Incoming invoices module

Goal

Register incoming invoices received from suppliers and match these invoices to the concerning objects. Determine the way the incoming invoices need to be approved.

Workflow used

This process uses workflow version: FMB-WF-2206001-01

Description

Users with the group '2. View incoming invoices' (FMB-G131) can view incoming invoices. Users with the group '1. Create incoming invoices' (FMB-G130) can create incoming invoices.

User with the group '5. Manage incoming invoice types' (FMB-G133) can manage incoming invoice types. At least one incoming invoice type needs to be created in order to use the incoming invoice process. Within the incoming invoice type, several settings can be determined. Each incoming invoice type can have its own settings. Which approval is necesarry, do the invoices need to be matched to relevant objects, which objects need to be matched, do you want to be able to auto match based on references, does the fiancial administration need to manually register a payment after the invoices has been paid. If a client environment only has one incoming invoice type, this type wille be automatically set and the user won't see the field.

The creator of the invoice has to fill several fields before submitting. After filling al required fields, the invoice items with the costs can be added. The invoice can be submitted.

After submitting the invoice, the invoice needs to be matched (if applicable). The tab Matching will become visible and the users with the group '4. Financial administration' (FMB-G022) can search the objects to be linked via this tab. Once a Workorder item/Purchase order item/Reservation item has been linked to the invoice, that specific item can be matched to an invoice item. If the invoice only has 1 invoice item, this invoice item will be automatically linked. Per linked Workorder item/Purchase order item/Reservation item the invoiced amount can be registered. After the invoice has been matched completely, the Financial administration can execute the workflow function 'Invoice fully matched'.

After the invoice is matched, the approval needs to be executed (if applicable). There are several options:

• No approval: The approval step is skipped.
• Approval by fixed group: Within the incoming invoice type a user group is selected. Users with this group will receive the task to approve the invoice.
• Approval by manually entered contact: Within the invoice, select a contact who should execute the approval.
• Approval by costcenter(s): Based on the costcenters, linked to the invoice items, the costcenter approvers are determined. Each cost center approver has a threshold amount up to which must be approved. If the threshold amount of the approver is too low, the next in line must also approve. The approval per costcenter continues until the threshold amount of the approver is sufficient. The financial administration can manage and add the approvers and the threshold amounts within the costcenters.

The invoice can be approved or rejected. If the invoice is rejected, a reason of rejection is required. The invoice will then go back to the creator of the invoice to be resubmitted.

After the invoice has been aproved, the invoice has to be marked as paid (if applicable). If no payment needs to be be registered, the invoice is automatically closed. The financial administraton can manually pay the invoice via the workflow.

After the invoice is submitted until the invoice has been fully approved, the financial administration can ask for more information if some things are not clear. The financial administration can select a contact from which more informatiuon is needed and can ask a question via the 'Detaiuls' include. The selected contact then receives a task in the workflow to answer the questions or provide more information. After the question is answered, the workflow will continue and the creator of the invoice will have to resubmit the invoice.

If an invoice from a supplier is incorrect or incomplete, the invoice can also be returned. This will cause the invoice to be closed and not handled further. Returning the invoice is possible from the status 'Draft' until the invoice has been fully approved. The creator of the invoice and the financial administration can return an invoice.

If automatic matching is enabled in the incoming invoice type, a workorder in the status 'Financial administration' can be closed automatically if it is matched to an invoice, the invoice is approved and the invoiced amount = the amount (excl. VAT) of the invoice (openAmount = 0).

Authorizations

The following system groups are relevant for this process:

Configuration options

The general settings can be found via Admin > Setup > Processes > Financial:

If incoming invoices need to be matched with Workorder (items), the setting for workorders also becomes applicable. Setting can be found via Admin > Setup > Processes > Workorders, quotations and checklists:

Settings within the incoming invoice process are determined by the incoming invoice type. Users with the group '5. Manage incoming invoice types' (FMB-G133) can create the incoming invoice types. If only one incoming invoice type is created, this type will be automatically set in the invoice and the field is not visible.

Data imports

Not relevant