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Personalize your business flow using the workflow settings

Each business process is different, in order to accommodate this, we have created the Workflow settings.
These settings allow you to personalize your flow to meet your business requirements. Use the guide below to gain the most benefit from them.

Depending on the configuration of your system not all of these workflow settings are applicable.

Instructions

  1. Navigate towards Configuration / Business / Workflow settings

  2. See Workflow settings for more information about the structure of this page

  3. Configure any setting you want using the definitions below

Classification

Under the section classification, you can select a fixed document type per company or supplier.

  • Auto: the system will determine the document type based on captured data. In case one or multiple PO numbers are found the system will label the document as a PO invoice. In all other cases, the document will be labeled as a GE invoice or CT when linked to contract data

  • PO: Purchase Order invoice

  • GE: General Expense invoice

  • CT: Contract invoice

Validation

Under the section validation, an overview is given of all the validations that can be set up inside the platform.

The following validation rules can be set up inside the platform:

Buyer VAT number required

When enabled, Routty requires a buyer IBAN number to be mentioned on the invoice. If it is not, this validation task will fail. This does not disable the validation task itself, however! The task will always run, regardless of this setting. When disabled, this validation will still run and will only trigger a warning in the audit trail, but will not block the invoice in Routty.

Supplier VAT number required

When enabled, Routty requires a supplier VAT number to be mentioned on the invoice. If it is not, this validation task will fail. This does not disable the validation task itself. The task will always run, regardless of this setting. When disabled, this validation will still run and will only trigger a warning in the audit trail, but will not block the invoice in Routty.

Validate VAT number with VIES

Every VAT number is checked with the online database of the European Commission. After activating this setting it will run for every new invoice that enters Routty.

Validate supplier IBAN

When enabled, Routty will validate the bank account on the invoice against the supplier masterdata. If invalid, the invoice will be blocked.

Supplier IBAN required

When enabled, Routty requires a supplier IBAN number to be mentioned on the invoice. If it is not, this validation task will fail. The task will always run, regardless of this setting. When disabled, this validation will still run and will only trigger a warning in the audit trail, but will not block the invoice in Routty.

Document date threshold

When set to anything other than zero, this will determine at which day in the future an invoice will be considered postdated (counting from the invoice date) and the date validation task will fail. This does not disable the validation task itself. The date check will always run, regardless of this setting. This setting can be turned off when set to zero.

Document expiration threshold

When set to anything other than zero, this will determine at which day in the past an invoice will be considered expired (counting from the current date) and the date validation task will fail. This does not disable the validation task itself. The date check will always run, regardless of this setting. This setting can be turned off when set to zero.

Validate document date and gross amount

When enabled, Routty not only checks for duplicates based on the reference of the document but also based on a combination of the date and gross amount.

The duplicate check will always run, regardless of this setting. I.e. invoices with the same reference (similar invoice numbers) will always result in a blocking validation error in Routty, unless programmatically overridden.

Cross-company duplicate check

When enabled, Routty will look for duplicates across all companies in the archive. If not, only invoices from the same company will be checked against.

PO number pattern

This setting will take any regular expression to match against the PO number(s) mentioned on an invoice. If there’s no match, the invoice will be blocked.

Example: ^PO\d{1,3}$ will match PO123 and PO1, but not P0123 or ABC

PO number filter

This setting will take a regular expression substitution string to transform the PO number(s) mentioned on an invoice, when they match the pattern of the previous setting. It is used to add or remove characters.

Example: ORD$0 will prefix all PO numbers with ORD

Validate order reference(s)

When enabled, Routty will validate the PO number(s) on the invoice against the PO data present in the database

Validate receipt reference(s)

When enabled, Routty will validate the GR number(s) on the invoice against the GR data present in the database

Cross-company PO check

If enabled, Routty will perform a check on the PO number across all purchase orders of all companies. If not, only purchase orders from the same company will be checked against.

VAT on journal line required

When enabled, Routty will verify whether the sum of the VAT amounts on the coding lines is equal to the total VAT amount on the invoice. Otherwise, the validation task will fail.

Period threshold DEPRECATED

When set to anything other than zero, this will determine until which day of the month an invoice will be posted to the previous period. Any invoice after this day will be posted to the current period. E.G. when set to 15, an invoice dated February 10 will be posted in January, while an invoice dated February 15 will be posted in February.

Date to period DEPRECATED

Depending on this setting, either the document date, receipt date or the current date will be taken as the default tax point date (= tax period in general).

Period end of month DEPRECATED

When enabled, Routty will set the tax point date (=posting period) to the last day of the month.

Sticky period DEPRECATED

When enabled, invoices that are dated in the current month and posted to the period of that month, regardless of the period threshold above.

Default currency

Sets the default currency, if not mentioned on the invoice.

Validate payment reference

When enabled, the payment reference validation task is enabled, and Routty will validate the (payment) reference on the invoice. Currently, the following algorithms are supported: Mod97 (e.g. structured references on Belgian bank transfers, or OGM), ISO11649 (credit references), KID, FIK and ERN

Payment reference structure

Sets the expected payment reference structure, used when validating the (payment) reference on the invoice. Currently, the following algorithms are supported: Mod97 (e.g. structured references on Belgian bank transfers, or OGM), ISO11649 (credit references), KID, FIK and ERN

Deduce structure from IBAN

When enabled, Routty will try to automatically deduce the payment reference structure from the IBAN, overriding the Payment reference structure setting.

Absolute Rounding Error

By default, checks against amounts will fail to validate if the difference is more than absolute zero. This setting is used to set an absolute tolerance.

VAT on line item required

When enabled, Routty will verify whether the sum of the VAT amounts on the invoice lines is equal to the total VAT amount on the invoice. Otherwise, the validation task will fail.

