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 the accountancy package.

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, ...

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 in order to send at once all valid invoices to the accountancy package.

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.

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.

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

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.

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).

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

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.

The columns can be resized by selecting the border of the column title and moving it to the left or to the right.

Amount fields can be calculated. Entering 100+100 will result in 200 for example.

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.

A template is defined for a supplier/customer or for a global company.

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.

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.

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.

• 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.

When selecting a supplier/customer in the document view (and they have a default template assigned), the default template will automatically be 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).
The most important thing of the templates are the posting line fields.

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.

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.

When leaving the value blank, you have to fill in a value in the document view.

When using the percentage option, make sure you add lines until you have a total of 100%.

• 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.

You can make use of 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.

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

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.

When defining a template on company level, it's not possible to define it as default.

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.

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

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.

If there are unsaved changes, these will be lost!

• "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.

The external accountant has to have an account on 1Archive as well!

• "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.

Depending upon your settings in "My account" after clicking the above mentioned buttons you will see the archivelist or the next invoice in the list.

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.

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.

Example

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.

VAT period and fiscal periods have to be open and have to be in the selected fiscal year.

Invalid fields are colored with a 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. 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: 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 .
• 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.
• Remark copied from comment to description: copy the value filled in in the comment 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	X	X			X	X
Default supplier/customer VAT rate					X
Default supplier/customer include in payment					X
Default account VAT code	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

The order of the autocompletion rules is important. The order they are defined is the order in which they are executed.

	EIS		OIS		VIS
Rule	INCINV Order	OUTINV Order	INCINV Order	OUTINV Order	INCINV Order	OUTINV Order
Default supplier/customer account	1	1	1	1	1	1
Default supplier/customer VAT ID	12	9	9	7	12	4
Default supplier/customer currency	7	4	5	3	7	3
Default supplier/customer payment term	6		4	2	6
Default supplier/customer VAT type	4	2			4	2
Default supplier/customer VAT rate					5
Default supplier/customer include in payment					8
Default account VAT code	5	3	8	6
Default account cost place	8	5	10	8
Default account cost center	9	6
Default non deductible account	2		2		2
Empty non deductible	3		3		3
Empty include in payment					9
Remark copied from comment to description	10	7	6	4	10	5
Incoming date format	11	8	7	5	11	6

10 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 and the user who commented.

A comment cannot be removed.

11 Handling the attachments

Attachments are handled via the "Attachments" tab.

To add an attachment, follow these steps:

1. Click the "Add attachment" button.
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.

Images that are scanned via the webscanning cannot be removed.

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

This functionality can also be achieved when selecting a line in the list of attachments.

11.1 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 Handling related documents

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

This is currently not in use.

13 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.