3.07 Validating purchase invoices

Please make sure that your teamsettings are correctly configured, please visit manual 1.15 Manage purchase invoice processing 

After configuring your teamsettings, Vera will provide you with an automated way to validate your purchase invoices. We recommend all our customers to make a separate email for receiving all your purchase invoices, an example can be "invoices@syndicus.be". Make sure the email your have created is equal to the email that you have chosen in your teamsettings. Vera will scan your mailbox and send all the documents (with type .PDF) from inside your mailbox to the Vera Scanner. The Vera Scanner will read all the information that is inside the invoice and input it back in Vera as an invoice "Ready to Validate". Keep in mind that the Vera Scanner will also recognize credit notes. 

The Vera Scanner will identify the following elements of the invoice: the elements that are in bold will be necessary to automatically input the invoice as "Ready to validate". If the necessary elements are not recognized from the invoice, manual intervention will be needed via the tab "In scan". 

The supplier is the company that sends you the invoice. If the Scanner can link the VAT number to a company inside Vera, we will automatically link the invoice to that company. 

• Supplier name
• Supplier IBAN
• Supplier city 
• Supplier VAT number
• Supplier postal code
• Supplier address 

The customer is the HOA (Home Owner Association) the invoice is meant for. If the scanner can link the VAT number on the invoice with a HOA inside Vera, we will automatically link the invoice to that HOA. 

• Customer name
• Customer city
• Customer address
• Customer VAT number
• Customer postal code

Other elements the Vera Scanner will identify for you are:

• Invoice number
• Invoice date
• Invoice due date
• Structured message
• VAT amount
• Invoice amount (incl VAT)
• Invoice amount (excl VAT)
• Total VAT rate
• EAN code 

The chosen mailbox is updated every minute. This means that if an invoice has been received in the mailbox, it will take maximum 1 minute for the Vera Scanner to start scanning your invoice. All the invoices that are being scanned can be found in the menu item "Finance" underneath the tab "In Scan". Typically it could take 5 minutes for you invoice to be processed. Inside the tab "In Scan" all the invoices can be found with the following status:

• Manual intervention needed
• Done
• Failed
• In scan

To manually annotate an invoice please following next steps:

1. Navigate to the menu item "Finance"
2. Click on the tab "In scan" (this tab will be automatically opened for you)
3. Click in the table on the blue button "Scanner" in the link column, this will take you to the scanner where you can make the necessary adjustments.

The Vera Scanner page consists of 2 important elements. On the right side you can see a preview of the invoice and in the middle column you will find all the elements that have been recognized automatically or that need manual intervention. All the elements that can be scanned are found in the section "Entities", all the elements that are having issues are found in the section "Issues" and all the annotations that took place are found in the section "Annotations". 

This is how you manually assign an element to the invoice (manual annotation). 

1. In the middle column, navigate to the section "Issues".
2. There you will see all the elements that could not be automatically annotated.
3. Please look at the screenshot: in this example we could not find the customer name (the name of the HOA). 
4. Go to the right side to the preview of the invoice and search for the correct name. 
   1. Click once on the first letter and finish by clicking on the last letter, you will see that the name will be highlighted and a menu will open. In the menu search for "customer name" and click on it. Automatically the customer name will be filled in. 

The invoice has now been successfully annotated and will be put in the tab "Ready to validate" in Vera. To finish your annotation, in the middle section on top of the page click on the green button "Done". That is it! 

After all this is done, let's get back to Vera! You will see that in the tab "In Scan" the invoice will be automatically updated with the status "Done" and inputted in the tab "To validate". If the scanner would have picked up a document that is not an invoice, you can click on the right side on the green button "Close", this will automatically close the scanner and ignore the document. 

Inside the tab "To validate" you will see all the invoices that are ready to be validated. Mostly all the elements from the invoice should be automatically assigned to the invoice because of the Vera Scanner. Please follow the next steps to validate a purchase invoice in Vera.

1. Go to the menu "Finance" and click on "Invoices"
2. Click on the tab "To validate" (a number should be visible of how many invoices are ready to be validated)

Important information from this overview: the invoices you see here are invoices for all your HOAs. You can filter on the following items:

• Type: credit note or purchase invoice
• HOA: please select the HOA you want to see all the invoices for
• Supplier: please select the supplier you want to see all the invoices for
• Role: this filter is used to show all the invoices that are linked to a HOA where you as user are a certain "role". If you have not done this yet please visit the following manual to create roles in your teamsettings:  3.02 Creating responsibilities  and link them to the correct HOA. 

You can open an invoice by either clicking on the invoice number or on the right side choosing for the arrow (open). This will open a new screen consisting of the following elements:

Keep in mind, to validate your purchase invoices you need to make sure all your financial settings on HOA are configured! Please visit all the manuals inside finance before validating your purchase invoices. 

• On the left side you will see a preview of the invoice, we made sure this was very easy to read and easy to navigate. 
• On the right side you see some input fields and on top you see 2 tabs: "General" and "Division". If everything has been automatically scanned you should not have to change anything inside the general tab. If needed you can input the following information here: 
  • HOA: if no HOA has been recognized, you can use this selector to select a HOA from inside your CrM.
  • Financial year: please select the correct financial year the invoice should be booked in.
  • Invoice date: what is the date of the invoice? Please fill in a date here
  • Invoice due date: when should the invoice be paid? Please fill in a date here. 
  • Journal: in what journal inside your accountancy should the invoice be booked?
  • Period: please select a period the invoice should be booked in, if Vera can only find 1 period we will automatically pick this period. 
  • Amount: this is the total amount (incl VAT) from the invoice
  • Amount to pay: what amount of this invoice should be paid? 
  • Supplier: please select the supplier the invoice came from.
  • Invoice number: what is the invoice number?
  • Description: what is the description of the invoice?
  • Structured reference: what is the structured reference that needs to be used to pay the invoice?
  • IBAN of the supplier: on what IBAN should the invoice be paid? 
  • BIC of the supplier: Vera will automatically fill in the BIC by looking at the IBAN. 

• The tab "Division" will be used to make the division for your contacts and companies linked to the HOA. For a more automated way of dividing your invoices you can use the booking rules. Please visit this manual 3.06 Creating booking rules per HOA on how to add new booking rules.