Import form

The differences in the workflow with regard to costs invoices and logistics invoices are not that great in the import form. In the header the differences are quite small, while there are a few more differences at the line level. The header contains general information that affects all positions. In contrast to this, the line level is divided into the various positions and each position is filled with individual information.

The process starts in the header. First it needs to be checked whether the vendor account is selected or not. Normally it is selected, but it can happen that it is not. This usually happens when the VAT no. has not been filled out in the vendor account because ExFlow searches for the correct vendor based on the VAT-no. It is also necessary to check whether the invoice no. is the right one. Most of this is selected in ReadSoft but can be changed in the import form if it is not correct. The invoice date, document date and due date must also be checked. The invoice date defines the month of performance, the document date the date on which the invoice was issued. The accountants also need to look at the amount. The invoice amount is the gross amount, the second line is the net amount and the position amount is the total net amount from the different positions. The balance at the fourth position must be zero, otherwise it is not balanced. Most of the time it is either because the VAT is not right or the amount in the position(s) is not right. In the case of VAT, it must be checked whether the amount is correct and which VAT is the correct one. The standard is normal VAT. If a reduced or no VAT needs to be used, it needs to be changed. The next field with the reference is only important if it is a logistics invoice. If so, the reference determines which department needs to approve the invoice. So if “cocoa” is selected in the reference, the approvers will be the cocoa department and the cocoa manager. However, if it is an invoice for the tea department, the reference must be changed to “tea”. Then the button “suggest approvers” must be clicked so that the approvers change. If the invoice is a costs invoice, checking the reference field is less important. This is because approvers of costs invoices must be selected manually, so the reference field is only optional for useful information. The last important field in the header is “logistics invoice” with a box that can be ticked or unticked. This field can be used to change whether the invoice is a logistics invoice or a costs invoice. If the box is ticked, the invoice is a logistics invoice; if the box is not ticked, the invoice is a costs invoice. It is important to know that the box is not ticket if the vendor has not been found. Even if the vendor is selected later, the box remains unticked. In this case, in order to convert the invoice into a logistical one, it is necessary to tick the box.

To be checked:

Vendor
Dates
Amount
VAT
(Reference)
Logistics invoice box

After the header, the process continues at the line level. If the invoice is a logistical one, there is not much to do. Like mentioned above, it is necessary to click on the “suggest approvers” button if the department in the reference field has been changed. This step can be skipped if the department in the reference field has not been changed. A main account starting with a seven is automatically displayed in the coding dimensions. No further information such as cost center or the like has to be entered. It is also not necessary to divide the invoice into different positions. The last step is to match the VAT in the position to the VAT in the header. They have to be the same or an error will show up. If everything is correct, the invoice can be sent to the document form.

To be checked:

Approvers
Main account
VAT

If the invoice is a costs invoice, this process takes a little longer. First it must be checked how many positions are necessary. In some cases more than one position is required. This can happen if there are different VAT amounts (e.g. some positions in the invoice are without VAT and some positions have the full amount of VAT). Also if there are positions where the coding dimensions have to be different from each other or different approvers have to be selected. Each position must have an appropriate VAT amount, appropriate coding dimensions and appropriate approvers. The system will automatically fill in the full VAT. If a different type of VAT needs to be used, it needs to be changed. It must also be checked whether the VAT amount in the header is still correct. It can be wrong if the header shows full VAT and a position does not have full VAT. In this cases, the header must be adapted to the different VAT. The coding field is only automatically filled with a main account if the base data of the vendor is filled with a matching main account. If that is not the case, the main account must be selected manually. The cost center and the division must also be filled out. The latter only if a division has to be selected. The approvers are never automatically selected if the invoice is a costs invoice. The first approver must match the invoice. So if it is an office supplies invoice, the first approver must be the one who is responsible for the office supplies. The second approver must be the managing director. If there are enough positions, the total gross amount and the total net amount of the position(s) are fitting to the regarding amounts of the invoice and the regarding coding fields and approvers are selected the invoice can be sent to the document form.

To be checked:

Positions (the total amount has to be checked also)
VAT field(s)
Coding field(s)
Approvers