Invoice posting
Posting grid fields
Creating a new posting
Emptying a posting field
Default postings
AI posting proposals for purchase invoice
Posting creation from electronic invoice
Credit note validation and posting
Validating the invoice
Posting grid fields
After the invoice header sections, the posting grid is available.
The posting grid columns are:
Account - Posting account in accounting. Available accounts are retrieved from register's Chart of accounts.
Gross - Gross sum for the posting.
VAT code - VAT code for VAT sum calculation. If the account has VAT code defined in the register, it is retrieved automatically when the account is chosen for posting.
VAT % - The VAT percentage for the chosen VAT code. If the account has VAT % defined in the register without VAT code, it is retrieved automatically when the account is chosen for posting.
VAT - The VAT sum for the posting. The VAT sum is calculated from the gross sum based on the chosen VAT code or VAT percentage.
Net - Net sum for the posting. Net sum is calculated from the gross sum based on the chosen vat code or VAT percentage.
Description - Description for the posting. The maximum length for the description field has been set to 100 characters (97 characters + three dots). If the written description is longer than 100 characters, only the first 100 characters will actually be saved.
Cost units/Accounting objects - If cost units and accounting objects are enabled in the settings they are retrieved into the posting grid from the registers accordingly.
Creating a new posting
The posting line is created from the Add line button, after which the account is determined. By default, the invoice amount is assigned to the created line, along with a description formed from the vendor's name and the invoice number.
Posting line must include Account and Gross/Net amount.
If no VAT code or VAT percentage is specified for the invoice row, the VAT calculation is not performed. The VAT amount can be edited manually, but editing the VAT amount does not trigger any calculation of net and gross amounts.
New lines can be created using the Add line button. You can also navigate to the Add Line button using the Tab key, and the keyboard's Enter or Spacebar key creates a new line. If the posting gross sum is divided, the new line will have the open sum by default. Created line can be deleted from the trash bin icon in the leftmost column.
The posting difference shows the allocated sum in comparison to the invoice gross sum.
Posting is not mandatory for transfer to workflow, but if posting has been started, it must account for invoice total sum before marking the invoice validated.
Posting is mandatory when Purchase Invoices is used with Exact Online integration.
Note: In case of a partly deductible VAT code, please notice, that the one line calculation logic will add the undeductible amount of the VAT to the input net sum. So, when using net sum input to the lines, always use the actual net sum without VAT.
Emptying a posting field
If you need to empty a posting field, click the desired field once so that it becomes highlighted as shown in the picture.
Empty the field by selecting the delete key in your keyboard. A selection list opens for choosing a new value. If you want to leave the field empty, move away with tabulator key or click somewhere outside the field and the list with the mouse.
Default postings
If it is defined that supplier default posting is created based on the default values in the workflow, the default posting is created similarly in capture and posting solution. We recommend utilizing supplier default posting automation in invoice handling.
The setting is primarily steered through Heeros Link setting Default booking after importing invoices, and secondarily through Purchase Invoices supplier specific setting.
If setting in Link is set to Do not create, no default postings are created.
If setting in Link is set to Created, default postings are always created when default values are saved for the supplier. The supplier specific setting Create default postings when importing invoices? in Purchase Invoices is in this case irrelevant.
If setting in Link is set to By supplier, default postings are always created when supplier specific setting Create default postings when importing invoices? in Purchase Invoices is set to ‘Yes” default values are saved for the supplier.
For automatic default posting creation at invoice entry successful supplier matching is a prerequisite. Posting with supplier default values is automatically created at invoice entry.
The posting can be edited by the user, if needed to adjust. If the user adjusts the sum of the invoice, also the default posting sum is changed automatically.
AI posting proposals for purchase invoice
Artificial intelligence posting proposal functionality can be ordered as an additional service to Heeros Purchase Invoices solution. When the new functionality is taken to use teaching data from the processed purchase invoices from a few months will be entered into the artificial intelligence model. When an invoice then arrives in Heeros Purchase Invoices, the AI interprets the invoice information and provides a prediction of the posting based on the generated posting history. The Invoice handler only needs to review the posting prediction and complete possible cost allocation. If there is a mistake in the posting proposal, the correction information is sent back to the AI to learn and improve on the supplier's next incoming forecast. Only forecasts of sufficient confidence level are added to the invoice as proposal.
A new customer does not have historically data, based on which the artificial intelligence model could learn at once. Thus, the learning happens as invoices get processed. The AI proposals begin to form to invoices when the model has achieved a sufficient confidence level. This usually happens after about 10 processed supplier’s invoices.
More information on how to enable AI-postings found here.
The Heeros Purchase Invoices solution shows if the invoicing proposal is generated by artificial intelligence (AI posting proposal). If the posting row shows a percentage in the AI posting column, the proposal is generated by artificial intelligence. If the posting proposal is incorrect, make the necessary corrections either in the HPI solution or during the workflow in Purchase Invoices. Posting information from the last stage of invoice workflow is sent to Snowfox for the improvement of future posting proposals. Only successful AI posting proposals will be invoiced.
Posting creation from electronic invoice
Creating a posting from electronic invoice data is not supported in the capture and posting solution.
Finvoice posting creation when routing electronic invoices via Heeros Link to Purchase Invoices workflow solution is possible.
Credit note validation and posting
On a credit note
- invoice total sum is negative
- invoice posting is completed in negative sums (except intended debit posting)
In case the analysis does not identify invoice correctly as a credit note, the invoice total sum needs to be adjusted with minus sign in front.
Validating the invoice
After the invoice is checked and posted, the invoice can be marked as validated. Validation also sends the invoice to the workflow or integrated external system for further actions.
Validation is not possible if some of the mandatory invoice header information is missing, if any posting line is missing account, or if invoice sum is not fully allocated to created posting. If necessary, control this information.