As the end of the year approaches, there are several important matters we want to bring to your attention before the year-end transition. Please review the following tips and the
Year-End Tips Theme Webinar.
End of the Year Tips
Automatic Email Processing
In the Application Management of Invoice Processing, you can set up automatic processing of emails received in your mailbox. The year in which the email arrives is automatically assigned to the invoice. This year assignment does not affect the bookings and is solely used for the document number allocation. To prevent invoices from being assigned to the wrong year, you can temporarily deactivate automatic email processing.
To do this, navigate to Application Management / Invoice Processing / Mailbox. Check the checkbox at the beginning of the lines for which you do not want emails to be processed automatically. Then, click 'Deactivate Multiple' at the top.
Journal Number Series
Only if you are approaching the end of your document number series, we recommend notifying our support department in advance that you want to change the document numbering for digitally received invoices for the upcoming year.
Gaps in the Journal Number Series
It's possible that a gap has occurred in the financial package's document number series. This can be caused by the Spend Cloud due to:
- Invoices that have not been approved and/or exported. These invoices will eventually make their way into the financial package but temporarily create gaps in the series. You can check this by making a selection in the Archive for all invoice statuses except 'Exported' and, if payment status is retrieved, the status 'Paid.'
- Invoices that have been definitively disapproved. These invoices will not be exported and will always create gaps in the series in the financial package. You can check this by making a selection in the Archive for the status 'Definitively Disapproved.'
- Additionally, it could be due to the deletion of an incorrect invoice in the 'Coding' menu. You can find the document numbers of deleted invoices in the 'Coding' menu under the 'Control Document Numbers' button. Here, you can find the missing document numbers based on deleted invoices for each administration and fiscal year.
Adding Contracts/Invoices
When adding new invoices and contracts, the year is automatically filled in. If you plan to add invoices or contracts from 20XX in the new year, remember to update the year to 20XX.
For contracts subject to price changes, these changes must be made before the price change start date. If a price change is effective on January 1, 2022, it must be processed in Spend Cloud before that date.
Accounting Audit
The auditor requires various data for an
audit. You can request our ISAE 3402 Type 2 certificate via the email address
gdpr@proactive.nl. Other data can be found in the Spend Cloud itself, such as the Audit report and the role overview.