Difference between revisions of "Validating invoices"

Revision as of 15:34, 25 November 2013 (view source) Onea (talk | contribs) ← Older edit		Latest revision as of 16:00, 16 February 2021 (view source) Onea (talk | contribs)
(186 intermediate revisions by 3 users not shown)
Line 1:		Line 1:
−	After scanning, and the OCR process (recognition) the invoices have to be validated in “My tasklist”.	+	After scanning and recognition (the OCR process), the invoices have to be validated in ''"My tasklist"''.
−
−	In “My tasklist” you have two subdivisions:
−
−	:* “To Validate”: invoices to be validated and booked.
−	:* “Exception handling”: invoices in status invalid, which need special attention.
		+	The different options available in the tasklist can be viewed [[Left_sidebar|here]].<br/>
		+	<br/>
	== Selecting the appropriate document type==		== Selecting the appropriate document type==
−	Two different document types per company are available:	+	Depending upon the settings and the company selected, there are different document types available.
		+	* '''All environments''':
		+	** Incoming invoices
		+	** Incoming mail
		+	* '''EIS''':
		+	** VAT statement
		+	** PO request (see "[[PO_request_and_matching|PO request and matching]]")
		+	* '''VIS''':
		+	** Coda
		+	** PO request (see "[[PO_request_and_matching|PO request and matching]]")
		+	* '''EIS''', '''OIS''', '''VIS''' and '''Connected'''
		+	** Outgoing invoices
		+	<br/>{{warning|For the moment, the document type ''Outgoing invoices'' is not available for MIS and NIS.}}
		+	<br/>{{info|The ''Incoming invoices'' and ''Outgoing invoices'' views are similar to each other and their functionality is explained below. For more information about the ''Incoming mail'' document view, click [[incoming_mail_document_view|here]]}}<br/>
−	* Incoming documents, for processing the incoming invoices and credit notes.	+	You can choose a document type by hovering over [[image:documentType.png|link=]] "Document type". The list with available document types will appear.<br/>
−	* Outgoing document, for processing the outgoing invoices and credit notes.	+	<br/>[[image:document_types.png|link=]]
−
−	You can toggle between these two document types by hovering [[image:documentType.png|link=]] and selecting the appropriate document type.
	==Selecting individual invoices for validation==		==Selecting individual invoices for validation==
−	'''Location: '''Archive - My Tasklist – Invoice list &gt; click [[image:magnifier.png|link=]] (View the document)	+	When importing an invoice into 1Archive, a validation check is performed on the invoice. Depending upon the outcome of this check, an invoice can be marked as valid or invalid. This validation status is visible in the list view.<br/>
		+	To view an invoice for validation, you can select the magnifier icon at the beginning of the invoice list.
		+	* [[image:view_ok.png|link=]] '''"View the document"''': the document is entirely valid but you are still able to change any field in this invoice.
		+	* [[image:view_notok.png|link=]] '''"View the document"''': the document is invalid so further validation is needed before you are able to send this invoice to the accountancy package.
−	To select the invoice for validation, select  [[image:magnifier.png|link=]] (View the document) at the beginning of the invoice list.	+	<br/> {{note|When a document appears invalid, this means it contains errors or some of the fields are in doubt. Reasons could be multiple possibilities for a field, or a required field was not recognized so you need to enter it manually, ...}}<br/>
−	==Invoice validation view==	+	{{info|When a document is processed by another user, it is indicated as locked by the [[image:lock.png|link=]] "Document is locked by $USER" button. The document can still be opened (unless the "Skip locked documents" setting is turned on), but will be readonly.}}<br/>
		+
		+	When you open an invalid document, and you make it valid by fixing all errors, the magnifier icon will turn green after pressing the [[image:save.png|link=]] "Save" button.
		+	<br/>{{info|It is also possible to [[Performing_support_tasks#Filter_on_validation_status|filter]] by validation status in order to send at once all valid invoices to the accountancy package.}}
−	The left hand side of the page shows the information of the invoice header fields (header data).	+	<br/>[[image:List.png|link=]]
−	At the top of the header fields you have following icons available:	+	==Invoice validation view==
−	* [[image:fieldsHeader.png|link=]] (Header fields) displaying the header information.	+	The left hand side of the page shows the basic information about the invoice. Default, the '''header field data''' will be shown. Following tabs are available:
−	* [[image:fieldsTechnical.png|link=]] (Technical fields) displaying the technical information.
−	** ScanPRO ID, identification number in the ScanPRO system.
−	** Current workflow status of the document.
−	*** “Validation”: indicating that the invoice still has to be validated.
−	*** “Create”: in case of manual adding an invoice, still to be validated.
−	*** “Exception”: indicating that the invoice is possible invalid, e.g. duplicate invoice.
−	*** “Cancelled”: invoice is canceled.
−	*** “Wait feedback”: invoice is sent to the accounting system and is waiting for an update with voucher number and date.
−	*** “Ended”: invoice is fully processed.
−	** Indexed: Yes/No, indicating if a full text search has been performed on the document.
−	** Reception method, the way the document came into the system:
−	*** Web scanning
−	*** Mail
−	*** Manual creation (add document)
−	*** XML (electronic invoice)
−	** Scan user
−	** Scanning date.
−	** Incoming date into ScanPRO.
−	** Cancel reason, in case the invoice has been scanned.
−	** Accountant, the person who booked or cancelled the invoice.
−	* [[image:fieldsAttachment.png|link=]] (Attachments) displaying <u>''[[Validating_invoices#Handling_attachments_to_invoices|the attachments]]''</u>.
−	* [[image:fieldsNotes.png|link=]] (Comments) displaying <u>''[[Validating_invoices#Adding_comments_to_invoices|comments]]''</u>.
−	* [[image:fieldsRelated.png|link=]] (Related documents) displaying related documents, not in use for current version.
		+	* [[image:fieldsHeader.png|link=]] '''"Header fields"''': displaying the header information. Depending upon your environment, you have different fields available:
		+	** [[Header_fields_EIS|Header fields EIS]]
		+	** [[Header_fields_OIS|Header fields OIS]]
		+	** [[Header_fields_VIS|Header fields VIS]]
		+	** [[Header_fields_Connected|Header fields Connected]]
		+	** [[Header_fields_MIS| Header fields MIS]]
		+	** [[Header_fields_NIS| Header fields NIS]]
		+	* [[image:fieldsTechnical.png|link=]] '''"Technical fields"''': displaying the technical information.
		+	** [[Technical_fields|Technical fields]]
		+	* [[image:fieldsDelivery.png|link=]] '''"Delivery fields"''': displaying the delivery information.
		+	* [[image:fieldsNotes.png|link=]] '''"Comments"''': displaying the [[Validating_invoices#Adding_comments_to_invoices|comments]].
		+	* [[image:fieldsAttachment.png|link=]] '''"Attachments"''': displaying the [[Validating_invoices#Handling the attachments|attachments]].
		+	* [[image:fieldsRelated.png|link=]] '''"Related documents"''': displaying related documents.
		+	* [[image:images.png|link=]] '''"Images"''': view the different attachments of the document in the left window of the document view.
−	The <u>''[[Validating_invoices#Action_buttons_available_for_validating_invoices|action menu]]''</u> for the document is displayed above the header fields. The availability of the functions in the menu bar are dependent on the workflow status.	+	<br/>The [[Validating_invoices#Action_buttons_available_for_validating_invoices|action buttons menu]] for the document is available above the different tab pages. The visibility of these buttons are dependant upon the workflow status in which the document is at that particular moment.
−	The lines at the bottom of the page are the account lines (posting lines). An invoice has always to contain at least one account line.	+	At the bottom of the page, the [[Validating_invoices#Adding, editing and deleting posting data in the document view|accounting lines (posting lines)]] and the [[Validating_invoices#Adding, editing and deleting detail line data in the document view|detail lines]] are available.
		+	<br/>{{warning|An invoice always has to contain at least one account line!}}<br/>
−	The right hand side part of the page shows the scanned invoice image. If the document consists of several attachments, you can browse using the arrow buttons in the bottom right of the image screen.	+	The right hand side part of the page default shows the scanned invoice image. Here are also a few different tab pages available:
		+	* [[image:images.png|link=]] '''"Images"''': shows the scanned invoice image.
		+	* [[image:EventLog.png|link=]] '''"Log"''': shows all log entries about what happened with the document.
		+	* [[image:deliverylog.png|link=]] '''"Delivery log"''': shows all log entries for the delivery of the invoice. '''This is currently not in use.'''
		+	* [[image:workflow.png|link=]] '''"Log"''': shows which workflow statuses the document had up until now.
		+	* [[image:fixedflow.png|link=]] '''"Flow visualisation"''': a visual representation of the workflow log.
−	* [[image:blockFirst.png|link=]] go to the first attachment.	+	<br/>Click [[Document view tabs|here]] for more information on the different tabs.
−	* [[image:blockPrevious.png|link=]] go to the previous attachment.
−	* [[image:blockLast.png|link=]] go to the last attachment.
−	* [[image:blockNext.png|link=]] go to the next attachment.
−	Use the acrobat scroll bar to navigate to a specific page in the document.	+	==Adding and editing header invoice data in the document view==
−	<br/><br/>	+	The fields available in [[image:fieldsHeader.png|link=]] "Header fields" are in a fixed order. This is determined on a global level, so it can't be changed.
−	At the left bottom of the image screen you have following possibilities:
−	* [[image:save.png|link=]] (Download) for downloading the image.	+	<br/>{{info|For fast moving between the different fields, use the '''Tab''' button on your keyboard.}}<br/>
−	* [[image:outgoing.png|link=]] (Detach) for detaching the image and putting it on a second screen, this will facilitate the input of data. If you want to disable the detachment, just close the detached screen.
−	<br/>
−	Possibilities only available after definitive booking in the accounting package:
−	* [[image:signature.png|link=]] (Signature) for downloading the signature of the image.	+	For more information on which fields are available, see one of the following pages:
−	* [[image:key.png|link=]] (Public key) for downloading the public key of the image.	+	* [[Header_fields_EIS|Header fields EIS]]
−	* [[image:validate.png|link=]] (Validate) for checking if current image has been modified since archiving.	+	* [[Header_fields_OIS|Header fields OIS]]
−	* Annotating information on top of the invoice image: date/time when feedback received from accounting package (voucher number), voucher number and accountant.	+	* [[Header_fields_VIS|Header fields VIS]]
−	<br/>	+	* [[Header_fields_Connected|Header fields Connected]]
−	On the left top of the image screen you have two buttons; one for selecting the image, the second to view the invoice log. <br/>You can toggle between invoice image view and invoice log view, by clicking on the appropriate icon:	+	* [[Header_fields_MIS|Header fields MIS]]
		+	* [[Header_fields_NIS|Header fields NIS]]
−	* [[image:images.png|link=]] (Images) image view.	+	Some of the fields are prefilled by the scanbatch definitions and/or by the OCR recognition.<br/>
−	* [[image:EventLog.png|link=]] (Log) invoice log view.
	<br/>		<br/>
−	All invoices have a log which contains all the events related to the invoice. The log is updated with following information:	+	Fields prefilled by the scanbatch definition:
		+	<br/>'''All environments''':
		+	* Invoice type
		+	* Journal
−	* Import: When a document arrives in the archive, a log entry is added.	+	'''EIS, OIS and NIS specific fields''':
−	* Processing: A log entry will be added for each step during automatic processing, like thumbnail creation, annotating, signing, routing of the document. <br/>When an error occurs during processing, a log entry of type “Error” will also be added.	+	* Period
