Difference between revisions of "Validating invoices"

Revision as of 16:59, 11 July 2016 (view source) Onea (talk | contribs) (→‎Select templates for posting lines) ← Older edit		Revision as of 17:24, 11 July 2016 (view source) Onea (talk | contribs) (→‎Automatic header data checks) Newer edit →
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	==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 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.
		+	<br/>{{warning|The total VAT amount has a certain tolerance amount. 0.02 for EIS and 0.04 for OIS and VIS. 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/>
−	* Sum of all posting line net amounts has to be equal to the net amount in the header data.	+	'''Net amount (header)''': 100.06<br/>
−	* Vat check: The sum of the calculated vat amount of all posting lines has to be equal to the vat amount in the header data.	+	'''VAT amount (header)''': 21.01<br/>
		+	'''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.}}<br/>
−	{{Warning|The total vat amount has a tolerance of 0.02 when calculating the sum of the calculated vat amount of all posting lines.}}	+	{{note|Invalid fields are colored with a red background.}}
−
−
−	Ex. Vat = 21%; Total net amount = 100.06; Total Vat amount = 21,01; Total amount = 121,07 <br/>
−	2 lines of each net amount 50,03 result into a vat total of 21,02
−	* Vat period and fiscal periods have to be open, and has to be in the selected “year”.
−
−
−	Invalid fields are colored in red background.
	==Auto completion rules==		==Auto completion rules==

---

Revision as of 17:24, 11 July 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 bookkeeping.

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 some 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.

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) are available.

The right hand side part of the page default shows the scanned invoice image. Here, there 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. More information here.

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

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.

6 Managing templates for posting lines

Templates for posting lines will facilitate the usage 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.
• 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 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 Appendix: auto flow.
• "Manual flow": define the flow manually for the document.
• "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.
• "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.
• "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.
• "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.

8 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 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.

9 Auto completion rules

In order to facilitate the input of header and posting data, 1Archive has built in different auto completion rules:

• Auto completion rules KIS

10 Handling attachments to invoices

Location: Invoice view > click (Attachments)

You can only add attachments to an invoice in following status in My Tasklist:

• To validate
• Exception handling

10.1 Adding attachments to invoices:

• In the invoice view, click (Attachments).
• Click (Add attachment) under “Attachments” if you want to upload a new attachment.
• Click (Add version) next to the filename if you want to upload a new version of this attachment.
• Choose the file for upload.
• Select “Exportable” if you want that this attachment is automatically included in PDF downloads.
• Click “Save” to save the attachment to the invoice or “Back”.
• The attachment overview list contains following information:
  • Filename of attachment.
  • User who has uploaded the attachment.
  • Date of upload.
  • Automatically exportable to PDF: yes or no.

10.2 Adding attachments to invoices via drag and drop:

• In the invoice view, click (Attachments).
• Drag one or multiple files from your desktop and drop them in your browser window.
• You will get a confirmation of the uploaded files.
• After clicking on OK, you will see the new attachments in the list.
• Attachments will by default be marked as exportable.

10.3 Removing attachments from invoices:

• Select the attachment or version of the attachment you want to remove by clicking on (remove attachment).
• Note that the scanned invoices cannot be removed.

10.4 Downloading attachments from invoices:

• Select the attachment or version of the attachment you want to download by clicking on (download attachment).

10.5 Viewing attachments from invoices:

• Select the attachment or version of the attachment you want to view in the right part of your screen (open attachment).

11 Adding comments to invoices

Location: Invoice view > click (Comments tab)

You can only add comments to an invoice in the following status in My Tasklist:

• To validate.
• Exception handling.

Adding comments to invoices:

• In the invoice view, click (Comments).
• Enter the comment you want underneath next to the “Save” button.
• Click “Save” to save your comment.
• Time and user are added automatically.