Incoming invoices

A supplier's invoice comes in as a PDF, as XML or as a photo, and goes out as a posting. The module carries it from the upload through account assignment and checking into the DATEV batch, separately per tenant.

On upload, the module looks for itself. If there is an e-invoice inside the PDF, it reads the data, validates it and shows it in a card of its own. Taking it into the document is one click, and if the gross differs from the amount recorded, it says so. For documents with no structure the AI takes over and reads the number, date, due date, amounts and invoice issuer out of a PDF or an image. Every file is given a checksum: the same document uploaded twice is rejected, with a reference to the number that already exists.

The document carries a type, a number, the document, receipt and due dates, amounts, currency and payment terms; the in-house number is assigned by the module consecutively per tenant and year. The status goes from draft through “under review” to checked and exported. Whatever is exported or canceled stays locked, and every change is in the log with the field, the user and the IP address.

The suppliers sit beside it as creditors, with an address, a VAT ID, a creditor number and bank details, along with a default account assignment that is suggested straight away for the next document. Alternative spellings stand as aliases, searching runs across name, alias, number, VAT ID or IBAN, and a new creditor is created by a contact from the CRM.

Account assignment happens in posting lines: a debit and a credit account, a tax key and a rate, net, gross and tax, a posting text, plus project, title, cost center, cost unit and cost type. The control total shows the remaining amount, and “as last time” takes over the account assignment of the previous document. Printing and typesetting costs can be split directly across the projects and print runs of Production, with a check against the remaining headroom or, with a reason, without being counted into the unit cost.

At the end stands the DATEV batch: name, financial year, period, adviser and client number; it is created through a queue and lies ready as EXTF CSV. Documents with a contract reference appear in Contracts & royalties in the postings tab, named as an advance payment, a license, a KSK levy or a tax deduction. And what comes in here leaves the house in Orders & invoices as an outgoing invoice, with the same e-invoicing technology, only in the other direction.