The information in this article applies to administrations with the additional module Purchase to pay.
Purchase invoices in Zenvoices are automatically checked and evaluated based on purchase orders and warehouse receipts. This provides immediate insight into whether a purchase invoice is correct or which discrepancies exist.
Please note: direct purchase invoices are not evaluated.
Which checks are performed?
For each invoice line the following is checked:
Price: does the price on the invoice match the price in the purchase order?
Quantity: does the invoiced quantity match the ordered quantity and the warehouse receipts (total quantity received)?
If all invoice lines are correct, the invoice is evaluated as correct. If one or more lines are incorrect, the invoice is evaluated as incorrect.
Settings
In the journal settings in Zenvoices the following settings are available on the tab “Purchase invoices”:
Evaluate lines without linked purchase order as correct: if this option is enabled, lines without a linked purchase order are evaluated as correct. Otherwise these lines are evaluated as incorrect.
Check prices against purchase orders
Allowed positive price difference* amount
Allowed positive price difference* %
Allowed negative price difference* amount
Allowed negative price difference* %
Check quantities against warehouse receipts
*There is a positive price difference when the price on the invoice is lower than the price in the purchase order. Vice versa, there is a negative price difference.
Please note: allowed positive and negative amounts and/or percentages are applied per unit. For example, if a deviation of €0.01 is allowed and you receive a purchase invoice where 10 items have a price difference of €0.01, there will be a deviation of €0.10 compared to the purchase order. The purchase invoice evaluation will then still be considered correct.
Order of checks for quantities
The quantity check takes place in the order in which the purchase order and invoice are linked. Example:
Purchase order: 10 units
Invoice #1: 9 units
Invoice #2: 2 units
If invoice #1 is linked to the purchase order first, it will be evaluated as correct and invoice #2 as incorrect. Conversely, if invoice #2 is linked first, invoice #2 will be evaluated as correct and invoice #1 as incorrect.
Display of evaluation results
The evaluation of purchase invoices is displayed as follows:
In booking overviews (for example under Not complete, To review and Authorization / Rejected) the evaluation is shown in the column “Purchase invoice evaluation”.
In the booking screen the evaluation is displayed in the field “Purchase invoice evaluation”. In addition, lines and fields are shown in green (correct) or red (marked) based on their evaluation.
Re-evaluation
Invoices are automatically re-evaluated in the following situations:
After a user modifies an invoice.
If an invoice has been evaluated as incorrect and a linked purchase order changes in the ERP/accounting package. Processing a (warehouse) receipt is also included in this case.
Invoices can also be re-evaluated manually:
In booking overviews the bulk action “Re-evaluate purchase invoice” is available.
In the booking screen the button “Re-evaluate purchase invoice” is available:
This action can only be performed by users with the required permissions.
Manual evaluation
It is possible to override the automatic evaluation and manually mark an invoice as correct:
In booking overviews the bulk action “Change purchase invoice evaluation” is available.
In the booking screen the button “Change purchase invoice evaluation” is available:
This action can only be performed by users with the required permissions.
After manually evaluating an invoice it will no longer be automatically evaluated.
Integration with authorization
Conditional authorization
The field “Purchase invoice evaluation” is available for conditional authorization. This makes it possible to configure an authorization process in which only incorrect invoices need to be manually approved by employees.
Automatically rejecting incorrect invoices
Incorrect purchase invoices can automatically be rejected in the authorization process, so that these invoices appear under Authorization / Rejected for follow-up. Once an invoice is later evaluated as correct, for example because a receipt has been processed or a credit note has been received, the invoice can be authorized again and approved.
If an invoice is automatically rejected during authorization, a comment is automatically added to the booking 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-evaluation
Incorrect purchase invoices that have been rejected can automatically be authorized again when they are re-evaluated as correct. Enable the option “Automatically re-authorize rejected incorrect purchase invoices after re-evaluation as correct” in an authorization scheme to activate this functionality.