−	* User action: When a user performs following actions:
−	** Set ready for download.
−	** Cancel document.
−	* No log is added when changes are made in the header or line fields at moment of saving.
−	==Adding, editing header invoice data in the document view==	+	'''VIS specific fields''':
		+	* Bookyear
		+	* Visible in technical fields: '''Directly to finish''': if set to true, the invoice will be set to status 'Ended' after it was validated.
−	'''Location:''' Archive - My tasklist - Invoice View - Header tab [[image:FieldsHeader.png|link=]] (default)	+	'''MIS specific fields''':
		+	* Period
		+	* Visible in technical fields: '''Directly to finish''': if set to true, the invoice will be set to status 'Ended' after it was validated.
−	Validating header data is only available in “My tasklist”.<br/>	+	<br/>
−	The field order you view is general and cannot be changed.<br/>	+	Fields prefilled by the OCR server (only if recognized):
−	To move from one field to another, use TAB.<br/>	+	<br/>
−	If your system has different lookup lists for different companies, the lookup lists contain options specific to the selected company.<br/>	+	* Supplier / customer
−	Some of the fields are prefilled by the scan batch definitions and by the scanning (OCR) results.<br/>
−	Fields that are filled in by the scan batch definitions, if selected, are:
−
−	* Journal
−	* Invoice type
−	* Year
−	* Fiscal period
−	* Vat period
−
−	Fields that are filled in by the OCR (recognition) server, if recognized, are:
−
−	* Supplier/customer
	* Invoice number		* Invoice number
	* Invoice date		* Invoice date
Line 117:		Line 112:
	* OGM		* OGM
	* Currency		* Currency
−	* Net amount
−	* Vat amount
	* Total amount		* Total amount
−	Fields can have different background colors:	+	'''EIS''', '''VIS''', '''Connected''' and '''MIS''' will recognize two extra fields:
		+	* Net amount
		+	* VAT amount
−	* '''Yellow''' : the scanning has found different possibilities, the most probable value is proposed, by clicking on the field you can see and select the other possible values.	+	<br/>{{info|Above fields (''Net amount'' and ''VAT amount'') will be calculated on '''OIS''' and '''NIS'''.}}<br/>
		+	{{warning|Amounts cannot be a negative number!}}<br/>
−	{{Warning|You always need to press ENTER to confirm a yellow field.}}	+	Fields may have different background colours, based on their status:
		+	* '''White''': everything is ok, the field does not contain any errors or doubts.
		+	* '''Yellow''': the recognition server found multiple possibilities. The most probable value is proposed. The other options can be viewed by clicking in the field. Choose the correct value.
		+	* '''Red''': this field is required and no value could be found by the recognition server or the validation check performed on that field returned incorrect.
		+	<br/>{{note|In case of a yellow field, you always need to press "Enter" on your keyboard to confirm the value.}}
		+	<br/>{{warning|Invoices containing fields with red or yellow backgrounds cannot be transferred to the accountancy package.}}<br/>
−	* '''Red : '''the values of these fields are required and not found by the OCR server or the validation check performed on that field is not correct.	+	Some of the header fields are filled in based on the values in other fields.
		+	* '''Due date''': based on the supplier / customer payment term.
		+	* '''Currency''': either recognized by the recognition server or based on the supplier. For more details, see [[Appendix:_Currency|Appendix: Currency]]
−	{{Warning|No invoices with fields in yellow or red background can be transferred to the accounting package.}}	+	To enter data in a field, there are different options available:
		+	* Type a value.
		+	* Pick a value from a [[image:listPicker.png|link=]] "List".
		+	* Pick a value from the [[image:date.png|link=]] "Date" picker. See [[Validating_invoices#Selecting_dates|selecting dates]] for more.
		+	<br/>{{note|When there's a list of values available and you start typing a value (the code or the name) for a field, the different available options (based on the text you already typed) appear. Select the right option for you.}}
		+	<br/>{{info|You can enter anything you want in a free textfield (like description). No value control will be performed.}}
		+	<br/>{{info|If you have different lists per company (for the same field), the list for that field only shows the available options for the selected company.}}
		+	<br/>{{info|You have the possibility to sort the fields in a list. Your desired sort order is saved, so when you open the same list the next time it's sorted the way you like. The sort order of the autocomplete dropdown list (the list you get when you start typing a value) is inherited of the list.}}
		+	<br/>{{info|If you don't want to see all items in the lookuplist, you can use favourites:
		+	* Click on [[image:favorite_inactive.png|link=]] or [[image:favorite_active.png|link=]] next to each item to add or remove the item in your list of favourites.
		+	* To only show your list favourites, click on the [[image:favorite_toggle.png|link=]] "Favorites only" icon on top of all items. If you want to see all items back again, click [[image:favorite_active.png|link=]] "Favorites only".}}
		+	<br/>{{info|It's also possible to enter calculations in an amount field. Entering 100+100 will result in 200 for example.}}
−	Some header fields are filled in automatically based on the values available in the other fields.	+	===Selecting suppliers/customers===
−
−	* “Tax system”: based on a field of the supplier data.
−	* “Due date”: automatically filled in by the recognition server or calculated based on the supplier/customer payment term. For details of the due date proposition see <u>''[[Appendix:_Due_date|Appendix Due date]]''</u>.
−	* “Currency”: for details see <u>''[[Appendix:_Currency|Appendix Currency]]''</u>.
−
−	You have different options to enter data:
−
−	* Start typing a value (code or name) directly in the field, the different options appears and you can select the right value (auto completion dropdown).
−	* Selecting a value from a lookup list, having a search button [[image:listPicker.png|link=]]
−	* In a free text field, like description, you can enter whatever you want, no value control will be performed.
−
−
−	{{Info|You have the possibility to calculate in the amount fields.}}
−
−
−	{{Info|You have the possibility to sort the fields in the lookup lists. The sorting orders is saved in the lookup list for next use and also for an identical sorting order in the auto complete dropdown. <br/>The sorting order in the auto complete dropdown is not saved.}}
−
−
−	For selecting suppliers or customers: see <u>''[[Validating_invoices#Selecting_suppliers.2Fcustomers|selecting suppliers/customers]]''</u>.<br/>
−	For selecting dates: see <u>''[[Validating_invoices#Selecting_dates|selecting dates]]''</u>.
−	===Selecting suppliers/customers===	+	If the correct supplier/customer doesn't appear when typing in its name or code, you can open its dialog box by clicking [[image:listPicker.png|link=]] "Select supplier/customer". This displays the list of all available suppliers/customers.
−	If you don’t find the appropriate supplier by typing in its name or code in the supplier field you can open the supplier/customer dialog box by clicking [[image:listPicker.png|link=]] next to the supplier, displaying the  list of all suppliers.<br/>	+	[[image:search_supplier.png|link=]]
−	In the dialog box, you can search the appropriate supplier by typing in a code or name; <u>''[[Performing_support_tasks#Using_wildcards|wildcards]]''</u> can also be used.
	<br/>		<br/>
−	If you want to use the advanced supplier search, choose the appropriate filter field on which you want to search. For example on “VAT number” or on “city”. <br/>Enter a value in the next field, ENTER or click “Apply filter”. Suppliers matching the criteria are automatically shown in the supplier list.
		+	This screen allows you to navigate in the list of available suppliers/customers. It's possible to filter the results by entering values in the available text boxes or you could sort the list by clicking on the column header fields.
−	{{Note|The number of suppliers in the list is limited to 10 at a time.}}	+	There are different fields available to filter:
		+	* '''Code''': enter the code of the supplier/customer here.
		+	* '''Name''': enter the name of the supplier/customer here.
		+	* '''Aliases''': if there is an alias set for the supplier/customer, enter it here to search for it.
		+	<br/>{{note|An alias is used to fasten your search for a supplier/customer. See it as an alternative name for them.}}<br/>
		+	* '''Choose filter field''': allows you to perform a more advanced search. Choose the field on which you would like to filter and enter a value in the text box next to the list of available fields.
		+	<br/>{{note|The dialog box for searching suppliers/customers also allows you to use [[Performing_support_tasks#Using_wildcards|wildcards]].}}<br/>
−	To view the other search results, press:	+	Click the "Apply filter" button or press ''Enter'' on your keyboard to apply the filter. The list of available suppliers/customers will reduce to the ones matching your filter.
−	* [[image:blockFirst.png|link=]] (First page) go to begin of the list.	+	<br/>{{note|To view the full list of suppliers/customers again, click "Clear filter". The filter gets cleared automatically when closing the screen.}}
−	* [[image:blockPrevious.png|link=]] (Previous page) go to the previous page of the list.
−	* [[image:blockLast.png|link=]] (Last page) go to the end of the list.
−	* [[image:blockNext.png|link=]] (Next page) go to the next page of the list.
		+	<br/>{{Note|The number of suppliers in the list is limited to 10 at a time. To view the other search results, press:
−	{{Note|Sorting by clicking on the supplier field name can also facilitate your search.}}	+	* [[image:blockFirst.png|link=]] '''"First page"''': go to begin of the list.
−		+	* [[image:blockPrevious.png|link=]] '''"Previous page"''': go to the previous page of the list.
−		+	* [[image:blockLast.png|link=]] '''"Last page"''': go to the end of the list.
−	{{Note|Aliases are not used.}}	+	* [[image:blockNext.png|link=]] '''"Next page"''': go to the next page of the list.
		+	}}
		+	<br/>{{Note|When you move the popup window, the icon [[image:Centerme.png|link=]] in the upper right corner will centralize the dialog on your screen again.}}
	===Editing suppliers/customers===		===Editing suppliers/customers===
−	Editing the basic supplier data is possible in the supplier dialog box.	+	Click the [[image:edit.png||link=]] "Edit" button next to the selected supplier/customer in the document view or in front of the supplier/customer in the search dialog box to be able to edit the details of the partner.
		+	The ''Edit partner'' screen will appear which allows you to edit the basic data of the partner.
−	After <u>''[[Validating_invoices#Selecting_suppliers.2Fcustomers|selecting a supplier]]''</u> click on [[image:edit.png|link=]] (Edit) for the supplier which you want to edit. An extra box containing all basic supplier data will open and you can edit the appropriate fields. <br/>Click [[image:save_button.png|34x14px|link=]] to save your supplier data. By releasing the invoice to your accounting package, the supplier info will also be updated in the accounting package.	+	<br/>{{info|The fields that are available for editing, are the same fields on which you can filter the list.}}
		+	<br/>{{warning|When editing a field inside 1Archive and sending the invoice to the accountancy package, the updated field will be sent too. So the accountancy package will contain the updated field too.}}
−	{{Note|Desactivating suppliers can only be done in the accounting package.}}	+	<br/>{{warning|When editing a supplier/customer in '''OIS''', make sure you use the "Synchroniseren" button in the "Dossier" menu in Octopus. Otherwise your changes made in OIS will not be available in Octopus!
−		+	<br/>[[image:sync_dossier_octopus.png|link=]]}}
	===Adding new suppliers/customers===		===Adding new suppliers/customers===
		+	<br/>{{warning|Not available for '''MIS''' and '''NIS'''!}}<br/>
