Create posting lines from Finvoice
Default booking after importing invoices
Allow import of existing invoice
Do you want to update bank accounts from the invoice
E-mail reminder for waiting invoices
The Heeros Link invoice import settings define the import of invoices directly into Heeros' Purchase Invoices workflow and accounts payable solution. If you are looking for information on invoice import into the interpretation and accounting assignment solution for purchase invoices, you can find the guide here.
Import of invoices settings impact the processing of incoming electronic invoices during the import process. The settings define, among other things, whether the import of the same invoice into Heeros Purchase Invoices is allowed again, whether accounting lines for Finvoice invoices are created, and whether invoices are imported directly to a specific responsible person or item.
Create posting lines from Finvoice
With the Finvoice accounting settings (Create posting lines from Finvoice), it is possible to create accounting entries for an invoice based on the upcoming accounting information from the Finvoice message. The options for Finvoice accounting settings in Heeros Link are:
- Do not create
- Create all rows
- Create summary rows
- Use customers settings and create all rows
- Use customers settings and create consolidated rows
Do not create selection does not create default accounting lines. Heeros Link does not take into account the settings for Purchase Invoices, but automatically omits any possible accounting entries that may come with Finvoice. This selection thus prevents Finvoice automatic accounting for all invoices, in all Menu/Link Purchase Invoices regardless of which settings might have been selected in Heeros Purchase Invoices.
The "Create all rows" selection creates default accounting assignments in Finvoice based on the upcoming line item data at all times. With this option, accounting entries are therefore created based on information that may accompany Finvoice for every invoice line, even if the entries are identical. This selection forces Finvoice automatic accounting at the line level for every invoice, in all relevant Purchase Invoices of that Menu/Link, regardless of any settings that may have been chosen in Heeros Purchase Invoices.
Create summary rows -the selection creates default accounting assignments as a summary in Finvoice based on the incoming data. This selection is therefore equivalent to the Create all lines option, but instead of accounting assignments corresponding to invoice lines, this option creates summary lines according to the information on the lines. If all invoice lines have identical accounting, there will be only one summary accounting line for the invoice. This selection always forces a summary accounting assignment for each invoice in Finvoice based on the incoming information in all customer bases of the corresponding Menu/Link, regardless of what settings may have been selected in Heeros Purchase Invoices.
Use customers settings and create all rows selection checks the Heeros Purchase Invoices general settings (Settings - General - Integrations - Invoice Import) related to the Finvoice import setting and, according to the setting, creates all or leaves the accounting lines uncreated in the Finvoice message based on the upcoming accounting proposal suggestions.
NOTE! The setting only affects the processing of accounting proposals coming via Finvoice messages. The default accounting setting for purchase invoices is managed separately. For more detailed information on the default accounting functionality for purchase invoices, see here and here.
Use customers settings and create consolidated rows option checks the general settings of Purchase Invoices (Settings - General - Connections - Invoice Import) related to Finvoice import and creates summary lines or refrains from creating accounting lines according to the accounting proposals coming in the Finvoice message.
NOTE! The setting only affects the handling of accounting assignment proposals coming through the Finvoice message. The default accounting assignment function for purchase invoices is managed with different settings. For more detailed information about the default accounting assignment function for Purchase Invoices, see here and here.
NOTE!
If "Create accounting lines from Finvoice - Create all rows" or "Create summary rows" is selected in Heeros Link, and "Are default postings made after invoice import - By supplier" is selected, a default accounting assignment will be created for the invoice if an accounting line cannot be formed from the Finvoice file.
Default booking after importing invoices
In the settings of default accounting assignments (Should default accounting assignments be created after invoice import), there are three options:
- Do not create
- Created
- By Supplier
Do not create selection does not create default accounting assignment lines. Heeros Link does not consider the settings of Heeros Purchase Invoices, but automatically skips creating default accounting lines. This selection therefore prevents automatic accounting for all invoices in all Menu/Link customer databases, regardless of what settings may have been chosen in Heeros Purchase Invoices.
Created selection creates a default accounting assignment when there is an expense account found for the supplier in the Heeros Purchase Invoices supplier register, even if there is an No selection in the Create default postings when importing invoices section. This selection therefore forces automatic accounting for every invoice, in all customer bases of the respective Menu/Link, regardless of whether the default accounting assignment is turned on in the settings of the Heeros Purchase Invoices supplier register or not. The supplier must also have at least one expense account selected.
By Supplier selection checks the settings of the Heeros Purchase Invoices supplier registry. This selection requires that the suppliers in the Heeros Purchase Invoices registry (Registers – Suppliers – Comments) have the Yes option selected for Create default postings when importing invoices and that there is at least one expense account available for the supplier.
Allow import of existing invoice
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No (default setting) – this option prevents the re-importing of the same invoice. The data of invoices received in Heeros Purchase Invoices Link are compared with the following information from previously imported invoices:
- Invoice supplier
- Invoice number
- Invoice date
- Invoice total.
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Yes – this option allows the re-importing of an invoice that has already been imported into Heeros Purchase Invoices
- If an invoice that has already been imported needs to be imported again to Heeros Purchase Invoices, the setting can be temporarily changed to Yes. NOTE! After the import, once the processed invoice has disappeared from the In Progress view, the setting should be changed back to the default setting No.
Do you want to update bank accounts from the invoice
This setting affects whether the supplier's bank account in the Suppliers register will be updated as per the invoice (No/Yes). The default setting is Yes.
E-mail reminder for waiting invoices
This setting defines who will receive an email notification in Link for pending invoices and in case of errors during the scheduled bank statement transfer to accounting. The notification can be sent to multiple recipients. Enter the email address in the field where the message will be sent. By clicking Enter, you will always get a new field where you can write the next email address.
Responsible person
The setting influences whom (First Name Last Name) or which text (for example: Received) the invoices are transferred under to the Heeros Purchase Invoices workflow.
NOTE! The assignment of responsible persons for each cycle can also be done directly in the Heeros Purchase Invoices settings (Settings – General – Interfaces – Invoice Import: Person in charge of timed imported invoices). If the responsible person is defined in the customer database settings, the setting defined in Heeros Link will not be considered. Therefore, the responsible person defined in the Heeros Link settings can be overridden by a customer-specific setting.