You probably recognize this situation: every month you receive invoices from different software accounts and you wonder how the processing of these invoices can be automated.
Under Manage / Administration / Automation you will find the options to automate the process from incoming invoice to booking according to your preferences by applying rules. In this article we specifically explain:
Bookings
Approval rules
In Zenvoices you can add tags (labels) to software account. This allows you to group software accounts so that invoices from these software accounts can, for example, be automatically booked. By including a created tag in approval rules you can easily automate bookings from all suppliers with that tag.
Below is an example of how this can be configured per administration:
Step 1: Create a tag
Step 2: Create an approval rule with the tag
Step 3: Link the tag to software account
Step 1: Create a tag
Go to Manage / Administration / Tags. Click 'New tag' and name it for example Automatically approve and click 'Save'. This tag will then be added to the approval rule.
Step 2: Create an approval rule with the tag
Go to Manage / Administration / Automation and click 'Approval rules'. Click 'New rule'. Enter a description, for example >97.5% approve. Uncheck 'Apply to all relations'. Add the previously created tag under 'Relation tags' and click the green + icon. You can now add conditions by clicking 'Add condition'. By clicking the blue bar with text the available options are displayed. Choose 'Recognition score'. Click the green bar and change it to '> Greater than'. In the last column enter a value, for example 97.50%. If you want to add another condition, click the green + icon again. For example: Amount (excl. VAT) / < Less than / 500. Then click 'Save'.
Examples of possible conditions:
For documents with a recognition score higher than 97.5%
For documents with an amount up to 500.00
When the payment condition "Direct debit" applies
Combinations are also possible (all conditions must apply)
Please note: see this related article for which values can be used in the "If" field.
Result of the approval rule:
Step 3: Link the tag to software account
In the booking proposal you can easily add the created tag to software accounts so that future invoices from this software account can be automatically booked (as long as the booking meets the configured conditions). Click 'Edit' next to 'software account'.
Then add the tag to the software account at the top left and click 'Save'.
It is also possible to assign a tag to multiple software accounts at once. Go to Manage / Administration / software account. Select multiple software accounts and use the 'Bulk action' option 'Add/remove tag', then select the previously created tag.