−	If the appropriate supplier is not available in the supplier list, you can add supplier data by clicking on [[image:add.png|link=]] (Add). Click [[image:save_button.png|34x14px|link=]] to save your supplier data. <br/>By releasing the invoice to your accounting package, the supplier will be added in the supplier list and a code will be created automatically.	+	If the partner you are looking for isn't available in the list, it's possible to add them via the [[image:add.png|link=]] "Add" button. Fill in the available fields and save the changes.<br/>
		+	When clicking the "Save" button, the partner is saved in 1Archive. When booking an invoice for the newly created partner, they are sent to the accountancy package.
		+	<br/>{{warning|'''EIS''', '''OIS''' and '''VIS''': do not enter a new value for the '''Code''' field! The correct code (the code which identifies the partner in the accountancy package) is filled in when sending the partner to the accountancy package. This code will be available after sending the partner.<br/>
		+	<br/>'''Connected''': a value for the '''Code''' field is required!}}<br/>
−	{{Note|The code you enter in the supplier data box will be overwritten in the accounting package, as it is the accounting package which is responsible for assigning supplier codes. After the invoice is definitive booked, the new supplier code will be available in the ScanPRO system.}}	+	It's also possible to generate the partner data by using the '''VIES validator'''. Enter the VAT ID or the name in the ''"VAT ID"'' field and click the [[image:vies_validate.png|link=]] "Validate VAT ID with VIES" button. The fields known in the VIES system are filled in.
−
	===Selecting dates===		===Selecting dates===
−	If the appropriate date is not correct or empty, you can change the date by editing this field or by clicking the date picker [[image:Date.png|link=]] and selecting the correct date.	+	If the date in a date field is not correct or empty, you can change it by typing the right value or by clicking the [[image:Date.png|link=]] "Date" picker.
		+	Click on the date you wish to select to fill in the field. Navigating between months and years is done as follows:
		+	* [[image:previous month.png|link=|16px]] '''"Previous month"''': go to the previous month.
		+	* [[image:previous year.png|link=|16px]] '''"Previous year"''': go to the previous year.
		+	* [[image:next month.png|link=|16px]] '''"Next month"''': go to the next month.
		+	* [[image:Next year.png|link=|16px]] '''"Next year"''': go to the next year.
−	* [[image:previous month.png|link=]] go to the previous month.	+	<br/>{{info|Enter "w" as shortcut for the date of today.}}
−	* [[image:previous year.png|link=]] go to the previous year.
−	* [[image:next month.png|link=]] go to the next month.
−	* [[image:Next year.png|link=]] go to the next year.
−
−
−	{{Note|Use “w” as shortcut for “today” date.}}
	==Adding, editing and deleting posting data in the document view==		==Adding, editing and deleting posting data in the document view==
		+	Below the header field data and the image of the document are the posting line fields. These are the actual lines you are booking in the accountancy package. Editing those lines is only possible in documents which are available in '''"My Tasklist"''' or '''"My documents"'''.
		+	<br/>
		+	<br/>Available fields:
		+	* '''All environments''':
		+	** '''Account''': the account for which the line has to be booked.
		+	** '''Non ded %''': the percentage of the non deductible amount of VAT. '''This field is not available for outgoing invoices.'''
		+	** '''Description''': a description for the line.
−	'''Location:''' Archive - My tasklist - Invoice View - Posting lines field tab [[image:fieldsPosting.png|link=]] (Posting line fields)	+	* '''EIS''' specific fields:
		+	** '''Amount''': the amount of the booking line. The default value is the net amount entered on the header.
		+	<br/>{{info|It's also possible to enter VAT inclusive amounts here when using a VAT code with inclusive VAT. This is mainly used in within The Netherlands.}}<br/>
		+	** '''Cost unit''': the cost unit for which you would like to book the line.
		+	** '''Cost center''': the cost center for which you would like to book the line.
		+	** '''VAT code''': the VAT code (VAT amount will be calculated based on the code filled in here).
		+	** '''Non ded %''': the percentage of the non deductible amount of VAT. '''This field is not available for outgoing invoices.'''
		+	** '''Quantities''': define the quantities of the products for this line.
−	Editing posting data is only available in “My Tasklist”.	+	* '''OIS''' specific fields:
−	<br/>You can fill in the posting data of an invoice in the posting sheet at the bottom of the screen.	+	** '''Net amnt''': the net amount of the booking line. The default value is the amount entered on the header.
		+	** '''VAT code''': the VAT code used for the line.
		+	** '''Non ded %''': the percentage of the non deductible amount of VAT. '''This field is not available for outgoing invoices.'''
		+	** '''Line Vat Amount''': shows the calculated VAT amount for each line. '''This field is read-only and cannot be edited'''.
		+	** '''Cost place''': the cost place for which you would like to book the line.
−	* The “Net amount” field is copied from the “Net amount” field of the header. You can change this amount if more posting lines are needed.	+	* '''VIS''' specific fields:
−	* The “Account” is selected by start typing a value (code or name) directly in the account field, the different options appear and you can select the right value. <br/>Data is sorted by the column chosen in the account popup. Another method is by selecting an account from the account list by clicking on [[image:listPicker.png|link=]] next to the account field.	+	** '''Net amnt''': the net amount of the booking line. The default value is the amount entered on the header.
−	* The “Non deductable VAT” field is copied from a field value of the account. If you want to change you can type any value between 0 and 100.	+	** '''VAT type''': the type of VAT.
−	* “TAX system” on the line is copied from the header field “TAX system”, but can be overwritten.	+	** '''VAT %''': the percentage of VAT. '''This field is not available for outgoing invoices.'''
		+	** '''Non ded %''': the percentage of the non deductible amount of VAT. '''This field is not available for outgoing invoices.'''
		+	** '''Place''': the cost place for which you would like to book the line.
		+	** '''Unit''': the cost unit for which you would like to book the line.
		+	** '''Sort''': the cost sort for which you would like to book the line.
		+	** '''Non ded. account''': if there is a ''"Non ded %"'', on which account should this be booked? '''This field is not available for outgoing invoices.'''
		+	** '''Quantities''': define the quantities of the products for this line.
		+	** '''VAT fields''': shows the fields for the VAT declaration.
		+	* '''Connected''' specific fields:
		+	** Both '''incoming''' and '''outgoing invoices''':
		+	** '''Net amnt''': the net amount of the booking line. The default value is the amount entered on the header.
		+	** '''DIM1''': a dimension of the ''DIM1'' lookuplist.
		+	** '''DIM2''': a dimension of the ''DIM2'' lookuplist.
		+	** '''DIM3''': a dimension of the ''DIM3'' lookuplist.
		+	** '''Incoming invoices''' specific fields
		+	*** '''VAT Regime''': the kind of VAT regime that has to be used for this document.
		+	*** '''VAT %''': the percentage of VAT.
		+	** '''Outgoing invoices''' specific fields
		+	*** '''VATDIM1''': the kind of VAT regime that has to be used for this document.
		+	*** '''VATDIM2''': the percentage of VAT.
		+	*** '''VATDIM3''': an item of the ''Sales VATDIM3'' list.
		+	** '''Non ded %''': the percentage of the non deductible amount of VAT. '''This field is not available for outgoing invoices.'''
−	{{Info|You have the possibility to sort the fields in the lookup lists. The sorting order is saved in the lookup list for next use and also for an identical sorting order in the auto complete dropdown. The sorting order in the auto complete dropdown is not saved.}}	+	* '''MIS''' specific fields:
		+	** '''Net amount''': the net amount of the booking line. The default value is the amount entered on the header.
		+	** '''Cost place''': the cost unit for which you would like to book the line.
		+	** '''VAT regime''': the kind of VAT regime that has to be used for this document.
		+	** '''VAT %''': the percentage of VAT.
		+	** '''Non ded %''': the percentage of the non deductible amount of VAT. '''This field is not available for outgoing invoices.'''
		+	* '''NIS''' specific fields:
		+	** '''Net amount''': the net amount of the booking line. The default value is the amount entered on the header.
		+	** '''VAT code''': the VAT code used for the line.
		+	** '''Department''': the department for which you would like to book the line.
		+	** '''Product line''': the product line for which you would like to book the line.
		+	** '''Product segment''': the product segment for which you would like to book the line.
		+	** '''End customer''': the end customer for which you would like to book the line.
		+	** '''Customer''': the customer for which you would like to book the line.
		+	** '''Billable''': is the invoice billable or not?
		+	** '''Related asset''': the related asset for which you would like to book the line.
		+	** '''License plate''': the license plate for which you would like to book the line.
		+	** '''Driver''': the driver which is linked to the selected license plate. '''This field is not editable.'''
		+	** '''Quantities''': define the quantities of the products for this line.
		+	** '''IFRS''': define the IFRS segment for this line
		+	** '''Cutoff start date''': define the cutoff start date for this line
		+	** '''Cutoff end date''': define the cutoff end date for this line
−	For instructions on using a posting template to fill in posting data automatically, see <u>''[[Validating_invoices#Managing_posting_templates|Managing posting templates]]''</u>.<br/>	+	<br/>Navigating between the different fields is the easiest using the TAB key on your keyboard.<br/>
−	To move to the next field of the posting line press TAB.<br/>	+	There are a few different possibilities to create an extra posting line:
−	To create another line in the posting grid press double TAB at the end of the line or click [[image:add.png|link=]] (Add line). Automatically a new line is added containing the open difference net amount as net line amount.<br/>	+	* Double tap the TAB key at the end of the last line.
−	To delete a line click [[image:remove.png|link=]] (Remove line).<br/>	+	* Press the down arrow on your keyboard in any field of the last line.
−	Basic amount calculation is available in the amount fields.	+	* Click the [[image:add.png|link=]] "Add line" button.
		+	<br/>{{note|The net amount field will automatically contain the remaining amount (the difference between the net amount on the header and the net amounts on the posting lines).}}<br/>
−	{{Note|If a default template is assigned to a supplier, the posting data will be applied automatically during import of the invoice in the ScanPRO system.}}	+	A line can be deleted by clicking the [[image:remove.png|link=]] "Remove line" button.
−	{{Info|You can resize the width of the columns by selecting the border of the column title and move it to the right or to the left.}}	+	{{info|If a default template is assigned to a supplier, the posting line data will be applied automatically when the invoice is imported into the 1Archive system.}}<br/>
		+	{{info|The columns can be resized by selecting the border of the column title and moving it to the left or to the right.}}<br/>
−	{{Info|You have the possibility to calculate in the amount fields.}}	+	{{info|Amount fields can be calculated. Entering 100+100 will result in 200 for example.}}<br/>
		+	{{warning|Net amount cannot be a negative number!}}<br/>
−	==Managing posting templates==	+	===Creating posting lines with Excel===
		+	<br/>{{warning|This functionality is not available in Internet Explorer, but again available in Microsoft Edge.}}<br/>
		+	Sometimes a document needs to have multiple posting lines. To save time in distributing the posing lines, you can create them in Excel and import them in 1Archive.<br/>
		+	<br/>
		+	'''How do you do this?'''
		+	# Create the lines you wish to create in 1Archive in Excel
		+	#* The order of the columns has to be the same order of the columns available for a posting line in 1Archive
		+	# Copy the lines from Excel
