Application Management
Automated workflow updates upon role transfer
Starting this week, workflows (automatic entries of specific organizational units with designated employees) will be updated when an invoice processing role is transferred from one user to another. This ensures that if someone approves a cost center or general ledger and their role is transferred, the workflow will automatically adjust to the new user. This update occurs only if the original user no longer holds an invoice processing role within the same organizational unit (such as the same cost center or general ledger) after the transfer.
This enhancement applies to workflows for:
As a result of this adjustment the workflow functionality is enhanced and will continue to operate correctly without requiring manual modifications by application administrators, thus preventing errors and saving time for both users and administrators.
Invoice Processing Module
Faster access to recent invoices
The Archive and Line-level Archive within Invoice Processing have been optimized for more efficient handling of recent invoices. Invoices are now chronologically sorted from newest to oldest by default, allowing you to see the most recent ones immediately. Additionally, the “Invoice Date” filter has been relocated to a more logical position under “Creditor” and is automatically pre-filled with a range from one year ago to today. This change simplifies and speeds up the process of finding and processing relevant invoices.
Smart Suggestions: Fully released
Smart Suggestions helps you process invoices more quickly and accurately. By utilizing AI and historical invoice data, it automatically fills coding fields or provides smart suggestions. Each suggestion includes a percentage indicating the frequency of its successful application over the past six months. If the reliability is above 95%, the system automatically completes the fields. For lower scores, suggestions appear in a drop-down menu with the corresponding percentage. This functionality is now fully available. We welcome your feedback! Share your experience via product@proactive.nl.
Processing XML Invoices in the Spend Cloud
To expedite, enhance accuracy, and reduce manual processing of invoices, a new procedure has been implemented. As of May 26, 2025, XML invoices in the mailbox cannot be ignored if a correct field structure is available. This change allows the Spend Cloud to automatically extract more data, such as invoice date, amount, payment reference, and creditor, and potentially more fields. XML invoices without a suitable field structure remain processable as PDFs. This adjustment minimizes error risk, saves time, and speeds up invoice payments. Read more about XML invoices in this
DIRK article.
Tip: Check available field structures
A wide range of field definitions is currently available for standard formats like UBL 2.0. In other cases, you can create a field structure yourself: Navigate to Application Management / Invoice Processing / XML Invoice Field Structure. Learn how to do this in
DIRK.
Procurement Module
Several enhancements have been made to the Spend Cloud within the Procurement Module. Discover the latest updates below.
Additional order lines via the Procurement API
This release improves the way orders supplemented with extra order lines are handled by the system through the Procurement API:
- No delivery registration needed? All new or modified lines are automatically marked as 'delivered' without additional actions required by staff.
- Delivery registration required? An action is automatically added for the appropriate staff member or group, unless one already exists.
- If the order is already marked as 'received,' additional lines are processed as completed.
This enhancement prevents unnecessary outstanding actions and ensures the proper registration of deliveries, aligned with supplier settings.
Fewer mandatory fields & clearer error messages
Submitting orders via the Procurement API has become more user-friendly. What does this entail?
- Fewer mandatory fields: It's now possible to submit an order without immediately providing a delivery date, item number, or general ledger data. These can be completed later within the system.
- Improved error messages: For incorrect or incomplete requests, the API now provides clearer feedback.
This makes integration smoother, particularly for environments using standard values within the system.