Invoice receipt book - basic knowledge

Owned by Peter Schöll
Last updated: Okt. 22, 2024
4 min read

Advantages of the invoice receipt book

We achieve the following goals with the invoice receipt book:

  • Overview of incoming invoices in circulation (scope)

  • Transparency about the verification status avoids missed deadlines (cash discount).

  • Standardized platform for checking documents with documented results.

  • Simple operation, especially for the occasional user (specialist auditor).

  • Mobile working via app or in the browser is possible, eliminating the need for extensive training for auditors.

  • Future-proof solution for electronic invoices, recognition and processing of Zugferd and XRechnung documents is already available.

OCR full-text recognition, artificial intelligence and the connection to the Creditreform address database ensure high quality in supplier recognition and new creation.
The simultaneous view of document and data fields offers additional convenience. A freely definable set of rules offers you further options, for example through automatic pre-assignment (accounts, cost centers, texts).

You can map your workflows digitally by assigning release processes manually or automatically. The assignment of reviewers in the approval process can be carried out by person or dynamically by function in the project or organization chart position and has an amount control that also enables the automatic approval of small amounts. An optional multi-level process guarantees the dual control principle where required.

This assignment of the parties involved eliminates additional work in the workflow, such as searching for the auditor or payment approver responsible for this invoice. The process is therefore highly transparent.

Furthermore, with the invoice receipt book we offer the option of automatic notification of responsibility, which streamlines the checking process. The responsible employee receives an e-mail that an invoice is available for factual verification, for example. This e-mail already contains key data such as the invoice number and supplier.

The time saved leads to an improvement in your liquidity, as efficient invoice processing reduces costs and enables optimized payment behavior with cash discount utilization.

The various import channels are a further plus (upload, e-mail, monitored folder, third-party software (invoicefetcher, pliant). The ability to upload, check and approve invoices on the go via tablet or cell phone app also makes the invoice receipt book very flexible.

All process steps, documents and activities in the invoice receipt and verification process are logged. This makes the processes transparent and traceable. In addition, the associated documents are securely archived - ensuring GoBD compliance.

Recorder versus auditor

We differentiate between the function of the data entry clerk and the auditor. This separation is not strict and there are often overlaps. A corresponding assignment of rights distinguishes the roles. In the following, we look at typical tasks within the scope of both roles.

The creator

  • Works in the desktop version supported by work lists

  • Maintains an overview of all incoming invoices

  • Can completely remove or hide documents

  • Receives information about the processing status of each invoice

  • Can display document image and data fields together in the desktop client and transfer data from the PDF

  • Immediate creation of a new supplier with qualified address data (Crefo connection)

  • Can manually assign release processes

  • Can remind inspectors by email with a direct link

  • Allows administrative activities such as defining rules and approval processes

The reviewer

  • Often works in the 2GO version, can also use the desktop client (depending on license)

  • Focused view of the invoices to be checked by the auditor

  • Can approve or reject documents for the next verification step or make queries

  • E-mail notification when a new document is to be checked

  • Via optional multiple release: mass release, mass check

  • Can upload additional documents

  • Can add or change all data in the document

  • Can be required to specify cost dimensions (cost center).

Rights management for the rebu

The administrator must ensure that the selected responsible persons are assigned the necessary rights as creators or reviewers. Further information on rights and profiles can be found here.

The rights for the invoice ledger can be found under the "Finance" function.
Go to Settings>System administration>User administration>Manage user profiles and rights. There, select "Finance - all rights" in the rights profile list and duplicate this by clicking on the corresponding button below. Rename this new rights profile in the field highlighted in blue, e.g. "Finance - Rebu creator".
In the duplicated profile, first deactivate all rights in the two columns "Display" and "Edit" and filter on "Invoice receipt book" and set the rights.

Rights for rebu creator

The rights for the creator must always include Invoice ledger .
You can optionally assign the Invoice ledger (multiple release) right.

Check the box and save the newly created profile.

Rights for rebu auditors

Create the profile for the reviewer (factual check and payment release) in the same way.
Name it and set the Invoice receipt book (check/release) and, if required, the Invoice receipt book (multiple release) right.

In a small company, where the entry, factual check and payment release are in one hand, it makes sense to create only one common rights profile.

You then assign the newly created profile to the user for the desired companies via the user administration (Settings > System administration > User administration > Manage users).