The invoice form was specially developed for processing incoming invoices and offers the following view:
This form view can also be configured for all archives independently of the Invoice business solution mentioned here. The form designer required for this is part of the workflow module.
Below is a brief explanation of the individual data fields.
Invoice information
The general data for the invoice is stored in the upper area.
Client: Client licences are a prerequisite for splitting invoices into different clients. One client licence is included free of charge, each additional licence can be purchased. Each process in the archive must be assigned to a client. If you only have one client or a specific client receives the most invoices, this can be entered as the default client.
Internal document no.: This is the company's internal invoice number, which is automatically assigned by the system. The display can be configured as required.
Recognition: Data from ZUGFeRD/XRechnung or prepared via OCR.
Invoice no.: Is read out by SmartIndexing.
Invoice no. unique: The "Invoice number unique" identifier is set if an invoice number is unique for each client and vendor.
Invoice type: Selection between invoice and credit note.
This contains information on the date details on the invoice.
Invoice date: Is read out by SmartIndexing.
Service date: Is filled with the invoice date.
Date of receipt: Date on which the invoice was received by the company.
Posting period: The posting period in which the invoice is to be posted; the default setting is the posting period of the invoice date.
This is followed by details of the supplier:
Vendor no.: The internal number of the vendor. Based on the IBAN or VAT ID recognised or read by ZUGFeRD, the vendor is determined from the vendor table and this field is filled automatically.
Name: Name of the vendor. The IBAN or VAT ID is used to read the vendor from the vendor table and this field is filled automatically.
Payment block: If the payment is not yet to be initiated but the data is to be transferred to the financial accounting system, a tick can be placed here.
IBAN: IBAN of the creditor, is filled with SmartIndexing.
VAT ID: VAT ID of the creditor, is filled with SmartIndexing.
This is followed by data on invoice amounts and payment methods.
Net amount: Invoice amount without VAT.
Tax amount: The amount of VAT, if necessary the sum of several partial tax amounts.
Gross amount: Total amount to be paid.
Number/Name: The payment term is read from the supplier table here - regardless of any differing entries on the document.
Due date: Due date of the invoice without discount, depending on the invoice date.
Cash discount date: Due date of the invoice with cash discount, depending on the invoice date.
Data on G/L accounts, cost centres and tax rates are stored in the account assignment area. It is possible to carry out manual or automatic split postings here. If the amount is not fully entered in the top line, Invoice automatically enters the remaining amount in a new line you have added. If you do not add a line, the difference is shown as a balance.
G/L account: Selection from the stored G/L accounts.
Name: The G/L account name and cost centre name columns have been added to the account assignment to improve working with the account assignment table. The names are set automatically when a G/L account or cost centre is selected.
Cost centre: Selection of the stored cost centres.
Amount (net): Net amount of the posting.
Tax key: Tax keys can be stored for each account assignment item. By selecting the tax key, the tax rate and the tax amount are set automatically.
Tax rate: Tax rate of an individual posting line
Tax amount: Tax amounts of the individual amount lines are calculated depending on the tax rate.
Posting text: Freely selectable.
Balance: Remaining amount if the amount lines have a difference to the net total amount.
Posting text and export notes are stored in the Export to financial accounting system area.
If an invoice has the workflow status "Export - Error", the "Export - Notes" field in the invoice process contains a note on the cause of the failed export:
Delivery notes
Delivery notes can be stored for each invoice. The yellow fields are mandatory fields.
Other
Information is stored here if you have the invoices read out using CloudLine Reader.
Info
Further details about the process are stored in the "Info" tab. The retention and deletion period of a contract can be entered here, and you can also find the access history here.
Dates
Any number of dates can be stored in the schedule for each contract during archiving. Of course, it is also possible to enter dates at a later date.On the desired date, the person entered in the schedule receives the process in his/her mailbox. After processing, this is noted in detail in the history.
An escalation rule for this appointment can also be noted here.
Remarks
The tab for remarks is a free field. You can enter free text or information for each contract here.