Validate Line Quantities

When enabled, Routty will verify whether the net amount of an invoice line is equal to the product of invoiced quantity and net unit price, and item net price is equal to gross price minus discount amount.

Default Entry Number

For ERP-systems that require this, a default value for the journal entry number will be sent with the accounting document.

Matching

Under the section Matching, an overview is given of all the matching configurations that can be set up inside the platform.
The following matching rules can be set up inside the platform:

Name

Description

Options

1

Matching Logic

Determine how invoice items are matched

  • Two-way (orders only)(default)

  • Three-way (orders and receipts)

  • Four-way (orders, receipts and acceptances)

2

Pair receipts first

Determine whether invoice items are paired with receipts first, and orders second

  • Enabled

  • Disabled (default)

3

Matching Quantity

Determine which item quantity is matched

  • Amount (default)

  • Quantity

  • Both

Note that Routty will match net amounts (including agreed upon allowances and charges, but excluding taxes).

Unless quantity mapping is enabled, Routty expects quantities to be expressed in the same (order) unit (of measurement).

For quantity matching, the unit price of the (invoice) line item is compared with the unit price of the purchase order, and the invoiced/credited quantity is compared with the ordered quantity (in the case of 2-way matching) or the delivered quantity.
For amount matching, the net amount of the line item is compared with the net amount of the purchase order, as well as the net amount of the receipt (in the case of 3-way matching).

4

Header Matching Logic

Determine how invoice headers are matched

  • Headers Only

  • Lines Only (default)

  • Headers And Lines

For header matching, the net amount of the invoice (excluding taxes and surcharges), and compare it with the (sum of) the net amount(s) of the purchase order(s).

5

Item Type

Determine whether invoice items are material items

  • Non-material (default)

  • Material

  • Auto

For material items, at least one of the article codes (internal, external, standardized) of the item must match the respective article code of the purchase order item. (See also: Item Identifier)

6

Item Identifier

Determine how material items are identified

  • Buyer (default)

  • Supplier

  • Standard

  • Any (buyer, supplier or standard)

7

Apply History

Determine whether to take the invoiced history into account when matching

  • Enabled (default)

  • Disabled

8

Build History

Determine whether to keep track of invoiced history internally when matching

  • Enabled (default)

  • Disabled

9

Ignore empty lines

Skip any invoice item with an amount of zero

  • Enabled (default)

  • Disabled

10

Overdelivery Tolerance Key

Set the tolerance for delivered quantities exceeding the (open) order (applies only to accounting)

See also: How to define tolerances

11

Absolute Lower Header Matching Error

Differences below this (lower) threshold are ignored when matching invoice header amounts

Any number (default is 0)

12

Absolute Upper Header Matching Error

Differences below this (upper) threshold are ignored when matching invoice header amounts

Any number (default is 0)

13

Order Price Tolerance Limits

Price variances within (all) the limits of this tolerance set do not block

The price variance is defined as quantityactual × priceexpected – quantityactual × priceactual

See also: How to define tolerances

14

Order Amount Tolerance Limits

Amount variances within (all) the limits of this tolerance set do not block

See also: How to define tolerances

15

Receipt Amount Tolerance Limits

Amount variances within (all) the limits of this tolerance set do not block

See also: How to define tolerances

16

Receipt Quantity Tolerance Limits

Quantity variances (in order units) within (all) the limits of this tolerance set do not block

See also: How to define tolerances

17

Acceptance Quantity Tolerance Limits

Quantity variances (in order units) within (all) the limits of this tolerance set do not block

See also: How to define tolerances

18

Acceptance Amount Tolerance Limits

Amount variances within (all) the limits of this tolerance set do not block

See also: How to define tolerances

19

Unplanned Cost Tolerance Limits

Unplanned costs within the (absolute) limits of this tolerance set do not block

See also: How to define tolerances

Accounting

The accounting sections provide the possibility to specify the configuration of the booking proposal in Routty.

VAT on line item required

Setting to indicate if VAT on a line item is mandatory.

Calculate VAT

Configuration to indicate if VAT amounts on line item level should be calculated on basis of stored VAT codes.

Deduct cash discount

If indicated, discount will be taken into account when calculating the VAT amount on header level.

Default VAT system

Default VAT system for the supplier and buyer combination.

Default G/L account

Default G/L account for the supplier and buyer combination.

GL Account Charges

Default G/L account for charges

GL Account Allowances

Default G/L account for allowances

GL Account Price Allowances

Default G/L account for price discounts

Default VAT code

Default VAT code for the supplier and buyer combination.

Default cost center

Default cost center for the supplier and buyer combination.

Default dimension 1

Default dimension 1 for the supplier and buyer combination.

Default dimension 2

Default dimension 2 for the supplier and buyer combination.

Default dimension 3

Default dimension 3 for the supplier and buyer combination.

Default dimension 4

Default dimension 4 for the supplier and buyer combination.

Default dimension 5

Default dimension 5 for the supplier and buyer combination.

Default dimension 6

Default dimension 6 for the supplier and buyer combination.

Default dimension 7

Default dimension 7 for the supplier and buyer combination.

Default dimension 8

Default dimension 8 for the supplier and buyer combination.

Merge journal lines

Merge journal lines if the linked analytical (GL accounts and Cost Center) data is the same.

  • Off: No journal lines will be merged

  • Non-PO: Only the unplanned costs (costs mentioned on the invoice header for which journal lines are generated) will be merged

  • All: All journal lines will be merged, the lines generated for the invoice lines and lines generated from header mentioned costs

In combination with the automation rules, the workflow settings for accounting form the basis to generate automated booking proposals.

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