Draft status, you will see the Edit button at the top right of the document page.
   
3. Enter the correct values. Once everything looks good, click Update to save the changes.

Please note that document editing may activate the re-approval process. Learn more about what triggers it here.

In addition to editing documents, you can also revise them on mobile. This feature offers the ability to change items and correct the values of document fields. To revise a document, open it, press “...” in the top right corner, and select Revise.

How to Track Documents

From the Module Page 

On any module page, you can use these tools to navigate the document list faster:

1. Statuses

   Statuses are displayed for every document, allowing you to understand its progress stage at a glance. Learn more about PO statuses here.

   
   

2. Infocards

   Infocards are standard sets of filters to speed up searching. Click the infocard to see only the documents that match the criteria.

   

3. Filters

   For a more precise search, click the Filters icon and select the needed parameters.

   

From the Document Page 

When viewing a document, you will see its status along with other details. Additionally, if there are related documents, you will see their numbers and links to them.

Mark Documents as Paid in the Mobile App

Invoices and expenses can be marked as Paid or Partly Paid directly in the mobile app.

To work with payments in the mobile app, the Payments module must be enabled, the user must have the Invoices / Expenses Pay role, and the document must have Approved or Partly Paid status.

Add Payments

To mark a single document as paid:

1. Open the document.
2. Press Add Payment at the bottom of the screen.
3. Fill in the details.
4. Press Pay.

To add payments in bulk: 

1. Navigate to the Invoices or Expenses module, depending on what type of documents you want to pay.
2. Press the Payments icon (see screenshot below).
3. Select the documents you want to pay and press Add Payment.
4. Fill in the details.
5. Press Pay.

Cancel Payments

To cancel a payment from the document page:

1. Open a Paid or Partly Paid invoice or expense.
2. Go to the Previous Payments section.
3. Press Cancel on the required payment.
4. Confirm the action.
5. The payment status will change to Cancelled, and the document will return to Approved or Partly Paid.

To cancel a payment from the Payments list:

1. Open the required payment.

2. Press Cancel.

3. Confirm the action.