		+	# Paste the lines in 1Archive
		+	<br/>{{warning|Make sure you use the <u>'''code'''</u> of the lookup list item value (account, dimensions, ...)!}}<br/>
		+	{{warning|When importing amounts bigger than 1000, use the "." as thousand separator in Excel. Otherwise, those lines will not be imported!}}<br/>
−	Posting templates will facilitate the posting of data drastically.	+	'''Example'''
		+	<br/>[[image:Excel_lines.png|link=]]<br/>
		+	<br/>
		+	These lines in Excel result in following lines in 1Archive (EIS example): <br/>
		+	<br/>
		+	[[image:posting_lines.png|link=]]
−	===Creating posting templates===	+	==Managing templates for posting lines==
−	'''Location:''' Archive - My tasklist - Invoice View &gt; Click “Templates” [[image:template.png|link=]]	+	Templates for posting lines will facilitate the input of posting lines drastically.
−	* Click “Template” [[image:Template.png|link=]] in the action button row. The Posting template manager dialog box opens.	+	<br/>{{info|The templates which are defined in Venice (both global and other templates) are synchronised into 1Archive.}}<br/>
−	* Click [[image:Add.png|link=]] (Add template) to create a template.
−	* The posting details as filled in the normal posting sheet of the document are copied as posting line fields of the template.
−	** For the amount field you can use percentage or fixed (value) to distribute the header amount over the posting lines. <br/>If you leave the amount field empty then you have to fill it in when entering the posting data for an invoice during the validation process.
−	*** If you use percentage, make sure you will have 100% over all the lines.
−	** The amount in the template is based on net amounts, without VAT.
−	** You can add extra lines by clicking the add button [[image:add.png|link=]] (Add line).
−	** You can delete a line by clicking the delete button [[image:remove.png|link=]] (Remove line).
		+	===Create templates for posting lines===
		+	Templates can be managed using the [[image:template.png|link=]] "Templates" button in the action buttons menu. A screen similar to the document view appears.<br/>
		+	This screen consists of 3 main parts:
		+	* the overview of the different available templates.
		+	* the preview of the image of the invoice together with the different logs and the flow visualisation.
		+	* the overview of the header fields and posting line fields defined per template.
−	{{Note|In the Posting template manager dialog box no auto completion rules are available.}}	+	<br/>To add a template, click the [[image:add.png|link=]] "Add template" button.
		+	<br/>{{note|A template is defined for a supplier/customer or for a global company.}}
		+	<br/>{{info|A template can be defined for a global company by leaving the ''Supplier'' field empty.}}<br/>
		+	When adding a new template, the overview screen changes to the "Save document as template" screen. This screen allows you to define the different fields for the template.
		+	* '''Code''': the code of the template.
		+	<br/>{{note|The format of the code is as follows: 437 - INCINV - 1 with ''"437"'' as the code of the supplier/customer, ''"INCINV"'' the code for the type of invoice and ''"1"'' as the number of the template.}}
		+	<br/>{{note|If the number of the template is 1, this means that it is the '''second''' template for that supplier/customer. The first is never numbered.}}<br/>
		+	* '''Name''': the name of the template. Default value is the same as the code.
		+	* '''Default template''': check this box when the template has to be the default template for this supplier/customer.
		+	* '''Supplier/Customer''': the supplier/customer for which you are adding the template.
		+	<br/>{{note|When selecting a supplier/customer in the document view (and they have a default template assigned), the default template will automatically be applied.}}<br/>
−	{{Note|Order field will line up the posting details when template is applied.}}	+	Below the above described fields, it's possible to add some header and posting line data. For the header data, it's possible to add a comment (remark in VIS).<br/>
		+	The most important thing of the templates are the posting line fields.
		+	<br/>{{note|When you already filled in some data in the posting lines in the document view, this data will be taken over in the posting line data of the template view.}}<br/>
−	* Each created template has its own code and name.	+	Following fields are available:
−	** Code	+	'''All environments''':
−	** Name, the proposed name can be overwritten.	+	* '''Net amnt''': choose the net amount for the line. There's the possibility to choose between 2 options:
−	* A template can be bounded to a specific supplier or to be general for the whole company.	+	** ''Fixed'': fill in a fixed net amount for this line.
−	** If a supplier is selected, then this template is specific for this supplier.	+	** ''Percent'': fill in a percentage for this line. The correct amount will be calculated based on the net amount on the header and the percentage filled in.
−	** If no supplier is selected, the template will be created for the company, not bounded to a specific supplier. This template will not be applied by the processing at import of the invoice.	+	<br/>{{note|When leaving the value blank, you have to fill in a value in the document view.}}<br/>
−	* If you indicate the template as default, it will be applied automatically by the processing if an invoice is imported for this supplier.	+	{{note|When using the percentage option, make sure you add lines until you have a total of 100%.}}<br/>
		+	* '''Account''': choose the account for which the booking has to be done.
		+	* '''Description''': fill in a description for this line.
		+	* '''Order''': determine the order of the lines. Default, this will start with 1 and increase when adding a line.
		+	'''EIS''' specific fields:
		+	* '''Cost unit''': choose the cost unit for which you would like to book the line.
		+	* '''Cost center''': choose the cost center for which you would like to book the line.
		+	* '''VAT code''': choose the VAT code applicable to this line.
		+	* '''Non ded %''': the non deductible percentage. '''This field is not available for outgoing invoices.'''
−	{{Note|There can be only one default template per supplier, if you indicate a new template as default template, the older template will become non default.}}	+	'''OIS''' specific fields:
		+	* '''VAT code''': choose the VAT code applicable to this line.
		+	* '''Cost place''': choose the cost place for which you would like to book the line.
		+	* '''Non ded %''': the non deductible percentage. '''This field is not available for outgoing invoices.'''
		+	'''VIS''' specific fields:
		+	* '''VAT type''': choose the VAT type applicable to the line.
		+	* '''Place''': choose the cost place for which you would like to book the line.
		+	* '''VAT %''': choose the VAT percentage applicable to this line.
		+	* '''Sort''': choose the cost sort for which you would like to book the line.
		+	* '''Non ded %''': the non deductible percentage. '''This field is not available for outgoing invoices.'''
−	{{Warning|The template is not automatically applied when you change from supplier in the header data.}}	+	'''Connected''' specific fields:
		+	* Both '''incoming''' and '''outgoing invoices''':
		+	** '''DIM1''': an item from the ''DIM1'' lookuplist.
		+	** '''DIM2''': an item from the ''DIM2'' lookuplist.
		+	** '''DIM3''': an item from the ''DIM3'' lookuplist.
		+	** '''DIM4''': an item from the ''DIM4'' lookuplist.
		+	** '''DIM5''': an item from the ''DIM5'' lookuplist.
		+	** '''DIM6''': an item from the ''DIM6'' lookuplist.
		+	** '''DIM7''': an item from the ''DIM7'' lookuplist.
		+	** '''DIM8''': an item from the ''DIM8'' lookuplist.
		+	** '''DIM9''': an item from the ''DIM9'' lookuplist.
		+	* '''Incoming invoices''':
		+	** '''VAT Regime''': choose the kind of VAT that should be applied.
		+	** '''VAT %''': choose the VAT percentage that should be applied.
		+	* '''Outgoing invoices''':
		+	** '''VATDIM1''': choose the kind of VAT that should be applied.
		+	** '''VATDIM2''': choose the VAT percentage that should be applied.
		+	** '''VATDIM3''': an item of the ''Sales VATDIM3'' lookuplist.
		+	* '''Non ded %''': the non deductible percentage. '''This field is not available for outgoing invoices.'''
		+	'''MIS''' specific fields:
		+	* '''Cost place''': choose the cost place for which you would like to book the line.
		+	* '''VAT regime''': choose the VAT regime applicable to the line.
		+	* '''VAT %''': choose the VAT percentage applicable to this line.
		+	* '''Non ded %''': the non deductible percentage. '''This field is not available for outgoing invoices.'''
−	{{Note|Default template are not used for company bounded templates.}}	+	'''NIS''' specific fields:
		+	* '''Department''': choose the department for which you would like to book the line.
		+	* '''Customer''': choose the customer for which you would like to book the line.
		+	* '''Product segment''': choose the product segment for which you would like to book the line.
		+	* '''Product line''': choose the product line for which you would like to book the line.
		+	<br/>{{info|You can make use of [[Appendix:_Keywords|keywords]] on all text fields of a template. At the moment, those are only the comment on header level and description on posting line level.}}<br/>
−	* To save the template click “Save”, otherwise “back”.	+	If a template is defined as default, it will automatically be applied when importing invoices.
−	===Edit posting templates===	+	<br/>{{note|There can only be one default template per supplier/customer. If you indicate a new template as default, the old one will become a non default.}}<br/>
		+	{{info|When defining a template on company level, it's not possible to define it as default.}}<br/>
−	'''Location:''' Archive - My tasklist - Invoice View &gt; Click “Templates” [[image:template.png|link=]]	+	After finishing filling in the template data, click "Save". If you don't want to save, click "Back".
−	* Click “Template” [[image:template.png|link=]] in the action button row. The Posting template manager dialog box opens.	+	===Edit templates for posting lines===
−	* Click [[image:edit.png|link=]] (Edit template) to edit the template.
−	* To save the changes to the template click “Save”, otherwise “Back”.
−	===Cancel posting templates===	+	Templates can be edited by clicking the [[image:edit.png|link=]] "Edit template" button in the template overview screen.<br/>
		+	The screen that appears is the same screen for creating templates. See [[Validating_invoices#Create templates for posting lines|above]] for more information.
−	'''Location:''' Archive - My tasklist - Invoice View &gt; Click “Templates” [[image:template.png|link=]]	+	===Remove templates for posting lines===
−	* Click “Template” [[image:template.png|link=]] in the action button row. The Posting template manager dialog box opens.	+	Templates can be removed by clicking the [[image:remove.png|link=]] "Remove template" button.
−	* Click [[image:remove.png|link=]] (Remove template) to remove the template.
−	==Action buttons available for validating invoices==	+	===Select templates for posting lines===
		+	If there are different templates available, select one using the [[image:magnifier.png|link=]] "View template" button. The line with the chosen template will turn blue, this to indicate the selected template.<br/>
		+	Apply the template to your document using the "Apply template" button.
−	Following action buttons are available in the validation screen:	+	<br/>{{Note|If there is a correction amount, then this amount will be added on a new line.<br/>
		+	'''For example''': if you have a line with a fixed amount of 100 in your template and the invoice has a net amount of 300, the correction amount of 200 will be added on an extra line if there was no second line defined.}}
−	===Close invoice view===	+	===Application of templates after scanning===
		+	<br/>[[image:templates.png|link=]]<br/>
		+	<br/>
−	'''Location:''' Archive - My tasklist/ All documents - Invoice View &gt; Click “Close”	+	===Synchronization of templates with Venice===
		+	<br/>{{warning|This feature is <u>'''VIS'''</u> only!}}<br/>
−	You can close the document without saving the data, by clicking [[image:back.png|link=]] (Close) in the action button row.	+	In Venice, there is a functionality called ''"Boekingsvoorstellen"''. These are synchronized with 1Archive.
