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. For reactivating in the new year, select to view passive items in the filters on the left side, then select the passive lines and reactivate them with the button on top of the page.
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 manually
When adding new invoices and contracts, the year is automatically filled in. If you plan to add invoices or contracts from in the new year, remember to update the year to the previous tear.
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 1st, it must be processed in Spend Cloud before that date.
Auditor's Review
Usually, an audit is carried out by the accountant (auditor) after the financial year has closed. The auditor needs various data for an audit review. Below, we explain which data are often requested and how you can obtain them.
Audit File
Through the menu item Analysis / Audit, you can generate an
audit file containing the following records: Role history, Invoice approval, Purchase order approval, and Cash & Petty Cash balances. Read more about how to generate an audit file in the following article:
Generating audit informationAuthorization Scheme
An up-to-date overview of the review scheme with corresponding authorization is generated via the menu Application Management / Organization / Roles. In the filters on the left, select the module for which you want to generate this. To prevent the file from becoming too large, we advise doing this per module. If you select the following modules here, you will receive an overview of:
- Invoice Processing - The authorization of the user's role in the organizational unit where they have a role;
- Procurement - The authorization of the user's role per supplier group in the organizational unit where they have a role;
- Cash & Card - Whether the user is authorized to close periods for the books linked to their role via the organizational unit.
Password Settings
The password policy of the application is often requested. The password policy of your Spend Cloud environment can be found within the
configuration settings. These can be found under the menu item Application Management / Config Settings /
General. If you do not have access to this section, enable it within the rights your role is based on, or ask an administrator in your organization to do this for you. You can view the settings here, modify them if desired, and take a screenshot to provide to your auditor.
Release notes
You can find the release notes in Spend Cloud under your name in the top right corner. An expanded overview of releases can be found in the news section within the knowledge base:
New in the Spend CloudOther Statements
- ISAE 3402 Type 2 Statement - You can request our ISAE 3402 Type 2 statement via the email address privacy@proactive.nl. This is usually available from April of the previous year. You can send an email to the aforementioned address around the turn of the year, and your name will be placed on a list, and you will receive the statement as soon as it is available.
- Data Processing Agreement - This can be found on our general website: https://proactive-software.com/nl/verwerkersovereenkomst-dpa/
- Service Level Agreement - Our SLA, also referred to as service and support terms and conditions, can also be found on our general website: https://proactive-software.com/en/support-terms-and-conditions/
Changes in Your Organization's Organizational Structure, Role Scheme, or Financial Software Package
Are major changes going to take place in your organization in the new year, such as in the structure, role scheme, or are you going to switch to a different financial software package? If so, you may need assistance with implementing these changes in your Spend Cloud environment. If you are going to switch to a different financial package, contact your Visma | ProActive account manager as soon as possible. Read more information here:
Transition to a new financial packageFor help with other organizational changes, you can engage a consultant directly. For more information, read the following article:
Extra Consultancy services