Releasenotes December 2024
General
End of your tips: Be well-prepared!
As the year draws to a close, we’d like to highlight some important points to keep in mind. Learn more about the Spend Cloud year-end tips here.
Invoice Processing
New enhancements in Invoice Processing with Smartscan
The rollout of Smartscan, our AI-driven text recognition technology, is nearly complete. This innovative approach to invoice processing offers significant advantages: faster and smoother processing, with no more delays during busy periods. Our goal is to make your workflow as simple and efficient as possible.
We understand that changes can take some getting used to, particularly if you were accustomed to features like the familiar red voucher number. With the new Smartscan functionality, the original, full PDF is displayed in the coding screen to ensure a more accurate and seamless view, even for secured files. However, this means we’ve had to discontinue markings such as the red voucher number on the PDF. We appreciate that this may require an adjustment in your working methods, especially if you relied on the red voucher number being directly visible on the PDF. Please rest assured that this decision was made after careful consideration, prioritising greater ease of use and reliability. Fortunately, there are alternative ways to access the red voucher number, which we explain in more detail in this DIRK article.
What does this mean for you?
Access to the full, original PDF without any loss of quality.
No more issues with processing secured or complex files.
A smoother and faster workflow thanks to the enhanced Smartscan functionality.
If you have any questions or need further information, feel free to contact our team or read the full article in DIRK.
Matching purchase orders
We have introduced an update to make invoice processing more efficient in cases where an invoice cannot be automatically approved based on the order due to significant discrepancies. Previously, when multiple employees could assess invoices for the organisational unit, the ‘Employee’ field in the invoice line was left blank. This led to additional manual work for the finance team to identify and fill in the correct employee. From now on, the ‘Employee’ field in the invoice line will automatically populate with the employee who requested the order (provided this employee is also authorised to approve invoices). How does this work, and what conditions must be met? Find all the details in this DIRK article.
Procurement Module
Insight into orders in shopping carts
Previously, orders with the status ‘New in shopping cart’ were only visible to purchasing module administrators with Archive access and users who had personally created the shopping cart as the requester. From now on, these orders are also visible to users with the ‘Extended Archive View’ role setting. These users can now see all orders in the shopping carts of other users within the same organisational unit, making it easier to maintain oversight and collaborate effectively.
Cash & Card Module
Filtering by Card Number
It is now possible to filter by card number in the Spend Cloud. This search field allows you to quickly and efficiently locate (failed) transactions based on a specific card number—perfect for streamlined control and administration. You can find this field via Application Management > Cash & Card > Card Management > Card Transactions.
Spend Cloud Tip: Stay in Control of Your Balance with useful Notifications
Did you know you can set up email notifications in Spend Cloud to alert you when your balance drops below a certain limit? This ensures you stay informed, can take timely action, and avoid any unwelcome surprises.
How to Set It Up:
- Navigate to Application Management > Cash & Card > Accounts > Edit.
- Set your desired limit and add your email address.
From then on, you’ll automatically receive a notification whenever your balance falls below the threshold you’ve set. A small setup for big convenience!
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