The information in this article applies exclusively to a feature in the Complete subscription.
Both financial transactions and purchase invoices can be reviewed based on predefined conditions. This includes requirements for a transaction, for example that for various software accounts it is mandatory to post to one or more projects.
Through automation at both administration and environment level, the conditions can be configured, and via Authorization management incorrect transactions can automatically be rejected.
please note: this functionality is only supported for the purchase journal.
Configuration
Activation in the journal
The functionality is activated in the journal, which can be found via Manage / Environment / Administrations / Edit / Journal / Edit / Automatic purchase invoice review.
Determining conditions
Administration level: Manage / Administration / Automation
Environment level: Manage / Environment / Automation
Via 'Purchase invoice review rules' review rules can be created.
Display of review results
The review of transactions is displayed as follows:
In transaction overviews (including Not complete, To review and Authorization / Rejected) the review is displayed in the column 'Purchase invoice review'.
In the transaction screen the review is displayed with the field 'Purchase invoice review'. In addition, lines and fields are shown in green (correct) or red (marked) based on their review.
Review again
Transactions are automatically reviewed again in the following cases:
After a transaction is changed by a user
In transaction overviews the bulk action 'Review purchase invoice again' is available.
In the transaction screen the button 'Review purchase invoice again' is available:
This action can only be performed by users with the required permissions.
Manual review
It is possible to override the automatic review and manually mark an invoice as correct:
In transaction overviews the bulk action 'Change purchase invoice review' is available.
In the transaction screen the button 'Change purchase invoice review' is available:
This action can only be performed by users with the required permissions.
After manually reviewing an invoice, it will no longer be automatically reviewed.
Reviewing obligations
Via the journal settings it can be configured to check obligations for amounts. For example, it can be configured that transactions are automatically marked as 'incorrect' if the amount does not match the obligation or deviates more than configured. Partial invoices of an obligation can also be marked as correct as long as the obligation amount is not exceeded.
This functionality is only available for AFAS and Exact Online Bouw (see article) and via the API (see article).
Integration with authorization
The following settings can be configured in the authorization scheme, which can be found via Manage / Administration / Authorization schemes.
Automatically rejecting incorrect invoices
Incorrect transactions can automatically be rejected in the authorization process so that they appear under Authorization / Rejected for follow-up. After a transaction is later marked as correct, it can be authorized again and still be approved.
If a transaction is automatically rejected during authorization, a comment is automatically added to the transaction explaining the reason for the rejection.
Enable the option 'Automatically reject incorrect purchase invoices' in an authorization scheme to activate this functionality.
Automatically re-authorize after re-review
Incorrect purchase invoices that were rejected can automatically be authorized again if they are later marked as correct in a re-review. Enable the option 'Automatically re-authorize rejected incorrect purchase invoices after re-review as correct' in an authorization scheme to activate this functionality.