Here we explain the general procedure in the checking and verification step. A detailed description of all business objects and individual fields has been deliberately omitted.

As part of the verification process, the person entering the data first checks whether the file is a valid incoming invoice from the company's point of view.

If these requirements are not met, you should not verify the document. The incorrect invoice can easily be removed before verification or hidden with a comment as justification.
Request a new invoice from the supplier with reference to the identified defect.

Before you start the approval process, you should check the data determined quantitatively and qualitatively. The data fields are filled from

Normally, the following fields should be pre-filled in the voucher data, but can still be edited manually:

Other fields such as the document text or the terms of payment can or must also be completed. Scopevisio marks missing mandatory information in yellow.

You can save in the invoice receipt book despite missing mandatory fields.
However, the mandatory fields must all be completed in order to verify or check the document.

The supplier data is recognized via rules or directly from the XML file and the vendor role is selected via the link to the VAT ID. You can recognize suppliers with a vendor role in the drop-down selection by the vendor account number displayed.

If it is a new supplier, you can use the Creditreform completion function.
If you enter data manually in the supplier field, you will receive suggestions from the saved contacts from the 3rd letter onwards and suggestions from Crefo company knowledge from the 7th letter onwards. For e-invoices, the relevant supplier data is also transferred in a structured form.

When the document is saved, a new contact with the role of supplier is created if no existing contact has been assigned. We recommend entering the vendor's master data before saving and creating vendors directly. You can create a new vendor via the + (new object) in the menu bar and then assign it to the invoice.

The supplier can be assigned rule-based via the VAT ID in the vendor role, which is why we recommend maintaining the VAT ID in the vendor tax/currency area.
Other important master data are the bank details, payment method and payment terms. This allows the following processes to run much more efficiently.

A qualified check confirms that a VAT ID belongs to a named company.
Such a check is not carried out and is not part of our offer.

You can find out more about checking the VAT ID number here. For a qualified check, you can use the website of the Federal Central Tax Office in individual cases (foreign VAT ID only).

If a supplier contact is assigned that already has a vendor role, the payment type and terms of payment stored there are pre-assigned. If you change these, this only applies to this document and does not change the vendor's master data.

The ordering party (= factual auditor) often knows the exact assignment of the document to a cost center or the project reference better than the accountant. This information can therefore already be entered in the invoice receipt book.

If the allocation is not to apply to the entire document but is to be divided into partial amounts, this allocation can be made in the GO line items.

In the line items (automatically filled for e-invoices), splits can be made before accounting, new lines can be created by adding. In the lower area, your values are checked against the invoice amount (difference display). The individual lines are also visible with the corresponding information in the document worklist.
However, if you would like to reduce the number of lines, you can summarize them into a single line via Completely balance. Using Balance same contents in this drop-down, balancing is only carried out for the same account, tax key and cost centers.

This
short video 📹 is available until the end of 2025 to explain the new balancing function.

You can use comments to pass on important information to the following auditors. However, the comment is also helpful if you reject the document in the event of an audit and return one or more audit steps. Simply write in the gray area (see image below) and click on Add.

If you have additional documents for the respective incoming invoices, file these documents as well. Additional documents can be added here even after a release process has been completed and/or after a booking has been made.

Note the green tick in the "Document file" column. This marks the document that is attached to the financial accounting posting. Before processing in Financial Accounting, this can be changed by marking it and clicking on Use as document file.

As the last step in most cases, assign the release process or check and change the workflow entered as a rule or standard process.
If everything is correct, click on Verify. Document verification also automatically triggers the save process. By starting the release process, the document is assigned to the first verifier(s) and the data entry clerk's work is done. The process itself as well as the process progress is documented with all changes made and audit results in accordance with GoBD.