You probably recognize this situation: you receive many different receipts and invoices from different supermarkets, gas stations, hardware stores, etc. You do not want to create all these relations as separate creditors, but group them under one collective creditor, for example various supermarkets, various gas stations, etc. In the article below we explain how you can automate this and how the booking proposal can then be automatically booked.
Under Manage / Administration / Automation you will find all possibilities to automate the process from incoming invoice to booking as desired by applying rules. In this article we specifically explain:
Bookings
Approval rules
Relation assignment rules
In Zenvoices we offer the possibility, with the help of so-called 'Relation assignment rules' and 'Approval rules', to fully automatically book receipts/invoices. By creating a 'Relation assignment rule' (with configurable conditions), receipts from gas stations, supermarkets, hardware stores and for example sales invoices can be booked to a collective relation. In combination with an 'Approval rule', this can be automatically approved (and therefore booked) based on previous bookings.
Step 1: Create a relation assignment rule
Step 2: Create an approval rule
Step 1: Create a relation assignment rule
Follow the steps below to configure this per administration:
Go to Manage / Administration / Automation. Click on 'Relation assignment rules' on the left side of the screen and then on 'New rule'.
Then enter a description, for example Supermarkets. Choose a journal (in this case Purchase). Then click the green + icon. Conditions can be added here by clicking 'Add condition'. By clicking the blue bar with text the available options will be shown.
Below are some examples of conditions that can be selected.
#1: For e-invoices (no scan & recognition has been performed):
#2: For amounts smaller than 500.00 (if you work with different currencies, also add the condition 'Currency'):
#3: For a specific word on a document:
#4: For all documents that are submitted with the mobile app:
#5: Combinations are also possible (either the word Bouwmaat appears in the document subject, or the word Bouwmaat appears on the document, or the word Bouwmaat appears in the filename). One of the three is sufficient:
For example choose 'Document text'. The text in the green bar can remain set to 'Contains'. In the last column you can enter for example 'Albert Heijn'. If this text is present in a document, it will be recognized and the selected relation will automatically be added. Therefore choose a unique word or a combination of unique words.
Repeat these steps if necessary for other supermarkets.
Please note: read here which values you can enter at 'If'.
Under 'Assign relation', select the creditor to which receipts from these supermarkets may be booked and click 'Save'.
Example relation assignment rule:
Step 2: Create an approval rule
Follow the steps below to configure this per administration:
Go to Manage / Administration / Automation. Click on 'Approval rules' on the left side of the screen and then on 'New rule'.
Then enter a description, for example Approve various supermarkets. Uncheck 'Apply to all relations' and under 'Relations' enter the creditor Various supermarkets.
Then click the green + icon. Conditions can be added here by clicking 'Add condition'. By clicking the blue bar with text the available options will be shown. For example enter the condition: Recognition score / > greater than / 95%. If desired, a filter can be set on the amount, for example by entering the condition Amount (excl. VAT) / < less than / 100.00. Then click 'Save'.
Example approval rule:
Bookings that meet the configured conditions will immediately automatically receive a relation assignment and the booking proposal will automatically be approved.