−	===Save invoice data===	+	<br/>{{info|''"Boekingsvoorstellen"'' are available in 1Archive as templates and are indicated as an ''"External template"''. They can be used as any other template in the system.}}<br/>
−	'''Location:''' Archive - My tasklist - Invoice View &gt; Click “Save”	+	==Adding, editing and deleting detail line data in the document view==
		+	<br/>{{warning|Detail lines are only available on the <u>'''VIS'''</u> environment.}}
		+	<br/>
		+	They are accessible via the [[image:detaillines.png|link=]] "Detail line fields" tab.<br/>
−	You can save the validated data, by clicking [[image:save.png|link=]] (Save) in the action button row, without sending the invoice to the accounting package.	+	<br/>{{info|Detail lines are also known as intrastat data.}}<br/>
−	===Send invoice to the accounting package===	+	[[image:detail_lines_overview.png|link=]]<br/>
−	'''Location:''' Archive - My tasklist - Invoice View &gt; Click “Set ready for download”	+	Following fields are available:
		+	* '''Model''': the type of the flow. Possible values are:
		+	** ''Arrival''
		+	** ''Dispatch''
		+	* '''Country''': the country of origin.
		+	* '''Transport''': the mode of transport.
		+	* '''Transaction''': the nature of the transaction.
		+	* '''Commodity''': the commodity (identified via the '''GN-code''', consisting of 8 numbers).
		+	* '''Mass net''': the amount of the goods, expressed in net mass.
		+	* '''Supplementary unit''': the unit in which the goods are expressed. For example: square meters, the number of pieces, litres, ...
		+	* '''Invoice value''': the value of the goods.
		+	* '''Region''': the available regions, in case of country Belgium.
		+	* '''Delivery conditions''': the terms of delivery agreed between the seller and the buyer.
−	After validating the invoice header fields and adding the posting lines, you can send the invoice to the accounting package by clicking [[image:send.png|link=]] (Set ready for download) in the action button row.	+	==Action buttons available for validating invoices==
−	===Cancel an invoice===	+	On top of the page, there are different action buttons available. These buttons allow you to perform some actions on the opened document.
		+	* [[image:back.png|link=]] '''"Close"''': close the current opened document.
		+	<br/>{{warning|If there are unsaved changes, these will be lost!}}<br/>
		+	* [[image:save.png|link=]] '''"Save"''': save the changes you made in the document.
−	'''Location:''' Archive - My tasklist - Invoice View &gt; Click “Cancel document”	+	<br/>
−		+	Depending upon your user rights or the settings, following action buttons could be available:
−	If you don’t want to transfer the invoice to the accounting package you can cancel the invoice by clicking [[image:remove.png|link=]] (Cancel document) in the action button row. <br/>You have always to give a cancel reason when canceling an invoice.	+	* [[image:send.png|link=]] '''"Auto flow"''': send a document in the automatic flow. For more information see [[Approval_manual#Auto_flow|"''Approval manual''"]].
−		+	* [[image:wf_manualflow.png|link=]] '''"Manual flow"''': define the flow manually for the document. For more information see [[Approval_manual#Manual_flow|"''Approval manual''"]].
−		+	* [[image:exact.png|link=]] [[image:octopus.png|link=]] [[image:venice.png|link=]] [[image:book.png|link=]] '''"Book"''': send the invoice to the accountancy package. The document will either be in status [[Invoices_in_Waiting_feedback|"Waiting feedback"]] or [[Invoices_in_"Ready_for_download"|"Ready for download"]], depending upon your environment.
−	{{Note|Depending on your settings in “<u>''[[User_management|My account]]''</u>” after clicking the above mentioned buttons you will see the list or the next invoice in the list.}}	+	* [[image:accountant.png|link=]] '''"Send to TAP"''': send the invoice to an external accountant.
−		+	<br/>{{warning|The external accountant has to have an account on 1Archive as well!}}<br/>
−		+	* [[image:remove.png|link=]] '''"Cancel document"''': cancel the current document.
−	===Apply template===	+	* [[image:company.png|link=]] '''"Change company"''': change the company of the document. See [[Validating invoices#Changing the company of a document|below]] for more information.
−		+	* [[image:template.png|link=]] '''"Templates"''': manage the different templates. See [[Validating invoices#Managing templates for posting lines|above]] for more information.
−	'''Location:''' Archive - My tasklist - Invoice View &gt; Click “Templates” [[image:template.png|link=]]	+	* [[image:yes.png|link=]] '''"Validate"''': validate the invoice. '''This is only available when ''Onea Accountancy'' is activated for the company of the document.
−		+	* [[image:deliveryrule.png|link=]] '''"Send with email"''': send the current opened document as an e-mail attachment to a certain e-mail address.
−	* Click “Template” [[image:template.png|link=]] in the action button row. The Posting template manager dialog box opens.	+	* [[image:yes.png|link=]] '''"Approve"''': approve the invoice after reviewing the entered data.
−	* A list of available templates for the selected supplier and the company bounded templates are displayed.	+	* [[image:back.png|link=]] '''"Back"''': send the invoice back to the previous step.
−	** If no supplier is selected, only the company bounded templates are proposed.	+	* [[image:rejected.png|link=]] '''"Reject"''': reject the invoice after reviewing the entered data and send it back to validation or pre-control.
−	* Select a template. The posting details of the selected template are shown at the bottom.	+	* [[image:forward.png|link=]] '''"Forward"''': forward the invoice to another approver.
−	* To apply the selected template click “Apply template”, otherwise “Cancel”.	+	* [[image:informative.png|link=]] '''"Informative"''': send the invoice informative to another user.
−	* After applying, the posting grid of the document will be updated by the posting grid of the template you applied.	+	* [[image:sidestep.png|link=]] '''"Side-step"''': send the invoice in a side-step to another approver. For more information see [[Approval_manual#Side-step|"''Approval manual''"]].
−		+	* [[image:park.png|link=]] '''"Park"''': set the invoice on hold.
−		+	* [[image:unpark.png|link=]] '''"Unpark"''': make the invoice available again after it has been parked.
−	{{Note|If there is a correction amount, then this amount will be added on a new line.}}	+	* [[image:markasread.png|link=]] '''"Mark as read"''': when an invoice has been informatively sent to you, this button allows you to mark the invoice as seen.
−		+	* [[image:manager.png|link=]] '''"To post-control"''': send the document directly to status post-control. '''This is only available when enabled in the company settings.'''
−		+	* [[image:Wf_recall.png|link=]] '''"Recall"''': recall the invoice that was sent into the approval flow.
−	:* '''Example:''' If you have a line with fixed amount 100 € in your template and the invoice has a net amount of 300 €, <br/>the correction amount of 200 € will be added on an extra line, if there was not a second line defined.	+	* [[image:back.png|link=]] '''"Send back to AP"''': when the document is available for a TAP user, this user is allowed to send the document back to where it came from.
		+	* [[image:back.png|link=]] '''"Recall"''': when the document is sent to a TAP user, the AP user has the possibility to recall the document.
−	===Save as template===
−	Refer to <u>''[[Validating_invoices#Managing_posting_templates|Managing posting templates]]''</u>.	+	<br/>{{Note|Depending upon your settings in "[[User_management|My account]]" after clicking the above mentioned buttons you will see the archivelist or the next invoice in the list.}}<br/>
	==Automatic header data checks==		==Automatic header data checks==
−	The system checks the invoice data and accounting lines against control data such as periods and Vat tables.	+	The 1Archive system automatically performs some checks to make sure the invoice data is correct.
		+	* Duplicate invoice number check. This check compares the supplier, the invoice type, the invoice number and the year of the invoice date.
		+	<br/>{{note|For outgoing invoices, no check on customer is performed. An invoice will only be marked as duplicate based on the invioce type, the invoice number and the year of the invoice date.}}<br/>
		+	* Net amount plus VAT amount has to be equal to the total amount.
		+	* The sum of the net amounts in the posting lines has to be equal to the net amount on the header.
		+	* The sum of the calculated VAT amounts of all posting lines has to be equal to the VAT amount on the header.
		+	<br/>{{warning|The total VAT amount has a certain tolerance amount. 0.02 for EIS and Connected, 0.04 for OIS and VIS, 0.03 for MIS and 0.03 for NIS. This means that when the VAT check is performed, the amounts can differ.}}<br/>
−	* Check on duplicate invoice number for same supplier. Check based on same supplier, same invoice type and number, invoice date within the same year.	+	<div style="font-size: 120%;">'''Example'''</div>
−	* Net amount plus Vat amount has to be equal to total amount in the header data.	+	'''VAT percentage''': 21%<br/>
−	* Total net amount of the postings lines have to be equal to the net amount in the header data.	+	'''Net amount (header)''': 100.06<br/>
−	* Vat check: Vat amounts of the posting lines have to be equal to the Vat amount in the header data.	+	'''VAT amount (header)''': 21.01<br/>
−	* Vat period and fiscal periods have to be open, and has to be in the selected “year”.	+	'''Total amount (header)''': 121.07<br/>
		+	<br/>
		+	2 lines with each a net amount of 50.03.<br/>
		+	The calculation of the VAT amount on the lines results in a total of 21.02. This is allowed because of the tolerance.
		+	<br/>{{note|VAT period and fiscal periods have to be open and have to be in the selected fiscal year. (VIS)}}<br/>
		+	{{note|Invalid fields are colored with a red background.}}
−	{{Warning|No amount tolerances are allowed.}}	+	==Auto completion rules==
		+	In order to facilitate the input of header and posting data, 1Archive has built in different auto completion rules. These rules are able to prefill some data on your invoice.
		+	<br/>
		+	<br/>
		+	Available auto completion rules:
		+	* Default supplier/customer values:
		+	** '''Account''': when selecting a supplier/customer, prefill the account which is defined on the supplier on the posting lines.
		+	** '''VAT ID''': when selecting a supplier/customer, prefill the VAT ID which is defined on the supplier.
		+	** '''Currency''': when selecting a supplier/customer, prefill the default currency which is defined on the supplier .
		+	** '''Payment term''': when selecting a supplier/customer, take the default payment term which is defined on the supplier into account.
		+	** '''VAT type/code''': when selecting a supplier/customer, prefill the default VAT code which is defined on the supplier on the posting lines.
		+	** '''VAT rate''': when selecting a supplier/customer, prefill the VAT % which is defined on the supplier .
		+	** '''Include in payment''': when selecting a supplier/customer, prefill the default ''Include in payment'' value which is defined on the supplier (VIS) .
		+	* Default account values:
		+	** '''VAT code''': when selecting an account, prefill the VAT code defined on that account.
		+	** '''Cost place''': when selecting an account, prefill the cost place defined on that account.
		+	** '''Cost center''': when selecting an account, prefill the cost center defined on that account.
		+	** '''Non deductible''': when selecting an account, prefill the default non deductible percentage.
		+	* '''Empty non deductible''': always enter a non deductible value of 0,00.
		+	* '''Empty include in payment''': when the include in payment is empty, enter true as default value (VIS).
		+	* '''Remark copied from comment to description''': copy the comment value on the header to the description field on the posting lines.
		+	* '''Incoming date format''': set the incoming date (if it's empty) as format ''YYYY/MM/DD HH:MM:SS''
−	Invalid fields are colored in red background.	+	<br/>
		+	Overview of the auto completion rules per environment:
−	==Auto completion rules==	+	{| class="wikitable" style="width:70%;"
		+	!|
		+	!colspan="2"|EIS
		+	!colspan="2"|OIS
		+	!colspan="2"|VIS
