Configuration settings for Invoice Processing
In the menu section Configuration Settings / Invoice Processing, you will find settings that apply to the Invoice Processing module. Also, read this article for more information on configuration settings.
Make sure you understand what each setting does before making any changes. During the implementation of your Spend Cloud environment, you can always contact your Visma | ProActive Consultant for advice. If a module is already implemented, you can reach out to our support department for assistance.
Once you have made changes to a setting and clicked on "Save," you will need to log out and log back in to activate the changes. You do this by clicking on your name in the top right of the Spend Cloud, next you click on logout in the menu. When you log in again, the changes will be visible in your Spend Cloud environment. This also applicable for other users.
The following settings are currently visible in the Spend Cloud. Most of them can be edited by you, but some cannot. Our goal is to make as many settings as possible available for editing in the Spend Cloud. Currently, this is not possible for all settings, for example, because a database change is required, or a setting only works in combination with other settings or external packages. We will try to describe this as much as possible for each setting.
001 - Invoice journal number format (Cannot be changed via the Spend Cloud)
This is where the format is set for the invoice journal number sequence. In addition to the fiscal year and serial number, it can also include (part of) the administration number and cost center number. This sequence applies to all invoices within the Spend Cloud environment. Changing this setting has a significant impact; if modified, all historical invoices must be adjusted. Additionally, consideration must be given to whether the financial package to which the invoices are exported can handle the format. For these reasons, only a Visma | ProActive (support) consultant can modify this setting.
048 - Invoices in Transit
Here, you can indicate whether you want to make the 'In Transit' menu item available. In this menu item, you will find all invoices circulating in the Spend Cloud but not yet exported. Read more about the 'In Transit' menu item here.
010 - Location of period selection (Cannot be changed via the Spend Cloud)
The period can be encoded in either the header or the line of an invoice. This field cannot be changed via the Spend Cloud but only by a Visma | ProActive (support) consultant because it varies per financial package whether it can handle the period in the header or line, and historical invoices need to have their periods modified.
036 - Reapproval of already approved invoices after a change mandatory/optional (Cannot be changed via the Spend Cloud)
When this setting is enabled, it is mandatory to reapprove an invoice that has already been fully approved if the coding of the invoice is changed. The invoice can then be resent from the 'Export' menu item. When this setting is disabled, reapproval is optional.
087 - Status paid (Cannot be changed via the Spend Cloud)
This setting allows changing the status of an invoice to 'Paid' if it is paid in the financial package. More information can be found in this article. Because not all financial packages offer this feature, this setting can only be modified by a Visma | ProActive (support) consultant.
045 - Status paid reporting email (Cannot be changed via the Spend Cloud)
In this field, an email address can be provided to receive a report of all invoices that have been marked as 'Paid.' This setting is also not supported by all financial packages and can, therefore, only be modified by a Visma | ProActive (support) consultant.
096 - Status ''to be sent - on hold'' (Cannot be changed via the Spend Cloud)
When this setting is enabled, it is possible to put 'to be sent' invoices on hold.
080 and 081 - Notifications about the chosen date when coding an invoice (Cannot be changed via the Spend Cloud)
With these settings, you can specify whether a notification should be displayed if the chosen date is x days in the past or future.
063 - Show creditor's account number in the Invoice Processing archive (Cannot be changed via the Spend Cloud)
When this setting is disabled, the creditor's account number is not displayed in the search field and overview of the Invoice Processing archive.
Financial
038 - VAT (Cannot be changed via the Spend Cloud)
When this setting is enabled, VAT can be utilized in this module. Typically, during implementation, the decision to enable or disable VAT for the module is made. If it needs to be changed later, it can only be executed by a Visma | ProActive (support) consultant, partly due to the necessity of modifying historical invoices.
014 - Belgian tax system (Cannot be changed via the Spend Cloud)
When enabled, additional fields related to Belgian tax regulations become available. Generally, during implementation, it is determined whether this is applicable and therefore cannot be changed via the Spend Cloud.
057 and 066 - Mixed VAT
Here, you can indicate whether the amount from the invoice header should be recalculated after adjusting the invoice amount in the line.
094 - Deviating export percentage for VAT (Cannot be changed via the Spend Cloud)
When this setting is enabled, it is possible to establish a deviating export percentage for VAT. When an invoice with this percentage is exported, VAT will be calculated based on this export percentage instead of what is coded in Spend Cloud. This can be useful for invoices where reverse charge VAT applies. This setting only works in conjunction with a limited number of financial packages and can therefore only be modified by a Visma | ProActive (support) consultant.
Invoice Lines
011 - Format of the 'period' field (Cannot be changed via the Spend Cloud)
This setting determines the format of the period field, with the choice between mm-yyyy or dd-mm-yyyy. Both formats do not work with all financial packages and can only be changed by a Visma | ProActive (support) consultant.
012 - Period division (Cannot be changed via the Spend Cloud)
This setting determines whether it is possible to book an invoice line over multiple periods. This setting only works in conjunction with a number of financial packages and can therefore only be changed by a Visma | ProActive (support) consultant.
016 - Additional fields (Deviant administration, Quantity, Remark) (Cannot be changed via the Spend Cloud)
With this setting, you can enable one or more of the mentioned fields to code in an invoice line. This setting only works in conjunction with a number of financial packages and can therefore only be changed by a Visma | ProActive (support) consultant.
017 - Takeover description in invoice line
With this setting, you can specify which field should be copied to the description field in the invoice line.
041 - Remark when approving invoices
With this setting, you make it mandatory to provide a remark when approving an invoice.
056 - Fill our reference with creditor code or name
Here, you can specify whether the creditor code or name should be used to populate the 'Our Payment Reference' field.
