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.
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.
Here, you can indicate whether the amount from the invoice header should be recalculated after adjusting the invoice amount in the line.
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.
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.
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.
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.
With this setting, you can specify which field should be copied to the description field in the invoice line.
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.