Invoice in workflow after validation

Transferring the invoice to the last phase of workflow

Note numbering

At the moment no automatic note numbering is created upon entry of the invoice in workflow, even if automatic note numbering is enabled in the settings.

At transfer to workflow the invoice gets the default document type as it is is defined in general settings.

Automatic note numbering happens in the workflow

when the invoice is saved for the first time (e.g. by the approver when transferring the invoice to the next phase)
alternatively, if an electronic invoice from Link is entered and automatic note numbering starts

Automatic note numbering can also be done with the receipt numbering tool available on Approved and All workflow views. The tool also allows mass numbering of invoices.

NOTE! Many workflow and ledger views sort invoices by note number, so the new arrived invoices without note number may be on the bottom of the listing until numbered. Invoice order can be changed by clicking the sorting on view's column header.

NOTE! Differing from an invoice entered from Heeros Link in this transfer undefined default document type equals to no default document type. Thus, previously automatically inherited document type of purchase invoices is no longer defined to a credit note or an order invoice (value in order number field), but they need their own setting definition, even if the default document type is the same as for purchase invoices.

Transferring the invoice to the last phase of workflow

If the invoice is transferred directly to the last phase of the workflow it is necessary to ensure the note numbering of the invoice to happen before transfer to the Accounting. The note numbering is possible to be done with the receipt numbering tool described in previous chapter.

Transfer from capture and posting solution to workflow does not launch automatic transfers to Accounting or external systems at the moment. The transfer to the last phase shall be made within workflow to activate the automatic transfer.

New supplier

New suppliers are created in register and a comment will be added on the first invoice of the new supplier to inform about the new supplier being created.

If the supplier is new, and default posting creation is steered as by supplier in Link, you must enable the creation of an automatic booking proposal for supplier. Go to Register - Supplier and open the supplier. On Comments tab, define Create default postings when importing invoices? setting to Yes and ensure default Expense account or other posting dimensions are defined.

New bank account for supplier

If a new bank account is created for supplier from validation, a comment is added to invoice to inform about this.

Supplier's default payment term

If a default payment term is defined in register for the selected supplier, this payment term will be applied to the invoice in transfer. The payment term is set to the invoice and due date, discount date and discount sum calculations are performed in accordance with the payment term.

Attachments

If attachments are not included as pages in the invoice file but as their own files, the attachments can be found in workflow under attachments in the invoice screen.