Invoice receipt book - areas and data fields

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 fields is self-evident, 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 focus on them when processing documents.

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

Voucher data

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 corresponding knowledge.

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

To be able to complete the verification, you must set a release process.
If you are working as a reviewer, 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.