Flow of a document

Every incoming invoice passes through several steps in invoiceR as a document. In every step where a person has to do something, a task appears in the task list of the responsible person or role.

The steps

1. Assignment: invoiceR uses the assignment rules to decide who does the accounting for the document. If this does not work automatically, someone assigns the document by hand.
2. Accounting: you check the header data and split the invoice amount into item lines with account, cost center and VAT rate.
3. Approval: invoiceR determines who has to approve the document. These people approve or reject each item line.
4. Final check: accounts payable checks the document one last time and releases it for posting.
5. Archive: the completed document stays searchable with its full history.

With orders there is also the goods receipt confirmation.

Diagram of the steps assignment, accounting, approval and final check as a chain of arrows

Which steps are active in your organisation, what they are called and which buttons they have is decided by your administrators. This help describes the standard setup.

An opened document

When you open a task you see:

• At the top the name of the step (for example “Kontierung”) and below it the key information: tenant, process, barcode, supplier and amount. Click an item to copy it to the clipboard.
• The file of the document, so you have the invoice in front of you while working.
• Tabs with the data of the document. Which tabs you see depends on the step and your permissions:

Tab	Content
Overview	Header data: supplier, invoice number, dates, amounts, VAT rates, payment details.
Manual Assignment	Only in the assignment step.
Accounting	The item lines.
Approval	Only in the approval step.
Goods receipt	Only with orders.
Comment	Comments on the document.
History	What happened to the document, when and by whom.
Documents	The invoice and further files belonging to the document.
Links	Connections to other documents.

• At the bottom the buttons of the step. On the left is Problem with this document for anything that deviates from the normal flow; on the right are the buttons to finish, save and cancel.

Save, cancel, finish

• Save stores your changes and closes the document. The task stays with you.
• Cancel closes the document and discards input you have not saved yet. Approvals and rejections, however, are saved by invoiceR as soon as you give them. Cancel does not undo them; use withdrawing an approval or rejection instead.
• The button that finishes the step (in the standard setup for example Kontierung abschliessen or Visum abschliessen) stores your changes and passes the document on to the next step.

Caution

With Save alone the document does not move on. It stays in your task list until you finish the step.

What else you can do with a document (reject, query, park, comment) is described under Document actions.

Note

The button labels of the steps and the actions under Problem with this document are configured by your administrators. In the standard setup they are German; this help shows them as they appear.