062 - Warning for possible duplicate invoices
You can indicate here whether the system should recognize duplicate invoices within a single administration or across all administrations.
077 - Additional fields for duplicate invoice warning (Cannot be changed via the Spend Cloud)
When a supplier and payment reference match on an invoice, the system will issue a warning during invoice processing that it may be a duplicate invoice. With this setting, you can make this check less strict by adding invoice date and/or total amount. If these fields are enabled, the warning will only be given when supplier, payment reference, and invoice date and/or total amount match.
External Coding
003 - External coding (Cannot be changed via the Spend Cloud)
This setting allows offering invoices for coding to users externally. Users receiving the invoice can then code it in the 'Review' menu and further send it for coding, send it for review, or reject it, returning it to the central administration. The fields that can be modified during external coding can be limited through config setting 005. Because disabling this setting can cause invoices to be stuck, it can only be changed by a Visma | ProActive (support) consultant.
005 - Permitted fields for external coding (Cannot be changed via the Spend Cloud)
Through this setting, you can determine which fields may be edited when a user is offered an invoice for coding. This setting is only applicable if config setting 003 is enabled and can therefore only be changed by a Visma | ProActive (support) consultant.
Assess
004 - Default action
Choose which action is set as the default value in the invoice line.
018 - Procuration scheme (Cannot be changed via the Spend Cloud)
Through this setting, it can be determined whether the system bases the approval hierarchy on the total amount or the invoice line level. With the total amount, an invoice is only finally approved when the last reviewer has authorization for more than the total amount of the invoice. At the line level, an invoice is finally approved when all invoice lines are individually approved by a user with higher approval than the invoice lines. Due to the significant impact on the approval hierarchy, this setting can only be changed by a Visma | ProActive (support) consultant.
013 - Display image instead of PDF
You can specify here whether the PDF of an invoice should be displayed or an image. Read more about this setting here.
028 - Show PDF in widget when coding instead of image
This setting ensures that a PDF is displayed when coding an invoice, instead of an image. This can ensure that when invoices are frequently not clearly visible during coding, they are still displayed correctly, albeit without colors and the ability to click on recognized text to paste it into the invoice coding. Read more about this setting here.
Actions per Group
006 & 035 - Review by group and code by group (Cannot be changed via the Spend Cloud)
This setting allows offering invoices to a group of reviewers. The invoice is offered to all employees with the lowest approval authority in the selected organizational unit. More information can be found in this article. Coding by group only works in conjunction with setting 003 - external coding.
021 to 026 - Field Names
With these settings, you can specify the name for the mentioned fields. Normally, the mentioned fields are translated into Dutch. In addition, a maximum number of characters per field can be set. The maximum number of characters can vary per financial package, and for this reason, it can only be set by a Visma | ProActive (support) consultant.
075 - 'Our Payment Reference' field mandatory (Cannot be changed via the Spend Cloud)
With this setting, you can make the 'Our Payment Reference' field in the invoice header mandatory to fill in.
076 - 'Comment' field mandatory (Cannot be changed via the Spend Cloud)
With this setting, you can make the 'Remark' field in the invoice header mandatory to fill in.
027, 030, 033, 050, and 044 - Notifications
With these settings, you can specify whether notifications and reminders should be sent to users. You can also indicate the frequency of the emails.
054 - Mailbox (Cannot be changed via the Spend Cloud)
This setting makes the Mailbox menu item available and allows receiving invoices directly via email or through the Peppol network in Spend Cloud. More information about the Invoice Processing mailbox can be found in this article.
055 - Default Column Display
Here, you can specify which column is default visible in the overviews of Invoice Processing.
059 & 060 - Verify(Cannot be changed via the Spend Cloud)
This setting makes the Verify menu item available. Depending on the chosen setting, all invoices can be offered for verification, or only invoices that are externally coded. More information about this menu item can be found in this article. Setting 060 determines whether automatically approved invoices for export are offered in the Inspection menu item. Because disabling this setting can cause invoices to be stuck, it can only be changed by a Visma | ProActive (support) consultant.
Procurement
078 - Match procurement orders (Cannot be changed via the Spend Cloud)
This setting allows matching orders to invoices when working with the Procurement module. More information about matching orders can be found in this article. Because several other settings need to be configured, such as recognizing order numbers on invoices, this setting can only be changed by a Visma | ProActive (support) consultant.
079 - Status of order lines for matching
When you have enabled matching orders to invoices, you can indicate whether all orders should be available for matching or only orders for which the products have been (partially) delivered.
029 - Override XML fields in invoice with matched order fields (Cannot be changed via the Spend Cloud)
When this setting is enabled, fields recognized in the XML invoice will override the value of the order in the invoice. If a field is not recognized in the XML invoice or this setting is disabled, the values from the order filled in the invoice are leading when a invoice is matched.
039 - Match multiple XML invoice lines to one order line (Cannot be changed via the Spend Cloud)
If this setting is enabled, multiple invoice lines from an XML invoice can be matched to one order line with multiple quantities.
Export
061 - Export invoices per administration (Cannot be changed via the Spend Cloud)
This setting determines whether invoices should be exported per administration or if invoices from multiple administrations can be exported simultaneously. The support for this setting may vary per financial package, and for this reason, it can only be set by a Visma | ProActive (support) consultant.
091 - Automatically pre-register invoices (Cannot be changed via the Spend Cloud)
When this setting is enabled, coded invoices are automatically offered for pre-registration to the financial package. Read more about pre-registration of invoices here. The support for this setting may vary per financial package, and for this reason, it can only be set by a Visma | ProActive (support) consultant.
074 - Ask for opinion dropdown list (Cannot be changed via the Spend Cloud)
With this setting, you can determine when within the module to ask for an opinion on an invoice, you can choose an employee, enter an email address, or have both options available.
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