Invoice statuses

Important! This feature must be enabled by the Administrator. Otherwise, the Invoice Status column will remain empty and no status or status description will be displayed in the data form.

Statuses are assigned to invoices based on rule checks and/or manual checks performed by Operators. Statuses are displayed in the Invoice Status column in the document list.

Note: Rule checks affect the status of invoices only when they are processed within the Invoice Processing (EU) project. For more information, see Rules and the status of invoices in the Invoice Processing (EU) project below.

Status Description
Valid Rule checks have been successfully completed and the invoice is ready for export
Exception Invoice requires verification
Rejected The invoice does not comply with legislation (necessary data could not be found, is missing or has been recognize incorrectly). This data must be specified manually or the invoice must be processed in other ways (e.g. returned to the vendor)

The status of an invoice is determined automatically by validation rules. When errors have been corrected, rule checks are carried out again and a new status is automatically assigned to the invoice. For details, See Available rules.

If an invoice contains errors that could not be corrected and has a status other than Valid, the status must be confirmed by the Operator. Such invoices will be exported separately from the correctly completed invoices (as specified by the Administrator).

The status of an invoice can be specified manually. For example, to allow the program to export invoices that do not satisfy some of the rules, the Operator can change their statuses to Valid. Similarly, the status of an invoice that satisfies all of the rules but that should not be exported needs to be manually changed to Rejected or Exception.

How to change the status of an invoice

Rules and the status of invoices in the Invoice Processing (EU) project

Field groups Rule Description Effect on invoice status
Business Unit Information about business units must be added to database This rule checks if a new business unit that was found on the image and was saved to the BU data set has been added to the database. Rejected
Business Unit's address is required This rule checks to make sure that the BU\Street field is not empty. Rejected
Business Unit's name is required This rule checks to make sure that the BU\Name field is not empty. Rejected
Business Unit's VATID is required

This rule checks to make sure that the BU\VATID field is not empty.

* The rule is applied to invoices from all supported countries except Switzerland.

Rejected
Business Unit must be found in database This rule checks if the business unit found on the invoice image is found in the BU data set. Rejected
Business Unit's Country is required This rule checks to make sure that the BU\Country field is not empty. Rejected
Check tax rates on national invoices This rule checks that the applied tax rates are correct for invoices from the same country. The possible tax rates and their validity periods are known for each country. Rejected
Check tax rates field on international invoices This rule checks that the applied tax rates are correct for international invoices. The possible tax rates and their validity periods are known for each country. Exception
Vendor Vendor address is required This rule checks to make sure that the Vendor\Street field is not empty. Rejected
Vendor name is required This rule checks to make sure that the Vendor\Name field is not empty. Rejected
Vendor VATID is required

This rule checks to make sure that the Vendor\VATID field is not empty.

* The rule is applied to invoices from all supported countries except Switzerland.

Rejected
Vendor must be found in database This rule checks if the vendor that was found on the invoice image is also present in the vendor data set. Exception
Vendor details must be added to database This rule checks if a new vendor that was found on the image and was saved to the vendor data set has been added to the database. Exception
Vendor's bank details are required This rule checks if IBAN, Bank code, and Bank Account correspond to values in the vendor data set. No effect
Check vendor's bank details against database This rule checks that the vendor's bank details detected on the invoice image are the same as the bank details in the Vendor data set. No effect
Invoice Header Data Invoice number is required

This rule checks to make sure that the Invoice Number field is not empty.

* The rule is applied to invoices from all supported countries except Switzerland.

