Establishing a sample database for purchase invoices
General settings
A sample database for Purchase Invoices - workflow and accounts payable can be used to import pre-existing information that most client companies use to facilitate the establishment process.
All the same information as in any purchase invoice can be imported into the sample database, but when planning the information to be imported, it is important to consider that all the information in the sample database purchase invoices will be automatically copied to all new Purchase Invoices - workflow and accounts payable created. Therefore, carefully consider which information is definitely used by all - or at least the majority of - companies.
The most common pre-existing information that can be imported into the sample database includes, for example, the chart of accounts (up to 1000 accounts), VAT codes, payment terms, and document types. In addition to these, a commonly used 'template' for the approval workflow can be created for purchase invoices in the sample database. It is not advisable to add individuals to the approval workflow of the sample database - unless the person is involved in processing invoices for all new companies - but otherwise, such a basic approval workflow can be created in the sample database.
Establishing a sample database for purchase invoices
To access an empty sample database, click on 'Sample Database Purchase Invoices' in the Menu navigation bar, after which 'Heeros Purchase Invoices default' will open.
Import the data used in all new Purchase Invoices - workflow and accounts payable created into the sample database. For more information on how the Purchase Invoices - workflow and accounts payable settings work, you can read here.
General settings
If necessary, define general settings that apply to all Purchase Invoices - workflow and accounts payable created. When filling in the general settings, it is important to note that the sample database's general settings have the same mandatory information as regular purchase invoice general settings. For example, the Company Name field is mandatory information, and when this information is filled in the sample database for purchase invoices, it will be copied to all new company purchase invoices. If the company name is filled in the sample database, the name of all new companies must be corrected in the General settings after creation.
Save the information.
After saving the information, the sample database is available, and the information will be automatically copied to new companies created that use Purchase Invoices - workflow and accounts payable.