Validating invoices

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 a document appears invalid, this means it contains errors or some of the fields are in doubt. There could be multiple possibilities for a field, or a required field was not recognized so you need to enter it manually, ...

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.

It is also possible to filter by validation status.

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.

An invoice always has to contain at least one account line!

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 fast moving between the different fields, use the Tab button on your keyboard.

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.

In case of a yellow field, you always need to press "Enter" on your keyboard to confirm the value.

Invoices containing fields with red or yellow backgrounds cannot be transferred to the accountancy package.

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.

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.

You can enter anything you want in a free textfield (like description). No value control will be performed.

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.

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.

If you don't want to see all items in the lookuplist, you can use favourites: Click on or next to each item to add or remove the item in your list of favourites. To only show your list favourites, click on the "Favorites only" icon on top of all items. If you want to see all items back again, click "Favorites only".

It's also possible to enter calculations in an amount field. Entering 100+100 will result in 200 for example.

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.

The dialog box for searching suppliers/customers also allows you to use wildcards.

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.

To view the full list of suppliers/customers again, click "Clear filter". The filter gets cleared automatically when closing the screen.

The number of suppliers in the list is limited to 10 at a time. To view the other search results, press: "First page": go to begin of the list. "Previous page": go to the previous page of the list. "Last page": go to the end of the list. "Next page": go to the next page of the list.

When you move the popup window, the icon in the upper right corner will centralize the dialog on your screen again.

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.

The fields that are available for editing, are the same fields on which you can filter the list.

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.

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.

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.

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.

When creating a foreign supplier without VAT ID, fill in the country code in the VAT ID field.

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.

Enter "w" as shortcut for the date of today.

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

Location: Archive - My tasklist - Invoice View - Posting lines field tab (Posting line fields)

Editing posting data is only available in “My Tasklist”.
You can fill in the posting data of an invoice in the posting sheet at the bottom of the screen.

• 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.
• 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.
  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 next to the account field.
• 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.

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.

For instructions on using a posting template to fill in posting data automatically, see Managing posting templates.
To move to the next field of the posting line press TAB.
To create another line in the posting grid you have different possibilities:

• press double TAB at the end of the line
• press down arrow in any field of the last line
• click (Add line).

Automatically a new line is added containing the open difference net amount as net line amount.

To delete a line click (Remove line).
Basic amount calculation is available in the amount fields.

If a default template is assigned to a supplier, the posting data will be applied automatically during import of the invoice in the 1Archive system.

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.

You have the possibility to calculate in the amount fields.

6 Managing posting templates

Posting templates will facilitate the posting of data drastically.

6.1 Creating posting templates

Location: Archive - My tasklist - Invoice View > Click “Templates”

• Click “Template” in the action button row. The Posting template manager dialog box opens.
• Click (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.
    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 (Add line).
  • You can delete a line by clicking the delete button (Remove line).
  • You can use Keywords on all text fields of a template (Remarks on header level, Description on posting level)

In the Posting template manager dialog box no auto completion rules are available.

Order field will line up the posting details when template is applied.

• Each created template has its own code and name.
  • Code
  • Name, the proposed name can be overwritten.
• A template can be bounded to a specific supplier or to be general for the whole company.
  • If a supplier is selected, then this template is specific for this supplier.
  • 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.
• If you indicate the template as default, it will be applied automatically by the processing if an invoice is imported for this supplier.

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.

The template is not automatically applied when you change from supplier in the header data.

Default template are not used for company bounded templates.

• To save the template click “Save”, otherwise “back”.

6.2 Edit posting templates

Location: Archive - My tasklist - Invoice View > Click “Templates”

• Click “Template” in the action button row. The Posting template manager dialog box opens.
• Click (Edit template) to edit the template.
• To save the changes to the template click “Save”, otherwise “Back”.

6.3 Cancel posting templates

Location: Archive - My tasklist - Invoice View > Click “Templates”

• Click “Template” in the action button row. The Posting template manager dialog box opens.
• Click (Remove template) to remove the template.

7 Action buttons available for validating invoices

Following action buttons are available in the validation screen:

7.1 Close invoice view

Location: Archive - My tasklist/ All documents - Invoice View > Click “Close”

You can close the document without saving the data, by clicking (Close) in the action button row.

7.2 Save invoice data

Location: Archive - My tasklist - Invoice View > Click “Save”

You can save the validated data, by clicking (Save) in the action button row, without sending the invoice to the accounting package.

7.3 Send invoice to the accounting package

Location: Archive - My tasklist - Invoice View > Click “Set ready for download”

After validating the invoice header fields and adding the posting lines, you can send the invoice to the accounting package by clicking (Set ready for download) in the action button row.

7.4 Cancel an invoice

Location: Archive - My tasklist - Invoice View > Click “Cancel document”

If you don’t want to transfer the invoice to the accounting package you can cancel the invoice by clicking (Cancel document) in the action button row.
You have always to give a cancel reason when canceling an invoice.

Depending on your settings in “My account” after clicking the above mentioned buttons you will see the list or the next invoice in the list.

7.5 Apply template

Location: Archive - My tasklist - Invoice View > Click “Templates”

• Click “Template” in the action button row. The Posting template manager dialog box opens.
• A list of available templates for the selected supplier and the company bounded templates are displayed.
  • If no supplier is selected, only the company bounded templates are proposed.
• Select a template. The posting details of the selected template are shown at the bottom.
• To apply the selected template click “Apply template”, otherwise “Cancel”.
• After applying, the posting grid of the document will be updated by the posting grid of the template you applied.

If there is a correction amount, then this amount will be added on a new line.

• Example: If you have a line with fixed amount 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 not a second line defined.

7.6 Save as template

Refer to Managing posting templates.

8 Automatic header data checks

The system checks the invoice data and accounting lines against control data such as periods and Vat tables.

• Check on duplicate invoice number for same supplier. Check based on same supplier, same invoice type and number, invoice date within the same year.
• Net amount plus Vat amount has to be equal to total amount in the header data.
• Sum of all posting line net amounts has to be equal to the net amount in the header data.
• 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.

The total vat amount has a tolerance of 0.02 when calculating the sum of the calculated vat amount of all posting lines.

Ex. Vat = 21%; Total net amount = 100.06; Total Vat amount = 21,01; Total amount = 121,07
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.

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.

Drag and drop functionality is only compatible with Google Chrome.

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.

No comments can be removed.