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) |
Status
StatusDescription
DescriptionValid
ValidRule checks have been successfully completed and the invoice is ready for export
Rule checks have been successfully completed and the invoice is ready for exportException
ExceptionInvoice requires verification
Invoice requires verificationRejected
RejectedThe 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 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
button to the right of the status.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 |
12.04.2024 18:16:02