Why you can't book from the rebu

An explanation of the booking logic in Scopevisio

Different areas of responsibility

Especially in larger companies, the areas of responsibility are often traditionally separated. The reception/head office or a comparable department was and is also responsible for processing and distributing incoming mail. This means that traditionally, incoming invoices also arrive here and are circulated within the company. Some companies send all invoices directly to the accounting department, where they are posted ("so that they are all recorded"); only then are they checked for factual accuracy. Another part of the company starts with the factual check. Only when the invoice has been fact-checked and approved for payment is it transferred to the accounting department for further processing.

What both scenarios have in common is that the accounting and incoming mail tasks, including the distribution and checking processes, can be processed separately. The expensive specialist from the accounting department no longer checks the invoice receipt book, distributes the documents to the relevant persons and checks the invoices on time; this can also be done by any receptionist, for example. The accountant, in turn, benefits from the pre-qualified data that is transferred to the document worklist. They can therefore contribute their expertise in a much more efficient and targeted manner.

GOBD compliance

The second major issue that we are solving with the invoice receipt book is how to deal with the advancing digitalization, particularly in invoice dispatch and especially with regard to large companies. In the past, the invoice receipt process was considered audit-proof if a unique receipt number, factual check, payment approval and pre-assignment were noted by hand on an invoice. This is no longer so easy with a digital invoice, which is why the topic of GOBD compliance was and still is on everyone's lips.

Our new invoice receipt book closes precisely this gap by transferring the analog processes to digital. By recording the audit processes in detail, the Rebu guarantees that the audited data and audit results cannot be falsified and are GOBD-compliant. However, we can only guarantee this if we strictly separate the invoice receipt book with its audit results from the accounting.

This means that once the audit process has been completed, the audited results must be retained, be it the invoice amount, the invoice date or the document text. The accountant must not be able to simply overwrite or change this data once it has been verified as correct. And this is precisely the main reason for our decision to no longer allow posting via the invoice receipt ledger, but to strictly separate the preliminary ledger and the general ledger.

The sovereignty of accounting

The accountant can adjust the values from the invoice receipt ledger in the document worklist (i.e. in "his" environment) to "his" accounting at any time; be it by changing the preliminary account assignment from the rebu or by splitting the amounts differently (e.g. reversing accruals) or by taking the invoice to another period that differs from the invoice date. His changes take place in a different sphere that does not affect the audited values of the invoice receipt ledger. In order to make "his" posting from the rebu, he would have had to overwrite the checked values.

The posting will be visible in the invoice receipt ledger as a message.