		+	!colspan="2"|Connected
		+	!colspan="2"|MIS
		+	!colspan="2"|NIS
		+	|-
		+	!|Rule
		+	!|INCINV
		+	!|OUTINV
		+	!|INCINV
		+	!|OUTINV
		+	!|INCINV
		+	!|OUTINV
		+	!|INCINV
		+	!|OUTINV
		+	!|INCINV
		+	!|OUTINV
		+	!|INCINV
		+	!|OUTINV
		+	|-
		+	|Default supplier/customer account || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style = "text-align:center;" | X || || style = "text-align:center;" | X ||
		+	|-
		+	|Default supplier/customer VAT ID || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style = "text-align:center;" | X || || style = "text-align:center;" | X ||
		+	|-
		+	|Default supplier/customer currency  || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style = "text-align:center;" | X || || style = "text-align:center;" | X ||
		+	|-
		+	|Default supplier/customer payment term || style="text-align:center;" | X || || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || || style="text-align:center;" | X || || style = "text-align:center;" | X || || style = "text-align:center;" | X ||
		+	|-
		+	|Default supplier/customer VAT type/code/VATDIM1/regime || style="text-align:center;" | X || style="text-align:center;" | X || || || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style = "text-align:center;" | X || || style = "text-align:center;" | X ||
		+	|-
		+	|Default supplier/customer DIM1 || || || || || || || style="text-align:center;" | X || || || || ||
		+	|-
		+	|Default supplier/customer include in payment || || || || || style="text-align:center;" | X || || || || || || ||
		+	|-
		+	|Default account VAT code || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || || || || style="text-align:center;" | X || || || ||
		+	|-
		+	|Default account VAT % || || || || || || || style="text-align:center;" | X || style="text-align:center;" | X || style = "text-align:center;" | X || || ||
		+	|-
		+	|Default account cost place || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || || || || || style = "text-align:center;" | X || || ||
		+	|-
		+	|Default account cost center || style="text-align:center;" | X || style="text-align:center;" | X || || || || || || || || || ||
		+	|-
		+	|Default account DIM1 || || || || || || || style="text-align:center;" | X || style="text-align:center;" | X || || || ||
		+	|-
		+	|Default account DIM2 || || || || || || || style="text-align:center;" | X || style="text-align:center;" | X || || || ||
		+	|-
		+	|Default account DIM3 || || || || || || || style="text-align:center;" | X || style="text-align:center;" | X || || || ||
		+	|-
		+	|Default account non deductible % || style="text-align:center;" | X || || style="text-align:center;" | X || || style="text-align:center;" | X || || style="text-align:center;" | X || || style = "text-align:center;" | X || || ||
		+	|-
		+	|Empty non deductible || style="text-align:center;" | X || || style="text-align:center;" | X || || style="text-align:center;" | X || || style="text-align:center;" | X || || || || ||
		+	|-
		+	|Empty include in payment || || || || || style="text-align:center;" | X || || || || || || ||
		+	|-
		+	|Remark copied from comment to description || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X ||  style = "text-align:center;" | X ||style="text-align:center;" | X || style="text-align:center;" | X || || style = "text-align:center;" | X ||
		+	|-
		+	|Incoming date format || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style="text-align:center;" | X || style = "text-align:center;" | X || || style = "text-align:center;" | X ||
		+	|}
−	In order to facilitate the input of header and posting data, ScanPRO has built in different auto completion rules:	+	==Adding comments to invoices==
−	* Copy of the “tax system” field available in the supplier record, to the “tax system” field in the header data of the invoice.	+	Comments are added via the [[image:fieldsNotes.png|link=]] "Comments" tab.
−	* Copy of the “tax system” field in the header data to the posting lines of the invoice.
−	* Copy of the “non deductable” field available in the account record, to the “non deductable” field in the posting lines, in case no value is available zero will be filled in the “non deductable” field.
−	* <u>''[[Appendix:_Due_date|Calculation of due date]]''</u>.
−	==Handling attachments to invoices==	+	To add a comment, type your text in the textbox below and click the "Save" button.
−	'''Location: '''Invoice view &gt; click [[image:fieldsAttachment.png|link=]] (Attachments)	+	When a comment is added, the 1Archive system automatically adds the current date and time, the user who commented and an indication that comments are available. [[image:comments.png|link=]]
−	You can only add attachments to an invoice in following status in My Tasklist:	+	<br/>{{warning|A comment cannot be removed.}}
−	* To validate	+	==Handling the attachments==
−	* Exception handling
−	Adding attachments to invoices:	+	<br/>{{warning|Please do not upload secured files in this section. Your invoice will not be booked!}}<br/>
−	* In the invoice view, click [[image:fieldsAttachment.png|link=]] (Attachments).	+	Attachments are handled via the [[image:fieldsAttachment.png|link=]] "Attachments" tab.
−	* Click [[image:add.png|link=]] (Add attachment) under “Attachments” if you want to upload a new attachment.	+	<br/>
−	* Click [[image:AddVersion.png|link=]] (Add version) next to the filename if you want to upload a new version of this attachment.	+	<br/>
−	* Choose the file for upload.	+	To add an attachment, follow these steps:
−	* Select “Exportable” if you want that this attachment is automatically included in PDF downloads.	+	# Click the [[image:add.png|link=]] "Add attachment" button. '''See below for more information'''.
−	* Click “Save” to save the attachment to the invoice or “Back”.	+	# Select a file to upload from your computer by clicking the "Browse" button.
−	* The attachment overview list contains following information:	+	# The "Exportable" checkbox is checked by default. This ensures that the uploaded attachments gets included when downloading the attachments as a PDF.
−	** Filename of attachment.	+	# Click "Save" to save the attachment. In case you don't want to save it, click "Back".
−	** User who has uploaded the attachment.
−	** Date of upload.
−	** Automatically exportable to PDF: yes or no.
−	Removing attachments from invoices:	+	<br/>
		+	When an attachment is available, you see different fields of information:
		+	* '''Filename''': the name of the file (which it had on your computer).
		+	* '''User''': the user who uploaded the attachment.
		+	* '''Date''': the date when the attachment was uploaded.
		+	* '''Exportable''': indicates if the attachment is exportable or not.
−	* Select the attachment or version of the attachment you want to remove by clicking on [[image:remove.png|link=]] (remove attachment).	+	<br/>{{info|When adding an attachment, an indication with the number of additional attachments is shown. [[image:attachments.png|link=]]<br/>
−	* Note that the scanned invoices cannot be removed.	+	This means that the invoice itself isn't taken into account in the number shown.}}
−	Downloading attachments from invoices:	+	<br/>
		+	There are also some action buttons available:
		+	* [[image:addVersion.png|link=]] '''"Add version"''': add a new version of the attachment on this line.
		+	* [[image:save.png|link=]] '''"Download attachment"''': download the attachment on this line.
		+	* [[image:remove.png|link=]] '''"Remove attachment"''': remove the attachment on this line.
		+	<br/>{{note|Images that are scanned via the webscanning cannot be removed.}}<br/>
		+	* [[image:magnifier.png|link=]] '''"Open attachment"''': display the attachment on this line.
		+	<br/>{{note|This functionality can also be achieved when selecting a line in the list of attachments.}}
−	* Select the attachment or version of the attachment you want to download by clicking on [[image:save.png|link=]] (download attachment).	+	====Adding attachments to invoices via drag and drop====
−	Viewing attachments from invoices:	+	When in the document view, it's possible to add attachments via drag and drop.
		+	# Drag one or more files from your computer to the open document view.
		+	# After the "File upload" screen says the documents are uploaded, click "Ok".
		+	# The uploaded document(s) are now in the list of attachments.
−	* Select the attachment or version of the attachment you want to view in the right part of your screen [[image:magnifier.png|link=]] (open attachment).	+	====Adding versions to attachments====
		+	Via the [[image:collapse_closed.png|link=]] "Show versions" button, the different versions of an attachment can be viewed.
		+	<br/>{{info|When there are no versions available, the message ''"No file versions available"'' is shown.}}<br/>
−	==Adding comments to invoices==	+	In case of available versions, the different versions are shown when clicking the [[image:collapse_closed.png|link=]] "Show versions" button.<br/>
		+	<br/>
		+	Available action buttons:
		+	* [[image:save.png|link=]] '''"Download attachment"''': download the attachment on this line.
		+	* [[image:remove.png|link=]] '''"Remove attachment"''': remove the attachment on this line.
		+	<br/>
		+	Available data:
		+	* '''Filename''': the name of the file (which it had on your computer).
		+	* '''User''': the user who uploaded the attachment.
		+	* '''Date''': the date and time when the attachment was uploaded.
−	'''Location: '''Invoice view &gt; click [[image:fieldsNotes.png|link=]] (Comments tab)	+	==Handling related documents==
−	You can only add comments to an invoice in the following status in My Tasklist:	+	Related documents are handled via the [[image:fieldsRelated.png|link=]] "Related documents" tab.<br/>
		+	<br/>
		+	In case a document enters 1Archive via mail, all attachments of that mail are added to the related documents of the invoice.<br/>
		+	If there are related documents available, this is indicated on the tab. [[image:related_documents_indication.png|link=]]<br/>
		+	<br/>
		+	The related documents can be viewed by clicking the [[image:magnifier.png|link=]] "View related document" button or by clicking the line.
		+	<br/>{{warning|Make sure you selected the [[image:fieldsRelated.png|link=]] "Related documents" tab on the right, otherwise you will be looking at the images of the invoice.}}
−	* To validate.	+	==Handling images==
−	* Exception handling.
−	Adding comments to invoices:	+	Images are handled via the [[image:images.png|link=]] "Images" tab.
		+	<br/>
		+	<br/>
		+	This tab contains the same functionality as the previous discussed [[image:images.png|link=]] "Images" tab which is located on the right hand side of the document view.
		+	Click [[Document_view_tabs#"Images"|here]] to review this information.
−	* In the invoice view, click [[image:fieldsNotes.png|link=]] (Comments).	+	==Using aliases==
−	* Enter the comment you want underneath next to the “Save” button.	+	A customer, a supplier and a lookuplist item can have one or more alias(es) assigned.<br/>
−	* Click “Save” to save your comment.	+	This means that such values can be filled in based on the alias instead of the actual name of the item.
−	* Time and user are added automatically.	+	<br/>{{info|When a field has the possibility to pick an item from a list with the [[image:listPicker.png|link=]] "List" button, there's the possibility to find a value via an alias.}}
		+	<br/>{{info|Aliases can be added by clicking the [[image:edit.png|link=]] "Edit" button next to the desired item in the list.}}
		+	<br/>{{warning|Aliases are imported from the accountancy package to 1Archive, not the other way around!}}
		+	==Changing the company of a document==
		+	<br/>{{warning|This button is only available for NIS and Connected users!}} <br/>
		+	This button is used when a document needs to be changed from one company to another. When clicking it, you get a pop-up window where you can choose the right company.<br/>
		+	<br/>[[image:change_company.png|link=]]<br/>
		+	<br/>
		+	Click "Ok" to change the company of the document.
−	{{Note|No comments can be removed.}}	+	<br/>{{warning|When clicking "Ok", make sure you click "Save" and save the document! Otherwise the change of the company will not be saved!}}
		+	<br/>{{info|Please note that the document will disappear in the documents to validate for the old company when you click the "Save" button. From then on, it will be available for validation in the new company.}}