Rejected
Invoice date is required This rule checks to make sure that the Invoice Date field is not empty. Rejected
Delivery date is required This rule checks to make sure that the Delivery Date field is not empty. The rule has no effect if Delivery Date Indicator is set. Rejected
Delivery date must be earlier than Invoice date The following check is performed: delivery date is within the interval Delivery Date <= Invoice Date. Exception
Delivery date must not be earlier than a year ago The following check is performed: delivery date is within the interval Today - 360 days <= Delivery Date Exception
Check currency value This rule checks to make sure that the currency is the same as one of the currencies specified for the project. Rejected
Amounts Total is a required field This rule checks to make sure that the Total field is not empty. Rejected
Amount check This rule checks if Net Amount + Tax Amount = Total. If additional costs or discounts are detected, then the rules checks if Net Amount + Tax Amount + Additional Costs - Discount Amount = Total. Exception
Tax Rate field must not be empty If either Net Amount or Tax Amount is not empty, then the respective Tax Rate should not be empty. Rejected
If tax rate is detected, pre-tax amount is required

This rule checks if for each found tax rate, the respective Net Amount and Tax Amount are not empty and also checks to make sure that

Tax Amount = (Tax Rate/100) x Net Amount.

Rejected
If tax rate is found, tax amount is required

This rule checks to make sure that for each detected tax rate, the respective Tax Amount is not empty

* The rule is applied only to invoices from Germany.

Rejected
Total Tax is required field

This rule checks to make sure that the Amounts\Total Tax Amount field is not empty.

* The rule is applied to invoices from all supported countries except Germany.

Rejected
Check Tax field This rule checks to make sure that for each detected tax rate, the respective Tax Amount is correct for the respective NetAmount and TaxRate (i.e. that the arithmetic equality TaxAmount = NetAmount * TaxRate is true). Exception
Check Total Tax field

The following check is performed:

Total Tax Amount = Tax Amount 1 + Tax Amount 2.

* The rule is applied to invoices from all supported countries except Germany and Great Britain.

Exception
Check Net Total field

The following check is performed:

Total Net Amount = Net Amount 0 + Net Amount 1 + Net Amount 2.

If the Total Net Amount field is empty, this rule enters data into the field according to the calculations.

Exception
Check Total field if total tax amount is required

This rule checks to make sure that the sum of the detected net amount, tax amount, and additional costs is equal to Total.

* The rule is applied to invoices from all countries except Germany.

Exception
Check Total field if total tax amount is optional

This rule checks to make sure that the sum of each found net amounts, tax amounts, and additional costs is equal to Total

* The rule is applied to invoices from Germany.

Exception
Verify net total against order items This rule checks the sum total of the values in the TotalPriceNetto column of the LineItems table against the invoice amount prior to taxes (TotalNetAmount). No effect
Purchase Order Check invoice line items count against order items count This rule checks if the number of line items in an invoice is the same as the number of line items in the corresponding purchase order. No effect
Check purchase order number and amount This rule checks if the order number and amount captured from an invoice correspond to the orders in the PurchaseOrders data set. Rejected
Check if invoice line items are matched with unique order items This rule checks if there are multiple line items in an invoice associated with one and the same line item in the purchase order. Rejected
Line Items Check item amount For each invoice item, this rule checks to make sure that the following is true: Quantity * UnitPrice is the same as TotalPriceNetto for the item after DiscountPercentage is applied. No effect
Match invoice line item with order item This rule checks to make sure that each line item from an invoice has corresponding item in the PurchaseOrderItems data set. Rejected
Check LineItems currency value This rule checks to make sure that the currency of the line item is the same as one of the currencies specified for the project. Rejected
Price per unit is required This rule checks to make sure that the Unit Price column is not empty. Exception
Line level Total is required This rule checks to make sure that the Total Price Netto field is not empty. Exception
Quantity is required This rule checks to make sure that the Quantity column is not empty. Exception
Check GL Code This rule checks if the value of the field is in the GLCodes data set. It is also used for making a list of suggestions for stations. No effect
Check cost center This rule checks if the VendorId, the associated BUId and the associated LineItems/CostCenter field are present in the CostCenters data set. It is also used for making a list of suggestions for stations. No effect

12/1/2020 7:03:59 AM


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