Default document type definition and automatic document numbering occur differently when the invoice is transferred from Heeros Purchase Invoices capture and posting solution to circulation / workflow and the invoice does not arrive via Heeros Link.
This question has become relevant with the update of version 2022.02, as the import of the order number from the e-invoice message has been added for interpretations and accounting of incoming e-invoices, increasing the share of order invoices, provided that the order number is specified in the e-invoice message. Although order numbers may not be essential information in the processing of invoices, unfortunately, we cannot influence the inclusion of this information in the e-invoice message, as it is added by the invoice sender. Order numbers also come with e-invoices arriving from Heeros Link, but the default document type assignment operates under a different logic in that case. We apologize that we could not foresee this differing logic of settings in advance during the updates of summer 2021 and winter 2022, and that this has caused headaches for some of our customers.
Changes in the default document type definition and document numbering
How is the situation corrected?
Changes to the default document type definitions and document numbering
Default document types are defined in the Settings - General - Other settings -tab.
On the interpretation and accounting solution for the transferred invoice:
- The default document type is determined from the general settings according to the invoice type. The invoice types were corrected in version 2020.25, meaning the first change occurred then.
- If no default document type has been specified in the settings for the invoice type, no document type will be assigned to the invoice during transfer. In this case, the default document type assigned to purchase invoices has been used for invoices arriving from Heeros Link. The issue now arises from credit invoices and order invoices that previously automatically took on the default document type for purchase invoices and now do not inherit the document type automatically, needing their own configuration, even if the default document type is the same as for purchase invoices.
- Automatic document numbering does not start. (Unlike for invoices arriving from Heeros Link.)
- An invoice gets numbered in the default document type series during the circulation process when
- the invoice is saved for the first time (e.g., by the approver during the transfer to the next stage)
- a web invoice arrives for circulation from Link and automatic document numbering starts
- If the invoice is not opened and saved during circulation at any stage, its automatic document numbering must be initiated by numbering the invoice using the document Numbering tool in the Approved or All views. You can read more about invoice document numbering here.
How is the situation corrected?
Number invoices with documents using the tool - especially if there are many invoices accumulated
- Select the invoices that are missing a document type and open the document numbering tool.
- Start automatic document numbering for the desired document type - invoices will be numbered sequentially from the selected document type series.
- You can read more about invoice document numbering here.
Configuration of Settings: Define the necessary default document types for credit invoices and order invoices
- Invoices to be transferred in the future will receive the correct default document type.
The technical logic change to a consistent method utilizing the default document type for purchase invoices is also included in the clarification, but the change in settings takes effect immediately for the next invoice transfer.