Incoming channel “XRECHNUNG”
The “Invoice Portal” service now supports incoming invoices in the current XRechnung format. Receipt of invoices in this format is only supported via email. The identification of an XRechnung email is based on a file name analysis of the email attachments. An email may contain exactly one XML file in the attachment. All other files are rejected.
Invoices in the XRechnung format are assigned to the new incoming channel “XRECHNUNG” both within the app “Invoice Portal” and during invoice submission. The original XRechnung XML can be downloaded in the invoice details (section “History”) and will be archived by the app after invoice submission.
Invoice Portal > Settings > Basic Settings > General > General Settings > Field Changes for Invoices > Allowed for XRECHNUNG
Invoice Portal > Settings > Basic Settings > General > General Settings > Distribution to Accounting Positions > For an XRECHNUNG / ZUGFeRD Invoice
Invoice Portal > Settings > Process Settings > General > Conditions > Button “New” > Field Condition > Incoming Channel
Invoice Portal > Tasks / Monitoring > Table column “Incoming Channel”
Invoice Portal > Reports and Statistics > Incoming Channel > General Options > Incoming Channel
Invoice Portal > Reports and Statistics > Invoices per Supplier > General Options > Incoming Channel
Improved calculation of “Processing Deadline”
The processing deadline will be calculated as follows: Receipt timestamp + number of hours for the last escalation step with urgency “high”.
The color display in the column “Processing Deadline” like the calculation is also based on the escalation steps. If the number of hours starting from invoice receipt has reached the number of hours for the last escalation step with urgency “medium”, the color changes to yellow. If the number of hours for the last escalation step with urgency “high” is exceeded, the color changes to red.
Invoice Portal > Settings > Basic Settings > Notification & Escalation Management > Escalation Steps
Invoice Portal > Tasks/Monitoring > Processing Deadline
Determination of the 1st approval user based on accounting type values
From now on, it is optionally possible to store a responsible user or group behind each accounting type value in the accounting type master data, e.g. a cost center responsible person. This can be done manually via the user interface or also via the automated or manual CSV import (using a new column “responsibility”). Allowed here is the specification of either the user email address or the group name.
The user or group stored in this way first appears together with an entered accounting type value in the invoice details and then at the top of the list of potential 1st approval users of an invoice, provided that the assigned user or group rights allow it. This makes it easier for the post-processing user to select the 1st approval user.
Note: If this option is used together with the option “Order number” to determine the 1st approval user, then the order number has priority.
Invoice Portal Admin > Master Data > Accounting Type > Accounting Type Values > Responsibility
Invoice Portal > Tasks > Open > Invoice Details > Request 1. Approval
Automated selection of 1st approval user
The selection of the 1st approval user was previously only allowed manually by a post-processing user. Now it is optionally possible to configure a process so that this selection is automated. In doing so, the selection process takes place in the following order:
- One user or group can be identified for the 1st approval via the “Tracking number”.
- Exactly one user or exactly one group can be identified for the 1st approval via the accounting value responsibility (see previous paragraph).
- There is exactly one “responsible” user or exactly one “responsible” group for the 1st approval (to be set in Invoice Portal Admin > User Management).
- There is no “responsible” user and no “responsible” group, but exactly one “permitted” user or group for 1st approval.
If none of these steps was successful, the 1st approval user must be selected manually by the post-processing user. The described sequence is also valid for the processes that start directly with the 1st approval without post-processing.
Invoice Portal > Settings > Process Settings > Process Sequence > Approval Level > Allow user or group selection for 1st approval
Invoice Portal Admin > User Management > Users/Groups > Details > Approval
Extended function of invoice approval
The functions “Grant Approval” und “Grant Full Approval” in the overview “Tasks” > “Open” have been extended by the validation of the accounting type values. When using these functions, the accounting is checked in the background for the following errors:
- All mandatory accounting types are filled.
- At least one of the depending accounting types is filled.
- The entered accounting type values correspond to the possibly stored regular expression (this also applies to the accounting of items with order reference).
- The entered accounting values correspond to the possibly stored master data (this also applies to the accounting of items with order reference).
If one or more invoices do not meet these criteria, these invoices cannot be approved without manual correction. In addition, when selecting the next approval user, it is automatically taken into account that a next approval may not be requested “from oneself”.
Invoice Portal > Tasks > Open > Button “Approval” > Grant Approval/Grant Full Approval
Change of the key for the update of accounting distribution in the order master data
The key for updating accounting information in the purchase order master data (“accounting of a purchase order item) was previously formed as a combination of “Accounting ID” and “Accounting Type”. As of the current software update, only “Accounting Type” is used as a key to ensure that an accounting type may only be used once within an order item. In case of an update for an accounting type, the “Accounting ID” would be overwritten together with the accounting type value.
Invoice Portal Admin > Transaction Data > Orders
Export and import of accounting rights
The current software update enables the export and import of process-specific accounting rights per accounting type. This function can be used both when transferring settings between organizations and for saving the settings made.
Invoice Portal Admin > Master Data > Accounting Types > Accounting Type Details > Accounting Rights > Button “Export CSV”
Invoice Portal Admin > Master Data > Accounting Types > Accounting Type Details > Accounting Rights > Button “Import CSV”
Igor Kuzmin (07252 / 96-2152, i.kuzmin@seeburger.de) and Rolf Wessel (07252 / 96-1257, r.wessel@seeburger.de) will be happy to answer any questions you may have.