Difference between revisions of "Validating invoices"

Revision as of 13:32, 17 October 2016 (view source) Onea (talk | contribs) (→‎Adding, editing and deleting posting data in the document view) ← Older edit		Revision as of 13:44, 17 October 2016 (view source) Onea (talk | contribs) Newer edit →
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	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.		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.		Click [[Document_view_tabs#"Images"|here]] to review this information.
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		+	==Using aliases==

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Revision as of 13:44, 17 October 2016

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
  • Outgoing invoices
• EIS:
  • VAT statement
• VIS:
  • Coda

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
• "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

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 and OIS specific fields:

• Period

VIS specific fields:

• Bookyear
• Directly to finish: if set to true, the invoice will be set to status 'Ended' immediately.

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

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

EIS and VIS 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 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".

Available fields:

• All environments:
  • Net amnt: the net amount of the booking line. The default value is the amount entered on the header.
  • 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:
  • 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).

• OIS specific fields:
  • VAT code: the VAT code used for the line.
  • 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:
  • VAT type: the type of VAT.
  • VAT %: the percentage of VAT. This field is not available for outgoing invoices.
  • Place: the cost place for which you would like to book the line.
  • Sort: the cost sort for which you would like to book the line.
  • VAT fields: shows the fields for the VAT declaration.

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

It's also possible to add posting lines by creating them in Excel.

How do you do this?

1. Create the lines you wish to create in 1Archive in Excel
2. Copy the lines in Excel
3. Paste the lines in 1Archive

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.
• Non ded %: the non deductible percentage. This field is not available for outgoing invoices.
• 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.

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.

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.

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.

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

Detail lines are only available on the VIS environment. 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 "Approving invoices".
• "Manual flow": define the flow manually for the document. For more information see "Approving invoices"
• "Book": send the invoice to the accountancy package.
• "Send to TAP": send the invoice to an external accountant.

• "Cancel document": cancel the current document.
• "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 "Approving invoices"
• "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.
• "Recall": recall the sent out invoice. This is only available for TAP users.

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
Rule	INCINV	OUTINV	INCINV	OUTINV	INCINV	OUTINV
Default supplier/customer account	X	X	X	X	X	X
Default supplier/customer VAT ID	X	X	X	X	X	X
Default supplier/customer currency	X	X	X	X	X	X
Default supplier/customer payment term	X		X	X	X
Default supplier/customer VAT type/code	X	X			X	X
Default supplier/customer VAT rate					X
Default supplier/customer include in payment					X
Default account VAT code	X	X	X	X
Default account cost place	X	X	X	X
Default account cost center	X	X
Default non deductible account	X		X		X
Empty non deductible	X		X		X
Empty include in payment					X
Remark copied from comment to description	X	X	X	X	X	X
Incoming date format	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.

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