A workflow specially tailored to incoming invoice processing has been configured and stored for the "Incoming invoices" archive. The workflow supplied can be customised by your administrator to meet your specific requirements.
In the first check step, a release limit can be defined for each supplier. Depending on this, the data record is automatically released if it falls below this release limit. If the release limit is exceeded, the document is forwarded to a user to be selected for release.
After the final release, the invoice data can be written to the prepared "Export" area and exported from there to your financial accounting system.
Among other things, these status changes are possible:
"Incoming" status
All invoices are in this status immediately after import.
For factual verification
In this transition, the system first checks whether the invoice number is unique. If it is unique, a tick is placed in the form and the invoice is sent for factual verification. If it is not unique, it is set to the status "Invoice number duplicate" and marked as incorrect.
In the status "Factual check", the transaction is released or marked as incorrect. If it is released, the transaction is forwarded, depending on a value limit:
If the invoice amount is below the defined value limit, the transaction is set to Released status.
If the invoice amount is above the value limit, the transaction is sent to the management and assigned the status "Management review". You have the option of selecting any recipient.
Management review" status
All invoices that are in the second verification stage are in this status. You can perform the following workflow steps here:
Released
Incorrect
The process is incorrect and is removed from the mailbox.
Released" status
All released invoices are in this status. You can perform the following workflow step here:
Export to FiBu
The transaction data is written to the export iq_buchung. The process is set to the status "Waiting for export". In this status, the invoice is ready for export. The local service accesses the invoices in this status and carries out the actual export.
If an error occurs when exporting an invoice, the status automatically changes to "Export - Error". Invoices in this status could not be exported successfully.
A note about the failed export can be found in the new "Export - Notes" field in the invoice process or in the export service log file. Invoices in this status can be corrected and exported again.
If the export was completed without errors, the process changes to the "Completed" status