The information in this article only relates to a feature in the Pro/Complete subscription.
In AFAS and Exact Online Bouw it is possible to use obligations. When in AFAS it is set that an obligation is required for a general ledger account, this will also be a mandatory field in Zenvoices.
Getting started with obligations from AFAS
To work with obligations from AFAS, the GetConnectors must be updated. After updating, start a full synchronization.
Add the column ‘Obligation’ once to your transaction screen via the transaction screen settings. After this, the obligations from AFAS can be used in Zenvoices in the transaction screen.
Manual selection of obligations
In the transaction screen there is the option to select multiple obligations at once and create them as transaction lines. Click ‘Select obligations’ for this.
In the following selection screen, the amount to be posted can be entered in the field ‘Amount to be posted’. This means it is possible to deviate from the outstanding amount of the obligation. Only obligations belonging to the software account are displayed to be used in the transaction.
In a transaction line it is possible to manually select an obligation if a general ledger account is selected. Only obligations without a general ledger account or obligations belonging to the selected general ledger account are displayed.
After selecting an obligation, fields such as project, special codes, etc. are not copied (this does happen when working with the obligation selection window, see passage above).
Automatic matching of obligations
It is possible to automatically match an obligation when reading an invoice. In AFAS and Exact Online Bouw, references can be added to an obligation.
When these references are included in the invoice, Zenvoices will recognize them from the document. A recognized/read reference is matched on:
AFAS:
Obligation code
Internal reference
External reference
Exact Online Bouw:
Delivery note number
Automatic matching of obligations is executed with the proposal strategies last transaction and master data. In transaction templates it can be configured whether a fixed obligation should be used or whether automatic matching should be executed.
Matching on line level for UBL invoices is not supported.
Please note:
The outstanding amount of an obligation comes from AFAS and Exact Online Bouw. A synchronization (changes only) is required.
Checking the correctness of the obligation is not part of the workflow in Zenvoices and will take place in the accounting package.
The general ledger account in the transaction proposal must be the same as the general ledger account set in the obligation in order to automatically match the invoice and obligation.
Obligations can be automatically matched; the field ‘Your reference’ is self-learning.
Via the administration settings it can be configured how remaining obligations should be handled.
For Exact Online Bouw administrations it is possible to indicate in the transaction line whether the obligation should be completed or not.