Other Settings
Specify on the Other Settings tab, among other things, which default view the Purchase Invoices - workflow and accounts payable opens to, whether mass transfer of invoices is in use, as well as how VAT and email reminders are handled. In addition, select default account types for invoices and travel expenses (if travel expenses are in use), and for Purchase Ledger, also for payments in Purchase Invoices.
- Go to the Settings – General - Other settings tab and fill in the information in the opened window
- Finally, save the information with the Save button. The tab can be closed using the checkmark in the upper right corner of the window
Sending email to the next invoice processor
With the email sending options, you can choose whether to send emails by default to the next invoice processor at different stages of the verification cycle. Note! Email sending can still be modified on a per-invoice basis on the invoice form.
- Email sent by default
This option automatically sends an email to the next handler if the invoice has Email sent activated. If the email sending setting is not activated on the invoice, no email will be sent regardless of the selection made in the Other settings tab. - Email not sent by default
This option does not activate automatic email sending to the next handler. However, despite this setting, it is possible to choose to send an email to the next handler on the invoice.
Email notification of a new invoice to a person -field allows you to select a person to whom an email will be sent when new invoices arrive in the company's Purchase Invoices.
- Text - The text to be sent in the email should be written here.
Supplier IDs
When new suppliers are created in Purchase Invoices, a default ID can be defined for the supplier in the settings for Purchase Invoices.
- Smallest free – the setting always provides the smallest available number for a new supplier (offers numbers that were skipped).
- Next largest – the setting always provides the next available number for a new supplier (currently the only solution supported for Purchase Invoice interpretation and accounting).
- Includes letters (no auto numbering) – the setting allows the supplier's identifier to also include letters.
Mass transfer of invoices in use
The mass transfer of invoices allows for sending multiple invoices currently in review forward without opening each invoice individually. For example, rent payments are often transferred as mass transfers in the review process.
Yes option enables the mass transfer function for invoices.
No option indicates that mass transfers are not enabled.
Default View
The default view determines which view the Purchase Invoices (workflow and ledger) will open to whenever a user logs into the service. This setting is not user-specific, but general.
- Welcome to Heeros Purchase Invoices! -The selection speeds up the opening of Purchase Invoices, as the default data loading is done only when the user takes action by navigating to the desired view.
- Purchase Invoices / My Invoices – the selection opens the user's My Invoices view. Each user (admin and basic user) can see only their own invoices that are in circulation and have not yet been moved to the final stage of the approval cycle.
- Purchase Invoices / Approval Pending – selection opens the view of purchase invoices in circulation. The admin user can see all users' invoices in circulation, while the basic user can see only their own invoices in circulation.
- travel Invoices / Approval Pending – the selection opens the view of expense reports in circulation. The admin user can see all users' expense reports in circulation, while the basic user can see only their own expense reports in circulation.
VAT Processing
Not editable – the VAT percentage/code cannot be edited in the postings.
Editable – the VAT percentage/code can be edited in the postings.
Empty VAT % means
Some of the purchase invoice data processed by the receiving systems handle zero and empty VAT information differently. Therefore, it is necessary to define what is meant by an empty VAT % in the settings.
Zero – selection: the taxable field always shows some value (it can also be something other than zero), and the field can never be empty.
Empty – selection: the tax-free field can have some value or be left empty.
Examples:
If the VAT% value of the account in the chart of accounts is empty and that account is selected for posting, the value for posting will be zero with the Zero option.
If the VAT% value of the account in the chart of accounts is empty and that account is selected for posting, the value for posting will be empty with the Empty option.
VAT fields on the invoice
This field determines whether the VAT details are displayed on the invoice or not.
No option should only be selected if the company is not involved in VAT activities. In the case of a normal VAT-registered company, there should not be a checkmark in this section.
By clicking the checkbox next to the No VAT fields (check the box), the VAT field information will not be displayed on the invoice. If the checkbox is empty, the VAT field information will be displayed on the invoice.
Are the postings archived
Yes option also transfers the posting details along with the invoice to the Archive
No option does not transfer the posting details along with the invoice to the Archive.
As a rule, accounting information must also be transferred to the Archive, so there is usually no checkmark in this section.
First Notice
The administrator can use notice settings to remind users about processing/sending invoices forward.
First reminder – “x” business days later
Define how many business days later the first reminder about the invoice processing will be sent to the user if the invoice has not been processed further.
Text
Write the first prompt to be sent to the user for processing the invoice. This message will be automatically sent to the invoice processor after the number of business days defined in the previous field.
Follow-up reminders – “x” working days from the previous one
Define how many working days after the previous reminder the user will receive a follow-up reminder regarding invoice processing if the invoice has still not been processed.
Text
Write the next prompt to be sent to the user for processing the invoice. This message will be automatically sent to the invoice processor a specified number of working days after the first reminder according to the previous field.
Default person search when transferring an invoice
When processing purchase invoices, the system defaults to the next person to whom the invoice was previously sent. With the setting option Not in use, the suggestion for the next person can be removed. In practice, this means that a person must always be manually selected to whom the invoice should be transferred.
Default Document Types
A default document type is defined for various invoices and payments. Default document types must always be created first in the section Settings – Document Types. Automatic document numbering is always enabled by default. If automatic document numbering needs to be removed from a specific default document type, select No automatic numbering from the field's dropdown menu.
Click on the dropdown menu at the end of the default asset classes fields and select the default asset class to be used
- purchase invoices
- travel expenses invoices
- credit invoices
- order invoices (= there is a value in the invoice order number field)
Note! When using the Heeros Purchase Invoices - capture and posting the default document type settings must be defined for purchase, credit, and order invoices, even if the document type used is the same for these invoice types.
Default document type for payments and Default document type for overpayments (Purchase invoices ledger /travel expense ledger).
Click on the drop-down menu at the end of the default item type for transactions field and select the default item type for transactions that will be manually verified. NOTE! The same default item type is used for purchase ledger - purchase invoices and travel expense ledger - travel invoices.