Enter a receipt manually

Use this when the PDF scan quality is poor, the receipt is handwritten, or you just need to quickly enter a known transaction.

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Steps

1. Go to Expenses → New Expense.
2. Leave the PDF upload empty and fill in the fields directly:
   • Supplier — type the supplier name. If you have worked with them before, it will autocomplete.
   • Date — the date on the receipt.
   • Receipt time — optional, but useful for EFD receipts which show the exact time.
   • VRN — the supplier's VAT Registration Number (e.g., 40-123456-E). Found on the receipt.
   • Z-number — the EFD receipt number. Looks like 34F175101342. Found on the receipt, often labelled "Receipt No." or "Z-No."
   • Net amount — the amount before VAT.
   • VAT amount — the VAT charged (leave 0 if the supplier is not VAT-registered).
   • Gross amount — total paid (net + VAT).
   • Account code — the expense category.
3. Optionally attach a photo or scan of the receipt using the Attachment field.
4. Click Save Receipt.

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What if I do not have the Z-number?

The Z-number field is optional. You can save a receipt without it. However, without a Z-number, the receipt cannot be TRA-verified. For business expenses where you want to claim input VAT, TRA verification is important — so try to include the Z-number whenever possible.

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Tips for accurate manual entry

• The gross amount is what you paid total. If you paid TZS 118,000 for something, the gross is 118,000. The VAT (at 18%) is 18,000, and the net is 100,000.
• If the supplier is not VAT-registered, set VAT to 0 and net = gross.
• The VRN format on TRA receipts is typically NN-NNNNNN-E or similar. Enter it exactly as printed.