Encoding an invoice
In the Coding menu, you'll find all the invoices that can be processed (coded). By clicking on a row or the pencil icon from the overview, you can access the page where you can code the invoice details.
Encoding Invoices
When you start encoding an invoice, it first goes through text recognition, which identifies and automatically fills in some data. In addition to the text recognition, other fields may also be pre-filled for you. If these fields are displayed in yellow, they have been filled using the Autosuggest feature. These details need to be verified and corrected if necessary.
On the right side of the edit page, you'll see the PDF view of the invoice . You can select and copy from this view to the relevant text fields, saving you from having to type everything manually.
If you have used the "Ask for Opinion" option, such as from the mailbox or archive, any resulting email correspondence will be displayed under "Correspondence." This button can be found below the invoice scan view.
On the left side of the page, you can fill in all the registration details. The journal number, invoice type and administration are automatically filled in and are not editable. For invoice type it can be either PDF or XML. If it's an XML invoice, it will also tell you which XML mapping is applied.
- Creditor
Text recognition populates the creditor when an IBAN number, Chamber of Commerce number, or VAT number is mentioned on the invoice and can be linked to a creditor in Spend Cloud. To be recognized, this creditor must be registered in "Application Management / General / Relations." If the relation entered on the invoice has a different bank account than the one we recognized on the invoice, you will see a notification here. This lets you know whether the creditor was identified based on the Chamber of Commerce (KVK) or VAT number, or if the creditor has been changed to another creditor with a different bank account. This helps you quickly determine whether the bank account on the invoice is incorrect or if it has been updated for the creditor but not yet in the relation details, allowing you to prevent payments to the wrong bank account. Additionally, the system displays all creditors with a recognized bank account from the invoice in the dropdown menu, even if multiple bank accounts are detected. This enables you to quickly select the correct creditor.*
- Matching Orders
If your organization uses the Procurement module, you have the option to match invoices to procurement orders. Learn more about matching orders here.
- Link Invoice
By checking the "Link Invoice" box, you can attach relevant files to the invoice in a subsequent step (after saving). These files could be other invoices, contracts, or additional documents.
- Add as Template
By clicking the "Add as Template" box, you can create a template from the invoice. In a template, you can define a set of standard values for a specific invoice. When you select this template during coding, all registered fields will be automatically filled in. This allows you to quickly and easily code recurring invoices.
Invoice Lines
After completing the general details, you can create the invoice lines. In an invoice line, you can specify how the invoice should be booked, such as selecting a general ledger account and cost center.
- Employee
In this field, you select the employee responsible for reviewing the invoice. If only one employee is authorized or if a workflow is in place, this employee will be automatically selected. If no one is selected, you can make a choice yourself. If the "Action" option is also enabled, you can also offer the invoice for coding. In some environments, you can also select a "group" here.
If there is an issue with an invoice line, you can delete it by clicking the "X" in the upper right corner of the invoice line.
At the top of the page, you can find the "Add Invoice Line" button. By clicking on it, you can split the invoice into multiple invoice lines. This is useful, for example, when you want to distribute the amount across several general ledger accounts. Spend Cloud will automatically display the difference between the total amount and the amount in the invoice line in the new line.
Once all the data is registered, you can save the invoice. On the following page, you can optionally attach files to it. Finally, you can send the invoice from the coding overview.
Menu Items
Send
Invoices that have been coded are marked as "To Send," recognizable by the paper airplane icon. By sending an invoice, it is forwarded to the employee responsible for review.
Reapply recognition
When you receive invoices from a new or unknown creditor, or when certain details are not immediately recognized in the PDF or XML invoice, you have the option to reapply recognition. This button provides an overview of all uncoded invoices. For example, if you receive many invoices from a new creditor, you can first create the creditor in Spend Cloud or in your financial software. In the latter case, the creditor will be added to Spend Cloud after an import. Using this feature, you can easily reapply recognition to all (selected) invoices. You can also use this option when a creditor cannot be recognized based on an IBAN. By first adding a Chamber of Commerce (KvK) or VAT number to the creditor details and then reapplying recognition, the system can identify the creditor more accurately. If you receive many XML invoices from a creditor and certain data is not being read correctly, you can adjust the XML mapping. You can then reapply the XML mapping using the same button in this section.
When you reapply recognition to invoices via this feature, the process of adding a new invoice is executed again. It may take a few seconds before the invoice appears again for coding.
Import Relationships
From the "Coding" section, you can also run a (web service) import for relationships. This can be useful if there are invoices in the coding queue where the relationship is not recognized. After importing (new) relationships, it's a good idea to perform the "Unknown Creditors" action so that the system can fill them in for invoices where no relationship was recognized.
Missing Entry Numbers
With this function, you can quickly see which document numbers are missing (per administration). Missing document numbers can occur if invoices have been deleted from the "Coding" section because they were double-booked, for example.
Verification Report
The verification report generates an overview of all invoices in the coding queue with the "To Send" status. You can use this report to verify whether all invoices to be sent are indeed ready to be processed. If this is the case, you can select all these invoices at once by checking the "Status" box.
CSV/Excel Export
These exports generate an overview of the (selected) invoices in the coding section.
Generate PDF
This export creates a PDF of the (selected) invoices in the coding section.
More Actions
Show PDF file and Encoding
This generates a PDF of the current coding of the invoice and the corresponding PDF invoice.
Definitely disapprove
This allows you to permanently disapprove the invoice without needing to open it.
Delete
This allows you to delete the invoice. Note that this may result in missing document numbers in the document number sequence. The missing document numbers are displayed in the "Check Document Numbers" section.
Rerun Text/XML Recognition
If the relationship or certain coding fields are not recognized, you can use this option to rerun text recognition. You can use this if you have updated creditor data to improve creditor recognition on the PDF, or if you have added/updated an XML mapping for an XML invoice.
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