You probably recognize this situation: you receive an invoice that contains a cost center that must be included in the booking, or a supplier sends invoices that must be booked to different services. But how do you automate this?
Under Manage / Administration / Automation you will find all options to automate the process from incoming invoice to booking by applying rules. In this article we specifically explain:
Bookings
Booking method assignment rules
Approval rules
In Zenvoices it is possible to assign a booking method based on different conditions. By creating a booking method assignment rule you can configure which booking method must be selected based on specific conditions. In combination with an approval rule, the booking can then automatically be approved (and therefore booked). Available booking methods are:
Master data
Last booking
Booking template
In the example below we go deeper into the booking method 'Booking template', which includes a cost center that is automatically added based on recognized text from a document.
Step 1: Create a booking template
Step 2: Create a booking method assignment rule
Step 3: Create an approval rule
Step 1: Create a template
In this article we explain how templates can be created. As a rule in the booking template it is defined that 100% of the costs must be booked to general ledger account 1515 on cost center 'Den Helder':
Step 2: Create a booking method assignment rule
Follow the steps below to configure this per administration:
Go to Manage / Administration / Automation. Click on 'Booking method assignment rules' on the left side of the screen and then on 'New rule'.
Then enter a description, for example Cost center ABC.
Choose a journal (in this case Purchase).
Select whether this rule applies to all relations (software accounts) or specifically to one or more relations. Use tags if desired.
Then click on the green + icon. Conditions can be added here by clicking on 'Add condition'. By clicking on the blue bar with text the possible options are shown:
Below are some examples of conditions that can be selected.
# 1: For a specific word on a document:
# 2: For all documents that are submitted with the mobile app:
Choose for example 'Document text'. The text in the green bar can remain on 'Contains'. In the last column you can enter for example 'ABC'. If this text is present in a document, it will be recognized and the selected booking method will automatically be used. Therefore choose a unique word or a combination of unique words.
Please note: read here which values you can enter at 'If'.
Select the booking method: in this case Booking template followed by the name of the template created in Step 1.
Example booking method assignment rule:
Step 3: Create an approval rule
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.
Select whether this rule applies to all relations or specifically to one or more relations. Use tags if desired.
Then click on the green + icon. Conditions can be added here by clicking on 'Add condition'. By clicking on the blue bar with text the possible options are shown. Enter for example the following condition: Recognition score / > greater than / 95%. If desired a filter can be set on the amount by entering for example the condition Amount (excl. VAT) / < less than / 100.00. Then click 'Save'.
Please note: read here which values you can enter at 'If'.
Example approval rule:
Bookings that meet the configured conditions will immediately automatically receive the configured booking method and the booking proposal will automatically be approved.
Please note: if in the master data of this relation the default booking method is set to 'Last booking', Zenvoices will take over the previous booking method for the next booking. In this case the booking template with cost center ABC, even if there is no 'ABC' on future invoices. Our advice is therefore, when using Booking method assignment rules, to set the default booking method in the master data to Master data or Booking template.