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Automatic invoice checks
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.
Price check at item level
The invoice items are checked against the order items to see if they correspond.
Note: 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.
The net item price of the order item is compared to the result of the calculation net single price * quantity of the invoice item. If the currencies in the purchase order is different from the invoice, the order price is converted to the currency of the invoice.
If the price deviation exceeds the tolerance value that has been defined in the basic contract, the item is set to the status Not processed, otherwise to the status Processed.
Items that have not been processed have to be checked manually. To correct the error you can either accept the invoice price (that is, the item price will be retained), or edit the corresponding invoice item in the change document on the Editing existing invoice page (this item is highlighted in the change document). You can subsequently correct the order price if the order was placed with an old price by mistake (for example, when a catalog update was uploaded to the system too late). You must always enter a reason when you correct the error.
See Correcting errors in invoice items for more information about correcting errors.
Quantity check at item level
The quantity check compares the invoice item and the delivery note item; in addition, the order quantity is also taken into account for information purposes. If, for example, the order quantity and the invoice quantity are identical, but the delivery note quantity is different, it is very likely that the delivery note was not filled in correctly or that several partial deliveries have been taken place and one of them has not yet been recorded.
If the invoice quantity differs from the delivery note quantity by more than the tolerance value specified in the basic contract, the item is set to the status Not processed, otherwise to the status Processed.
Items that have not been processed have to be checked manually. To correct the error, you can either accept the invoice quantity (that is, the item quantity will be retained) or edit the corresponding invoice item in the change document on the Editing existing invoice page (this item is highlighted in the change ddocument). In the case of an incorrect delivery note, a correction item equivalent to the invoiced quantity can be added to the delivery note. You must always enter a reason when you correct the error.
See Correcting errors in invoice items for more information about correcting errors.
Price check at invoice level
An additional price check is carried out for the entire invoice, which compares the (gross) invoice total with the sum of the (gross) item prices of the order. This process is the prerequisite for the checks at item level.
If the total invoice price deviates from the sum of the items, to correct the error, you can either retain the total invoice price or use the sum of the gross item prices as the new total invoice price. The latter means that the gross invoice price is actually changed. In addition, you can (if configured) run a check of the total order price against the total invoice price.
When an invoice has been fully processed, the invoice and the invoice items all have the status Processed.
See Correcting errors in invoices for more information about correcting errors.
Notes on additional items
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.
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