Coding invoices

The article below pertains to Procure to Pay (P2P) for the following applications and/or module(s):

AP Automation

Invoices for which not all header fields are recognized will have to be coded. For cost invoices, the invoice lines can also be coded. For logistics invoices, it is important that the correct orders are linked to the invoice. During coding and further processing of the invoice, a number of fields are also validated.

An invoice can be opened from the invoice overview.

The invoice is opened in reading mode by clicking on the line. If the icons at the beginning of the line are clicked, the invoice immediately opens in editing mode. Further explanation of the icons can be found under 'Icons'. In the 'Audit' section or column you can always see which steps the invoice has gone through so far. The header fields are shown with the values ​​as recognized by Smartscan or from the supplied XML. The PDF of the invoice is also shown.

The invoice is opened in read mode. In the status panel you can always see which steps the invoice has gone through so far. The header fields show the values as recognized by SmartScan or from the supplied XML. In addition, the PDF of the invoice is shown.

A label above the PDF indicates what type of invoice it concerns (digital PDF, UBL2.0, Searchable PDF etc.).

The invoice can now be opened in edit mode by clicking on Claim and Edit button or entering the hotkey 'e' . The values as entered in the ISP-Invoice form can now be checked and adjusted. Any fields that still need to be completed or changed are marked with an orange star (warning) or a red exclamation mark (incorrect or empty but mandatory). The cost lines can also be coded here. As an aid for coding the lines, the invoice balance is shown.

After all values have been entered and the lines have been coded, you can see that the invoice is in balance. All possible choices for the next step in the workflow are displayed at the bottom of the screen. When changing the choice, the corresponding validations will also change.

Choose the workflow next step and click on Process. It is also possible to save the invoice and process it later.