Set up document worklist

Configure the basic settings of your voucher worklist here, from where all vouchers are posted.

Settings

Access the form via Organization > Master data > Accounting: Set up voucher worklist or via Finance > Voucher worklist: Settings.

The document worklist is preconfigured to process PDF and JPEG documents (1).

With this setting, you post (journalize) a document before processing the next one. The details of the posting are immediately displayed in the journal below (2).
If you opt for batch posting, the documents are first added to a batch, which can then be posted with one click. Until then, the transactions are not available in evaluations and open item lists.

You can use the checkboxes (3) to select the sources from which documents are automatically imported into the document worklist. If, in the case of incoming invoices, you only want documents to be displayed in the document worklist that have already passed through all release stages, check all three boxes (4).
This setting is user-specific and personal; the company-wide setting from the invoice receipt book is displayed for information purposes (5).

The automatic rules (6) are explained in detail below.

Automatic rules

The set of rules supports you in the pre-assignment of your documents. The account assignment rules are formulated as if-then statements. First you set a condition (the "if"), then an action that is carried out if the condition is met (the "then").

Example: If the name and VAT ID of a known creditor/supplier appear in the text of an invoice, use their personal account as the contra account. The text must of course have been extracted beforehand using OCR (text recognition) or delivered in a structured form (XML data for Zugferd or XRechnung).

Rule overview

1. Some universally applicable rules are already predefined "ex works".

2. Use Add to create a new rule. Select a rule and choose Edit to view its details and change it if necessary.

3. Instead of creating a completely new rule, it is often more efficient to duplicate a similar one and change individual details.

4. The numbers also determine the priority of the rules (if several rules apply). You can use the buttons to increase or decrease the priority of a selected rule.

5. This button switches a selected rule on or off.

6. If you want to restore the rules we have predefined, select this link.

Rule details

The Rule details tab opens, where you can define account assignment rules:

1. The number of a rule determines the priority with which it is applied.

2. Every rule needs a name.

3. A color code can help to visually highlight rules that need to be checked more closely.
   Set new rules to orange first and then to green or yellow after a successful test phase.

4. A rule can be activated or deactivated.

5. The rules are processed according to their number from top to bottom. This means that the rule wizard searches through the rules until it finds one whose conditions match the document in question.
   The search is then aborted for the "Ending rule" rule behavior. You can use ongoing rules to create rules in order to "pre-sort" the documents to a certain extent. These rules keep the rule wizard running.

6. Specify whether only one or all conditions must apply. You should only use the less selective or conditions very deliberately.

7. Select New entry to formulate a condition.

8. Selection aids help you to enter the condition (or the action below).

9. You can use the +/- signs to add or remove conditions.

10. Similarly, specify which actions should be executed if the conditions apply.

Then save your entry.

It is advisable to place the permeable rules at the top of the list of booking rules to ensure that they are applied. Otherwise, a document may be assigned to an account and the rule wizard exited before the responsibility rule has been reached.