---

Latest revision as of 16:00, 16 February 2021

After scanning and recognition (the OCR process), the invoices have to be validated in "My tasklist".

The different options available in the tasklist can be viewed here.

1 Selecting the appropriate document type

Depending upon the settings and the company selected, there are different document types available.

• All environments:
  • Incoming invoices
  • Incoming mail
• EIS:
  • VAT statement
  • PO request (see "PO request and matching")
• VIS:
  • Coda
  • PO request (see "PO request and matching")
• EIS, OIS, VIS and Connected
  • Outgoing invoices

You can choose a document type by hovering over "Document type". The list with available document types will appear.

2 Selecting individual invoices for validation

When importing an invoice into 1Archive, a validation check is performed on the invoice. Depending upon the outcome of this check, an invoice can be marked as valid or invalid. This validation status is visible in the list view.
To view an invoice for validation, you can select the magnifier icon at the beginning of the invoice list.

• "View the document": the document is entirely valid but you are still able to change any field in this invoice.
• "View the document": the document is invalid so further validation is needed before you are able to send this invoice to the accountancy package.

When you open an invalid document, and you make it valid by fixing all errors, the magnifier icon will turn green after pressing the "Save" button.

3 Invoice validation view

The left hand side of the page shows the basic information about the invoice. Default, the header field data will be shown. Following tabs are available:

• "Header fields": displaying the header information. Depending upon your environment, you have different fields available:
  • Header fields EIS
  • Header fields OIS
  • Header fields VIS
  • Header fields Connected
  • Header fields MIS
  • Header fields NIS
• "Technical fields": displaying the technical information.
  • Technical fields
• "Delivery fields": displaying the delivery information.
• "Comments": displaying the comments.
• "Attachments": displaying the attachments.
• "Related documents": displaying related documents.
• "Images": view the different attachments of the document in the left window of the document view.

The action buttons menu for the document is available above the different tab pages. The visibility of these buttons are dependant upon the workflow status in which the document is at that particular moment.

At the bottom of the page, the accounting lines (posting lines) and the detail lines are available.

The right hand side part of the page default shows the scanned invoice image. Here are also a few different tab pages available:

• "Images": shows the scanned invoice image.
• "Log": shows all log entries about what happened with the document.
• "Delivery log": shows all log entries for the delivery of the invoice. This is currently not in use.
• "Log": shows which workflow statuses the document had up until now.
• "Flow visualisation": a visual representation of the workflow log.

Click here for more information on the different tabs.

4 Adding and editing header invoice data in the document view

The fields available in "Header fields" are in a fixed order. This is determined on a global level, so it can't be changed.

For more information on which fields are available, see one of the following pages:

• Header fields EIS
• Header fields OIS
• Header fields VIS
• Header fields Connected
• Header fields MIS
• Header fields NIS

Some of the fields are prefilled by the scanbatch definitions and/or by the OCR recognition.

Fields prefilled by the scanbatch definition:
All environments:

• Invoice type
• Journal

EIS, OIS and NIS specific fields:

• Period

VIS specific fields:

• Bookyear
• Visible in technical fields: Directly to finish: if set to true, the invoice will be set to status 'Ended' after it was validated.

MIS specific fields:

• Period
• Visible in technical fields: Directly to finish: if set to true, the invoice will be set to status 'Ended' after it was validated.

Fields prefilled by the OCR server (only if recognized):

• Supplier / customer
• Invoice number
• Invoice date
• Due date
• OGM
• Currency
• Total amount

EIS, VIS, Connected and MIS will recognize two extra fields:

• Net amount
• VAT amount

Fields may have different background colours, based on their status:

• White: everything is ok, the field does not contain any errors or doubts.
• Yellow: the recognition server found multiple possibilities. The most probable value is proposed. The other options can be viewed by clicking in the field. Choose the correct value.
• Red: this field is required and no value could be found by the recognition server or the validation check performed on that field returned incorrect.

Some of the header fields are filled in based on the values in other fields.

• Due date: based on the supplier / customer payment term.
• Currency: either recognized by the recognition server or based on the supplier. For more details, see Appendix: Currency

To enter data in a field, there are different options available:

• Type a value.
• Pick a value from a "List".
• Pick a value from the "Date" picker. See selecting dates for more.

4.1 Selecting suppliers/customers

If the correct supplier/customer doesn't appear when typing in its name or code, you can open its dialog box by clicking "Select supplier/customer". This displays the list of all available suppliers/customers.

This screen allows you to navigate in the list of available suppliers/customers. It's possible to filter the results by entering values in the available text boxes or you could sort the list by clicking on the column header fields.

There are different fields available to filter:

• Code: enter the code of the supplier/customer here.
• Name: enter the name of the supplier/customer here.
• Aliases: if there is an alias set for the supplier/customer, enter it here to search for it.

• Choose filter field: allows you to perform a more advanced search. Choose the field on which you would like to filter and enter a value in the text box next to the list of available fields.

Click the "Apply filter" button or press Enter on your keyboard to apply the filter. The list of available suppliers/customers will reduce to the ones matching your filter.

4.2 Editing suppliers/customers

Click the "Edit" button next to the selected supplier/customer in the document view or in front of the supplier/customer in the search dialog box to be able to edit the details of the partner. The Edit partner screen will appear which allows you to edit the basic data of the partner.

4.3 Adding new suppliers/customers

If the partner you are looking for isn't available in the list, it's possible to add them via the "Add" button. Fill in the available fields and save the changes.
When clicking the "Save" button, the partner is saved in 1Archive. When booking an invoice for the newly created partner, they are sent to the accountancy package.

It's also possible to generate the partner data by using the VIES validator. Enter the VAT ID or the name in the "VAT ID" field and click the "Validate VAT ID with VIES" button. The fields known in the VIES system are filled in.

4.4 Selecting dates

If the date in a date field is not correct or empty, you can change it by typing the right value or by clicking the "Date" picker. Click on the date you wish to select to fill in the field. Navigating between months and years is done as follows:

• "Previous month": go to the previous month.
• "Previous year": go to the previous year.
• "Next month": go to the next month.
• "Next year": go to the next year.

5 Adding, editing and deleting posting data in the document view

Below the header field data and the image of the document are the posting line fields. These are the actual lines you are booking in the accountancy package. Editing those lines is only possible in documents which are available in "My Tasklist" or "My documents".

Available fields:

• All environments:
  • Account: the account for which the line has to be booked.
  • Non ded %: the percentage of the non deductible amount of VAT. This field is not available for outgoing invoices.
  • Description: a description for the line.

• EIS specific fields:
  • Amount: the amount of the booking line. The default value is the net amount entered on the header.

• • Cost unit: the cost unit for which you would like to book the line.
  • Cost center: the cost center for which you would like to book the line.
  • VAT code: the VAT code (VAT amount will be calculated based on the code filled in here).
  • Non ded %: the percentage of the non deductible amount of VAT. This field is not available for outgoing invoices.
  • Quantities: define the quantities of the products for this line.

• OIS specific fields:
  • Net amnt: the net amount of the booking line. The default value is the amount entered on the header.
  • VAT code: the VAT code used for the line.
  • Non ded %: the percentage of the non deductible amount of VAT. This field is not available for outgoing invoices.
  • Line Vat Amount: shows the calculated VAT amount for each line. This field is read-only and cannot be edited.
  • Cost place: the cost place for which you would like to book the line.

• VIS specific fields:
  • Net amnt: the net amount of the booking line. The default value is the amount entered on the header.
  • VAT type: the type of VAT.
  • VAT %: the percentage of VAT. This field is not available for outgoing invoices.
  • Non ded %: the percentage of the non deductible amount of VAT. This field is not available for outgoing invoices.
  • Place: the cost place for which you would like to book the line.
  • Unit: the cost unit for which you would like to book the line.
  • Sort: the cost sort for which you would like to book the line.
  • Non ded. account: if there is a "Non ded %", on which account should this be booked? This field is not available for outgoing invoices.
  • Quantities: define the quantities of the products for this line.
  • VAT fields: shows the fields for the VAT declaration.

• Connected specific fields:
  • Both incoming and outgoing invoices:
  • Net amnt: the net amount of the booking line. The default value is the amount entered on the header.
  • DIM1: a dimension of the DIM1 lookuplist.
  • DIM2: a dimension of the DIM2 lookuplist.
  • DIM3: a dimension of the DIM3 lookuplist.
  • Incoming invoices specific fields
    • VAT Regime: the kind of VAT regime that has to be used for this document.
    • VAT %: the percentage of VAT.
  • Outgoing invoices specific fields
    • VATDIM1: the kind of VAT regime that has to be used for this document.
    • VATDIM2: the percentage of VAT.
    • VATDIM3: an item of the Sales VATDIM3 list.
  • Non ded %: the percentage of the non deductible amount of VAT. This field is not available for outgoing invoices.

• MIS specific fields:
  • Net amount: the net amount of the booking line. The default value is the amount entered on the header.
  • Cost place: the cost unit for which you would like to book the line.
  • VAT regime: the kind of VAT regime that has to be used for this document.
  • VAT %: the percentage of VAT.
  • Non ded %: the percentage of the non deductible amount of VAT. This field is not available for outgoing invoices.

• NIS specific fields:
  • Net amount: the net amount of the booking line. The default value is the amount entered on the header.
  • VAT code: the VAT code used for the line.
  • Department: the department for which you would like to book the line.
  • Product line: the product line for which you would like to book the line.
  • Product segment: the product segment for which you would like to book the line.
  • End customer: the end customer for which you would like to book the line.
  • Customer: the customer for which you would like to book the line.
  • Billable: is the invoice billable or not?
  • Related asset: the related asset for which you would like to book the line.
  • License plate: the license plate for which you would like to book the line.
  • Driver: the driver which is linked to the selected license plate. This field is not editable.
  • Quantities: define the quantities of the products for this line.
  • IFRS: define the IFRS segment for this line
  • Cutoff start date: define the cutoff start date for this line
  • Cutoff end date: define the cutoff end date for this line

Navigating between the different fields is the easiest using the TAB key on your keyboard.
There are a few different possibilities to create an extra posting line:

• Double tap the TAB key at the end of the last line.
• Press the down arrow on your keyboard in any field of the last line.
• Click the "Add line" button.

A line can be deleted by clicking the "Remove line" button.

5.1 Creating posting lines with Excel

Sometimes a document needs to have multiple posting lines. To save time in distributing the posing lines, you can create them in Excel and import them in 1Archive.

How do you do this?

1. Create the lines you wish to create in 1Archive in Excel
   • The order of the columns has to be the same order of the columns available for a posting line in 1Archive
2. Copy the lines from Excel
3. Paste the lines in 1Archive

Example


These lines in Excel result in following lines in 1Archive (EIS example):

6 Managing templates for posting lines

Templates for posting lines will facilitate the input of posting lines drastically.

6.1 Create templates for posting lines

Templates can be managed using the "Templates" button in the action buttons menu. A screen similar to the document view appears.
This screen consists of 3 main parts:

• the overview of the different available templates.
• the preview of the image of the invoice together with the different logs and the flow visualisation.
• the overview of the header fields and posting line fields defined per template.

To add a template, click the "Add template" button.

When adding a new template, the overview screen changes to the "Save document as template" screen. This screen allows you to define the different fields for the template.

• Code: the code of the template.

• Name: the name of the template. Default value is the same as the code.
• Default template: check this box when the template has to be the default template for this supplier/customer.
• Supplier/Customer: the supplier/customer for which you are adding the template.

Below the above described fields, it's possible to add some header and posting line data. For the header data, it's possible to add a comment (remark in VIS).
The most important thing of the templates are the posting line fields.

Following fields are available: All environments:

• Net amnt: choose the net amount for the line. There's the possibility to choose between 2 options:
  • Fixed: fill in a fixed net amount for this line.
  • Percent: fill in a percentage for this line. The correct amount will be calculated based on the net amount on the header and the percentage filled in.

• Account: choose the account for which the booking has to be done.
• Description: fill in a description for this line.
• Order: determine the order of the lines. Default, this will start with 1 and increase when adding a line.

