The different perspectives or roles

Scopevisio's Rebu presents itself to you differently depending on whether you are a data entry clerk, factual reviewer or responsible for approving payments. The actual form is presented here from the different perspectives.

The data entry clerk and their tasks

First of all, a general responsibility for the invoice receipt book must be defined. This can lie with a responsible person, position or department who has the task of formally checking the incoming invoices, checking OCR results and adding further dates, assigning the document to a release process and monitoring this administratively. In particular, it has to keep an eye on the timely flow of documents through the process. In Scopevisio, we refer to this as the creator. They are responsible for the preliminary check.

As a creator, you need at least the "Invoice receipt book" authorisation. If you are also an administrator, you must also be assigned the "Invoice receipt book (administrator, all documents)" right.

You are under Organisation > Rebu > Invoice entry.

Here you can see an initial summary of incoming invoices.
Use the filter functions to restrict the view. Scopevisio provides some standard worklists that you can further customise or add to.
The view of the overview table depends on the selected worklist. Here you can see the general data entry overview.
The corresponding buttons are applied to the selected line(s). Multiple selection is also possible.
Use the other actions to call up additional options.

The various work lists

Here is an overview of the worklists offered by the system. These can be extended as required.

The functions behind the additional actions

You will find further actions in the three-dot menu.

Activate e-mail notifications here, which you can further define via the activity journal.
This takes you to the settings, which you can optionally access via System menu > Manage accounting > Incoming invoice settings. The approval processes and rules can also be found there.
You can use this function to export invoices for the auditor.
Use this menu item to create an incoming invoice for which you do not have a PDF.
Changes to invoices can be tracked in this log.
You can export incoming invoices via this call. More on this in the article Invoice export.
Change view settings here.

The invoice detail form

Once you have selected an invoice in the overview table and either double-clicked or clicked on the "Enter" button, the detail form opens. Fields highlighted in yellow are mandatory.

Instead of typing, move the mouse over the relevant part of the invoice on the left-hand side and a text recognised by OCR will be transferred to the active field on the right.

This option is not available on XRechnungen. Instead, you can see from a small icon with an equals sign that the content in the editing field matches the data in the XInvoice (1). If the content does not match, the equals sign is crossed out (2).
You can transfer the original XML data back into the editing process by simply clicking on the icon.

This function is not available for the "Payment type" field and the lines of the "Line items" business object.

Once you have entered all the necessary information, set the relevant approval process in the "Verification and approval" business object and click on Verification. Set the button to Verification & Next to call up the next non-verified document directly without going back to the overview.

If no existing contact has been selected in GO Supplier/Vendor, create a new contact with the additional role of Supplier by clicking on Verify.

Pay attention to the "Vendor account number" field; if it is filled, assign the document to an existing contact.

To end processing, use "Cancel" (left-pointing arrow at the top right) and return to the overview. There you will see how the status of the invoice has changed and that it has now been forwarded to the substantive reviewer.

To keep the display clear, hide completed invoices. Show the "Hidden" column, filter to NO and update your worklist.

The inspector/approver perspective

As a reviewer/releaser, you need at least the "Invoice receipt book (check/release)" authorisation. To initiate a multiple release, you must also be assigned the "Invoice receipt book (multiple release)" right.

The invoice receipt book

As a reviewer or approver in the invoice receipt process, you will be notified by email of invoices that you need to check or approve. The corresponding invoices are displayed under Organisation > Rebu > Invoice entry and can be filtered and displayed in worklists, as already described here from the perspective of the person entering the invoice.

Select the invoice you want to check and double-click to open it.

Check the details, fill in any fields marked as mandatory and confirm your approval by clicking on Approve or Approve & next to go directly to the next document at the same level.

You can also reject an invoice:

You can choose from several action types for this:

It is mandatory to provide a reason for the rejection. There are different reasons to choose from for each action type. You can also add your own, more company-specific reasons in the selection list.

In this case, the rejected invoice is returned to the creator, who can hide it for everyone.

For you as the reviewer, the process is now complete. If you go back to the overview, it is empty.

For the person responsible for approving payments, the process is the same as for the reviewer; they are only shown invoices assigned to them and they also have the choice between approve and reject.