Assignment for accounting

After document intake and validation, accounting is usually the first step a person handles manually. The assignment rules determine which user or role receives a document for accounting. If this cannot be determined unambiguously, the document goes to the manual assignment step, where someone selects by hand who should do the accounting.

What the step looks like for users is described under Assignment.

Opening the rules

Each organization unit (tenant) can have its own assignment rules.

1. Open Administration > Organization Units.
2. In the organization tree, click the orange signpost icon next to the organization unit (Zuweisungs-Reglement bearbeiten, edit assignment rules).

If an organization unit has no rules yet, right-click it and choose Assignment Regulations > Add assignment regulations. The same context menu lists all existing rules under Edit assignment regulations.

Note

An organization unit can have more than one set of assignment rules. This is useful, for example, when a new set of rules is to apply from a cut-off date, such as when new cost centers take effect.

The icon and editing require the permission Admin.AssignmentMapping on the organization unit.

Organization tree under Administration > Organization Units with the coloured rule icons next to an organization unit

The rules window has three tabs:

• Rules: all rules applied to a new document.
• Property order: the order in which invoiceR searches for a matching rule. The first match always wins.
• Exceptional Behaviour: what happens when no rule matches.

Rules

Filter property

Each rule refers to exactly one property of the document. You can choose Cost center, Account, Project, Supplier, Cost unit and User. After you choose, invoiceR shows a table of the possible values from the master data. Tick the values you want. If you know the numbers, you can enter them comma-separated in the field below the table instead. Show selected entries on top lets you see quickly what is already selected.

Example: a rule with the filter property Supplier and three selected suppliers applies to all documents from these three suppliers.

Who receives the document

For each rule, you define who the document is assigned to:

• Assignment User
• Assignment User Deputy: only receives the document if the assignment user is absent.
• Assignment Role and Deputy Assignment Role

You can choose a user, a role or both.

Default values

When a rule applies, it can pass values to the document: default cost center, default cost unit, default account, default project and default payment terms. This lets you set up, for example, that all invoices from one supplier are automatically assigned to a project and sent to a specific role.

For each value you choose:

• none: no default value.
• direct selection: a fixed value from the rule.
• default … of the assignment user: the value stored for the assignment user (for cost center or cost unit, account and project).

For payment terms there is also direct selection (overwrite): it also replaces a value already on the document.

Note

The labels of the default values are only available in German in the user interface.

Default accounting

Under Standard-Kontierung (default accounting) you store complete accounting lines. invoiceR copies Description, Account, Cost center, Project, Vat Code and Vat Rate directly to the document. Form determines which accounting form is used to edit the line later. You enter the amount as an absolute value (Gross Amount) or as a share of the document amount (Prozentual, percentage).

Tip

If the default accounting distributes the full document amount, the document can skip accounting and go straight to approval. See Skipping accounting.

Property order

A document can match a rule for its cost center, one for its account and one for its supplier at the same time. In the Property order tab you decide which property is checked first. Drag the entries into the order you want.

Besides Cost center, Account, Supplier and Project there are two special entries:

• Direkt-Zuweisung (direct assignment): invoiceR checks whether a person or role for accounting was already selected during scanning or validation. If so, that person or role receives the document directly. Use the gear icon to set what happens when that person is absent (Behaviour when User out of Office): do nothing and wait, forward to the personal deputy, use a configured user, set a deputy, or skip direct assignment.
• Ausnahme-Verhalten (exceptional behaviour): as soon as the search reaches this entry, the exceptional behaviour applies immediately. Entries below it are never used and are therefore greyed out.

Exceptional behaviour

Here you define where a document goes when no rule matches:

• Use Regulation of parent Organization Unit: invoiceR continues searching in the assignment rules of the parent organization unit. This option only appears if there is a parent organization unit.
• Assign to Role: the document always goes to a role.
• Assign to User: the document always goes to a user, optionally with a Substitution (deputy) and a Deputy Role.

With Route you also decide which step the document goes to in this case: manual assignment (Assignment2ManualAssignment), accounting (Assignment2Accounting) or final check (Assignment2Endcheck). Without a value, the normal path applies.

Caution

The option assign to Exception Role is not yet implemented in the backend. Do not select it, otherwise the assignment fails with an error.