EIS specific fields:

• Cost unit: choose the cost unit for which you would like to book the line.
• Cost center: choose the cost center for which you would like to book the line.
• VAT code: choose the VAT code applicable to this line.
• Non ded %: the non deductible percentage. This field is not available for outgoing invoices.

OIS specific fields:

• VAT code: choose the VAT code applicable to this line.
• Cost place: choose the cost place for which you would like to book the line.
• Non ded %: the non deductible percentage. This field is not available for outgoing invoices.

VIS specific fields:

• VAT type: choose the VAT type applicable to the line.
• Place: choose the cost place for which you would like to book the line.
• VAT %: choose the VAT percentage applicable to this line.
• Sort: choose the cost sort for which you would like to book the line.
• Non ded %: the non deductible percentage. This field is not available for outgoing invoices.

Connected specific fields:

• Both incoming and outgoing invoices:
  • DIM1: an item from the DIM1 lookuplist.
  • DIM2: an item from the DIM2 lookuplist.
  • DIM3: an item from the DIM3 lookuplist.
  • DIM4: an item from the DIM4 lookuplist.
  • DIM5: an item from the DIM5 lookuplist.
  • DIM6: an item from the DIM6 lookuplist.
  • DIM7: an item from the DIM7 lookuplist.
  • DIM8: an item from the DIM8 lookuplist.
  • DIM9: an item from the DIM9 lookuplist.
• Incoming invoices:
  • VAT Regime: choose the kind of VAT that should be applied.
  • VAT %: choose the VAT percentage that should be applied.
• Outgoing invoices:
  • VATDIM1: choose the kind of VAT that should be applied.
  • VATDIM2: choose the VAT percentage that should be applied.
  • VATDIM3: an item of the Sales VATDIM3 lookuplist.
• Non ded %: the non deductible percentage. This field is not available for outgoing invoices.

MIS specific fields:

• Cost place: choose the cost place for which you would like to book the line.
• VAT regime: choose the VAT regime applicable to the line.
• VAT %: choose the VAT percentage applicable to this line.
• Non ded %: the non deductible percentage. This field is not available for outgoing invoices.

NIS specific fields:

• Department: choose the department for which you would like to book the line.
• Customer: choose the customer for which you would like to book the line.
• Product segment: choose the product segment for which you would like to book the line.
• Product line: choose the product line for which you would like to book the line.

If a template is defined as default, it will automatically be applied when importing invoices.

After finishing filling in the template data, click "Save". If you don't want to save, click "Back".

6.2 Edit templates for posting lines

Templates can be edited by clicking the "Edit template" button in the template overview screen.
The screen that appears is the same screen for creating templates. See above for more information.

6.3 Remove templates for posting lines

Templates can be removed by clicking the "Remove template" button.

6.4 Select templates for posting lines

If there are different templates available, select one using the "View template" button. The line with the chosen template will turn blue, this to indicate the selected template.
Apply the template to your document using the "Apply template" button.

6.5 Application of templates after scanning

6.6 Synchronization of templates with Venice

In Venice, there is a functionality called "Boekingsvoorstellen". These are synchronized with 1Archive.

7 Adding, editing and deleting detail line data in the document view

They are accessible via the "Detail line fields" tab.

Following fields are available:

• Model: the type of the flow. Possible values are:
  • Arrival
  • Dispatch
• Country: the country of origin.
• Transport: the mode of transport.
• Transaction: the nature of the transaction.
• Commodity: the commodity (identified via the GN-code, consisting of 8 numbers).
• Mass net: the amount of the goods, expressed in net mass.
• Supplementary unit: the unit in which the goods are expressed. For example: square meters, the number of pieces, litres, ...
• Invoice value: the value of the goods.
• Region: the available regions, in case of country Belgium.
• Delivery conditions: the terms of delivery agreed between the seller and the buyer.

8 Action buttons available for validating invoices

On top of the page, there are different action buttons available. These buttons allow you to perform some actions on the opened document.

• "Close": close the current opened document.

• "Save": save the changes you made in the document.

Depending upon your user rights or the settings, following action buttons could be available:

• "Auto flow": send a document in the automatic flow. For more information see "Approval manual".
• "Manual flow": define the flow manually for the document. For more information see "Approval manual".
• "Book": send the invoice to the accountancy package. The document will either be in status "Waiting feedback" or "Ready for download", depending upon your environment.
• "Send to TAP": send the invoice to an external accountant.

• "Cancel document": cancel the current document.
• "Change company": change the company of the document. See below for more information.
• "Templates": manage the different templates. See above for more information.
• "Validate": validate the invoice. This is only available when Onea Accountancy is activated for the company of the document.
• "Send with email": send the current opened document as an e-mail attachment to a certain e-mail address.
• "Approve": approve the invoice after reviewing the entered data.
• "Back": send the invoice back to the previous step.
• "Reject": reject the invoice after reviewing the entered data and send it back to validation or pre-control.
• "Forward": forward the invoice to another approver.
• "Informative": send the invoice informative to another user.
• "Side-step": send the invoice in a side-step to another approver. For more information see "Approval manual".
• "Park": set the invoice on hold.
• "Unpark": make the invoice available again after it has been parked.
• "Mark as read": when an invoice has been informatively sent to you, this button allows you to mark the invoice as seen.
• "To post-control": send the document directly to status post-control. This is only available when enabled in the company settings.
• "Recall": recall the invoice that was sent into the approval flow.
• "Send back to AP": when the document is available for a TAP user, this user is allowed to send the document back to where it came from.
• "Recall": when the document is sent to a TAP user, the AP user has the possibility to recall the document.

9 Automatic header data checks

The 1Archive system automatically performs some checks to make sure the invoice data is correct.

• Duplicate invoice number check. This check compares the supplier, the invoice type, the invoice number and the year of the invoice date.

• Net amount plus VAT amount has to be equal to the total amount.
• The sum of the net amounts in the posting lines has to be equal to the net amount on the header.
• The sum of the calculated VAT amounts of all posting lines has to be equal to the VAT amount on the header.

VAT percentage: 21%
Net amount (header): 100.06
VAT amount (header): 21.01
Total amount (header): 121.07

2 lines with each a net amount of 50.03.
The calculation of the VAT amount on the lines results in a total of 21.02. This is allowed because of the tolerance.

10 Auto completion rules

In order to facilitate the input of header and posting data, 1Archive has built in different auto completion rules. These rules are able to prefill some data on your invoice.

Available auto completion rules:

• Default supplier/customer values:
  • Account: when selecting a supplier/customer, prefill the account which is defined on the supplier on the posting lines.
  • VAT ID: when selecting a supplier/customer, prefill the VAT ID which is defined on the supplier.
  • Currency: when selecting a supplier/customer, prefill the default currency which is defined on the supplier .
  • Payment term: when selecting a supplier/customer, take the default payment term which is defined on the supplier into account.
  • VAT type/code: when selecting a supplier/customer, prefill the default VAT code which is defined on the supplier on the posting lines.
  • VAT rate: when selecting a supplier/customer, prefill the VAT % which is defined on the supplier .
  • Include in payment: when selecting a supplier/customer, prefill the default Include in payment value which is defined on the supplier (VIS) .
• Default account values:
  • VAT code: when selecting an account, prefill the VAT code defined on that account.
  • Cost place: when selecting an account, prefill the cost place defined on that account.
  • Cost center: when selecting an account, prefill the cost center defined on that account.
  • Non deductible: when selecting an account, prefill the default non deductible percentage.
• Empty non deductible: always enter a non deductible value of 0,00.
• Empty include in payment: when the include in payment is empty, enter true as default value (VIS).
• Remark copied from comment to description: copy the comment value on the header to the description field on the posting lines.
• Incoming date format: set the incoming date (if it's empty) as format YYYY/MM/DD HH:MM:SS

Overview of the auto completion rules per environment:

	EIS		OIS		VIS		Connected		MIS		NIS
Rule	INCINV	OUTINV	INCINV	OUTINV	INCINV	OUTINV	INCINV	OUTINV	INCINV	OUTINV	INCINV	OUTINV
Default supplier/customer account	X	X	X	X	X	X	X	X	X		X
Default supplier/customer VAT ID	X	X	X	X	X	X	X	X	X		X
Default supplier/customer currency	X	X	X	X	X	X	X	X	X		X
Default supplier/customer payment term	X		X	X	X		X		X		X
Default supplier/customer VAT type/code/VATDIM1/regime	X	X			X	X	X	X	X		X
Default supplier/customer DIM1							X
Default supplier/customer include in payment					X
Default account VAT code	X	X	X	X				X
Default account VAT %							X	X	X
Default account cost place	X	X	X	X					X
Default account cost center	X	X
Default account DIM1							X	X
Default account DIM2							X	X
Default account DIM3							X	X
Default account non deductible %	X		X		X		X		X
Empty non deductible	X		X		X		X
Empty include in payment					X
Remark copied from comment to description	X	X	X	X	X	X	X	X	X		X
Incoming date format	X	X	X	X	X	X	X	X	X		X

11 Adding comments to invoices

Comments are added via the "Comments" tab.

To add a comment, type your text in the textbox below and click the "Save" button.

When a comment is added, the 1Archive system automatically adds the current date and time, the user who commented and an indication that comments are available.

12 Handling the attachments

Attachments are handled via the "Attachments" tab.

To add an attachment, follow these steps:

1. Click the "Add attachment" button. See below for more information.
2. Select a file to upload from your computer by clicking the "Browse" button.
3. The "Exportable" checkbox is checked by default. This ensures that the uploaded attachments gets included when downloading the attachments as a PDF.
4. Click "Save" to save the attachment. In case you don't want to save it, click "Back".

When an attachment is available, you see different fields of information:

• Filename: the name of the file (which it had on your computer).
• User: the user who uploaded the attachment.
• Date: the date when the attachment was uploaded.
• Exportable: indicates if the attachment is exportable or not.

There are also some action buttons available:

• "Add version": add a new version of the attachment on this line.
• "Download attachment": download the attachment on this line.
• "Remove attachment": remove the attachment on this line.

• "Open attachment": display the attachment on this line.

12.1 Adding attachments to invoices via drag and drop

When in the document view, it's possible to add attachments via drag and drop.

1. Drag one or more files from your computer to the open document view.
2. After the "File upload" screen says the documents are uploaded, click "Ok".
3. The uploaded document(s) are now in the list of attachments.

12.2 Adding versions to attachments

Via the "Show versions" button, the different versions of an attachment can be viewed.

In case of available versions, the different versions are shown when clicking the "Show versions" button.

Available action buttons:

• "Download attachment": download the attachment on this line.
• "Remove attachment": remove the attachment on this line.

Available data:

• Filename: the name of the file (which it had on your computer).
• User: the user who uploaded the attachment.
• Date: the date and time when the attachment was uploaded.

13 Handling related documents

Related documents are handled via the "Related documents" tab.

In case a document enters 1Archive via mail, all attachments of that mail are added to the related documents of the invoice.
If there are related documents available, this is indicated on the tab.

The related documents can be viewed by clicking the "View related document" button or by clicking the line.

14 Handling images

Images are handled via the "Images" tab.

This tab contains the same functionality as the previous discussed "Images" tab which is located on the right hand side of the document view. Click here to review this information.

15 Using aliases

A customer, a supplier and a lookuplist item can have one or more alias(es) assigned.
This means that such values can be filled in based on the alias instead of the actual name of the item.

16 Changing the company of a document

This button is used when a document needs to be changed from one company to another. When clicking it, you get a pop-up window where you can choose the right company.



Click "Ok" to change the company of the document.