When you open an invoice for processing, you will see the document or the visualization of structured data on the left and the data fields on the right, divided into areas, so-called business objects.

The meaning of most of the fields is self-explanatory, but we will go into the particularly relevant fields here. However, please also read the process-related articles on verification and testing.

Some areas and fields are dependent on other licenses, so you may not see all fields. Right-click in the white area of an area (business object) and select "Show and hide data fields". This allows you to hide fields that are not used at all so that you can work in a focused manner when processing documents.

In the screenshots, we have outlined the fields that we would always activate in red as a suggestion.

Document data

Possible duplicates
The combination of supplier and invoice number must be unique.
An internal duplicate check can be activated during verification.
Invoice date
Preset from OCR result or XML data. Becomes the external voucher date in accounting. Is the calculation basis for net and cash discount due dates.
Posting date
Can be given to the accounting department as a suggestion, otherwise the posting date = invoice date is pre-assigned in the accounting department
.
Invoice number
Is transferred to the accounting department as an "external document number" and can later be output in the purpose of payment.
Service date from and service date to
Generally supplied with invoices in structured formats. Is transferred 1:1 to the accounting system.
In cases of doubt, the end of the service date determines the sales tax.
Invoice amount and corresponding currency
The currency can be specified for foreign currency invoices; the exchange rate can be determined automatically via the currency table. The display is in local currency.

Procurement

Orderer
Assignment of a person from contact management
Order number
Free text field
Delivery note number
Enables a comparison with purchase orders if the "Procurement" license is activated. Can be switched so that an invoice can only be verified if all recognized/entered delivery bills are assigned via procurement(Invoice receipt book settings > Check for delivery bills).
Goods received (procurement)
If the "Procurement" license is available and the "Use delivery (procurement)" setting is activated, order transactions can be assigned via the link to the incoming invoice. The information that there is an invoice for the order is visible in the "Procurement" area.
Delivery note assignment
Shows whether all delivery bills specified in the document (delivery note number field) have also been assigned as a goods receipt. Depending on the setting, verification is only possible with a complete delivery note assignment.

Supplier

Terms of payment

Invoice assignment

The invoice assignment allows you to assign the document as a whole to an invoice area or a cost dimension account.

Line items

You can use line item entry to enter detailed data and forward it to the accounting department.
This is not necessary for a classic document check, as values such as the account or the tax key require the relevant knowledge.

Gross/net entry
As a rule, the receipt should always be entered gross. If the switch is changed, the amounts of the individual items entered are discarded and summarized in line 1.
Lines from e-invoices are created net.
Summarize lines
Large quantities of lines can be summarized into one line with Complete balance. If you want to keep several lines, you can use Balance same contents. The lines are only netted if they have the same account, tax key and dimension.

Comments

After clicking in the text box and writing the comment, the comment is saved via Add. Your user and the date are also saved. The last comment is displayed below, you can also see older comments via "All entries".

Documents

You can import files by dragging and dropping them into the gray area, alternatively via Teamwork if the file is already in the DMS. By selecting a file and clicking on Use as voucher file, you determine the file that is added to the posting in the financial accounting. This must be done before the financial accounting entry.

Verification and release

In order to complete the verification, you must set a release process.
If you are working as a verifier, you can use Release and Next to check the vouchers to be checked one after the other and, if necessary, reject only one level or even return them for verification. You can use e-mail to quickly send a standard text to the current verifier with a direct link to the document that has not yet been verified.

Events

Under "Events" you will find a record of the individual logged actions for processing the incoming invoice. This provides you with a log of relevant events (who released the invoice, when and with what additional information).

The "Show more" link takes you to an enlarged overview.

Alternative goods recipient

You can store contact details in this object.

Alternative invoice recipient

You can store contact details in this object.

Prepaid expenses and accrued income

You can use the data for prepaid expenses and accrued income (ARAP) to prepare data for financial accounting. The ARAP is not part of the audit in the narrower sense.