The information in this article applies exclusively to a function in the Complete subscription where the Purchase to pay module is activated for administrations.
Purchase invoices in Zenvoices are automatically checked and evaluated based on purchase orders and warehouse receipts. When a purchase invoice contains costs that are not included in the purchase order, such as transport costs or shipping costs, these must normally be booked manually in the booking screen. In addition, these manually added lines must also be evaluated manually. In this article we explain how this can be automated.
Automation of booking lines
Invoices can be matched at line level with purchase order lines. This requires that purchase order numbers (order numbers) and purchase order line numbers (order line numbers) or article numbers are specified at line level in the invoice. To automatically add lines that are not included in the purchase order (for example shipping costs) to the booking, a booking line can be created via Manage / Administration / Automation. Click “Booking lines” and then “New booking line”. When creating a booking line the following fields are available:
Description
Priority: rules are executed from the lowest to the highest priority value
Active
Apply to all accounts
Accounts: Accounts can be added here when “Apply to all accounts” is unchecked
account tags: account tags can be added here when “Apply to all accounts” is unchecked and account tags have been created
Condition: when a condition applies, the booking instruction will be activated with the amount specified at line level in the e-invoice. The following conditions can be configured:
In this article you can read which values (“And” / “Or”) can be used for “Condition”.
Example booking instruction (KING ERP):
Article type: standard, rate and text are available
Article: available articles from the accounting package can be selected here
VAT code: created VAT codes from the accounting package can be selected here
Please note:
Available booking instructions for Exact Globe:
General ledger account
Article
Cost center
Cost unit
Project
Employee
VAT code
Available booking instructions for Exact Online:
Article
Cost center
Cost unit
Project
Project item
Recharge
VAT code
Automation of purchase invoice evaluation rules
Zenvoices assigns an evaluation to purchase invoices. When a purchase invoice matches the purchase order (and the purchase order has been fully received), the booking receives the evaluation “Correct”. When a purchase invoice deviates from the purchase order (or has not yet been received), it receives the evaluation “Incorrect”. With a purchase invoice evaluation rule it is possible to automatically evaluate lines that are not included in the purchase order as correct. Go to Manage / Administration / Automation. Click “Purchase invoice evaluation rules” and then “New evaluation rule”. When creating an evaluation rule the following fields are available:
Description
Priority: rules are executed from the lowest to the highest priority value
Active
Apply to all software accounts
Software accounts: software accounts can be added here when “Apply to all software accounts” is unchecked
Software account tags: software account tags can be added here when “Apply to all software accounts” is unchecked and software account tags have been created
If: when a condition applies, the booking line will be evaluated as correct. The following conditions can be configured:
In this article you can read which values (“And” / “Or”) can be used for “If”.
Example:
Tips:
Create separate booking lines for foreign suppliers so that foreign suppliers are booked with the correct VAT code.
If during booking you notice that the booking line does not match the PDF, check whether the lines/descriptions of the lines in the e-invoice match the lines in the PDF. It may happen that the PDF and e-invoice differ in line descriptions. The line description in the e-invoice is leading for the booking lines.
Automatic booking lines cannot be configured for PDF invoices. If you receive the purchase invoice as a PDF, ask your supplier whether the invoice can be delivered as an e-invoice specifying the purchase order numbers (order numbers) and purchase order line numbers (order line numbers) or article numbers.
Use tags when configuring booking lines, as this makes editing and maintenance easier. There are different descriptions for things like shipping costs, and by adding tags to accounts and evaluation rules this can be maintained more easily.