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Scheduled tasks for invoice processing
The following scheduled tasks control the automatic invoice processing.
Invoice import
The CBL invoice importer scheduled task reads the XML files and writes the invoice data to an "intermediate" database for invoices (the "invoice schema").
The CBL transformer task reads the invoice data from the intermediate database and creates the actual invoice data in the Impact Ordering system. This task checks the invoices for semantic and syntactic accuracy. Only invoices that have been checked successfully are imported. All other invoices are rejected.
Imported invoices are assigned the status New. From this point on, the automatic invoice processing can access the invoices and process them further using the corresponding scheduled tasks.
The Database maintenance import scheme task deletes imported invoices that have already been transformed successfully from the intermediate database. This can be important if there are a lot of invoices and the database is small.
Invoice matching
The Invoice matching scheduled task assigns the invoices to the orders. It does this as follows:
- It compares the order number of an invoice with the order numbers of the orders.
- If the comparison with the order numbers of the orders is unsuccessful, it compares them with the delivery notes that have already been created.
- If an order or a delivery note with the same order number as the invoice is found, the invoice can be assigned.
- When an invoice has been successfully matched, the system compares the invoice items with the order items or the delivery items.
An invoice or invoice item may then take on the following status:
Status |
Description |
|---|---|
Assigned |
All invoices and invoice items that could be assigned |
Not assigned |
Invoices and invoice items that could not be assigned |
New |
Invoice items of invoices that could not be assigned |
Unassigned invoices or invoice items must be assigned manually see Editing invoices that have not been assigned)
An invoice can only be further processed automatically when the invoice and all items of the invoice have been successfully assigned.
Invoice processing
The Invoice processing scheduled task checks whether invoices match the corresponding delivery note or corresponding order. This applies to both imported and manually created invoices.
The prerequisite for invoice processing is a closed delivery note without any problems, that is, any delivery note complaints have also been closed.
The invoice processing can check the item price against the order item or the delivery note item. Taking into account the tolerance values that have been specified in the basic contract, it checks the price and the quantity as follows.
- The prices are checked at item level. The system compares the the invoice items with the order items. If the option Use delivery date as valuation date is activated in the basic contract (Tolerance values tab), the invoice items are compared to the delivery note items instead.
- Quantities are also checked at item level. However, the invoice items are compared with the delivery note items.
- Finally, the total is checked at invoice level. All gross prices of the items are added up and compared with the gross invoice total. The status of all items is also checked.
See Automatic invoice checks for detailed information about the checks.
After the checks, an invoice or its items may take on the following status:
Status |
Description |
|---|---|
Processed |
The item is set to this status if the check did not establish any differences in the data or if the differences fall within the tolerance vallues. The entire invoice is set to this status when all invoice items have the status Processed and the difference of the gross invoice total falls within the tolerance values. Note: Additional items listed in invoices, such as minimum order surcharges and freight costs, are automatically set to the status Processed. This only applies to imported invoices in CBL format on which additional items are indicated by a "conditioncode" and not to additional items that have been created in Impact Ordering. |
Not processed |
If the invoice data does not match the corresponding delivery note and order data, the affected positions and the entire invoice are set to this status. |
Invoices or invoice items that not could not be fully processed must be corrected manually (see Editing unprocessed invoices).
An invoice can only be further processed automatically when the invoice and all items of the invoice have the status Processed.
Invoice acceptance
The Invoice acception scheduled task checks whether invoices have been fully processed. The invoiced quantity plus the quantity already paid may not exceed the quantity delivered (the tolerance values specified in the basic contract are not taken into consideration here).
An invoice may then take on the following status:
Status |
Description |
|---|---|
Accepted |
If the checks did not establish an error. Note: Additional items listed in invoices, such as minimum order surcharges and freight costs, are automatically set to Accepted. |
Not accepted |
If the checks established an error for at least one item. |
Using the approval rules defined in the system, the Invoice acception task checks whether the invoice must be approved. The invoice is only released for export when it has been approved.
Invoices or invoice items that have differences or that have been rejected by the approver may be manually accepted or cancelled (see Editing cancelled (rejected) invoices).
An invoice can only be further processed automatically when the invoice and all items of the invoice have the status Accepted.
Debtor invoices are then automatically created for invoices for orders from a reseller contract (when the Marketplace module is used).
Invoice export
The Invoice export scheduled task checks whether invoices with the status Accepted are marked as paid. If so, the item takes on the status Exported. If all items in the invoice have the status Exported, the invoice also takes on this status.
Note: The status Exported does not mean that this task was actually exported.
Invoice completion
The Invoice completion scheduled task checks whether invoices (the entire invoices and its items) have the status Exported. Every invoice to which this applies takes on the status Completed.
Invoice cancellation
If invoices are cancelled, the Invoice cancelation scheduled task sends an e-mail to the supplier with information as to why his invoice was cancelled.
Adress checks
Using the ILN numbers sent with the invoice, the Check addresses in invoices scheduled task tries to identify the supplier and purchasing company via their standard adresses or addresses with an address company (that is, addresses for which a responsible company has been entered). If an address with address company is found that matches the ILN number, this is entered as the Receiving company or the Paying company.
The advantage of this assignment is that a controller of the corresponding company can further process the invoice, even when it has not been assigned to an order. Without these checks, a controller for all companies would have to carry out the assignment.
Caution: If an assignment is removed manually, these data are also reset, as they are potentially incorrect.
Credit notes
If you work with credit notes instead of invoices, you must set up the following scheduled tasks:
Credit note preparation creates the credit notes on the basis of the quantities entered in the delivery notes.
Credit note export as PDF exports the credit notes as a PDF file.
Credit note export to ERP exports the credit notes to an ERP system.
Further exports are also possible (for example, via the File E-Mail exporter scheduled task).
See also |