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

Navigate towards Configuration / Business / Workflow settings
See Workflow settings for more information about the structure of this page
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 purchase invoice type based on captured data. In case one or more purchase order (or goods receipt, depending on the Document Reference Receipt workflow setting, see further) references are found, the system will label the document as a PO invoice. In all other cases, the document will be labeled as a GE (general expense) invoice
PO: fix the incoming invoices as Purchase Order invoices, regardless
GE: fix the incoming invoices as General Expense invoices, regardless

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:

	Name	Description	Options
1	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.	Enabled Disabled
2	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.	Enabled Disabled
3	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.	Enabled Disabled
4	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.	Enabled Disabled
5	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.	Enabled Disabled
6	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.	# days (number)
7	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.	# days (number)
8	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 (i.e. via script or automation rule) overridden.	Enabled Disabled
9	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.	Enabled Disabled
10	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`
11	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`
12	Validate order(s)	When enabled, Routty will validate the order(s) (number, supplier, status, currency…) on the invoice against the masterdata	Enabled Disabled (default)
13	Validate receipt(s)	When enabled, Routty will validate the receipt(s) (number, supplier, status, currency…) on the invoice against the masterdata	Enabled Disabled (default)
14	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.	Enabled Disabled
15	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.	Enabled Disabled
16	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.	/
17	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).	/
18	Period end of month DEPRECATED	When enabled, Routty will set the tax point date (=posting period) to the last day of the month.	/
19	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.	/
20	Default currency	Sets the default currency, if not mentioned on the invoice.	Currency from data source
21	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	Enabled Disabled
22	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	Reference structure from datasource None OGM ISO11649 KID FID ERN
23	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.	Enabled Disabled
24	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.
25	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.	Enabled Disabled
26	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.	Enabled Disabled
27	VAT on line item required	When enabled, Routty will verify whether the sum of the VAT amounts on the journal lines is equal to the total VAT amount on the invoice. Otherwise, the validation task will fail.	Enabled Disabled
28	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 [order](default) Two-way receipt Three-way (orders and receipts) Four-way (orders, receipts and acceptances)
2	Document Reference Receipt	Determine how receipts are referenced When pairing receipts, this will tell Routty to lookup receipts by order reference, or (receipt) document reference.	Order (default) Receipt Auto
3	Pair receipts first	Determine whether invoice items are paired with receipts first, and orders second	Enabled Disabled (default)
4	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).
5	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), is compared with the (sum of) the net amount(s) of the purchase order(s).
6	Item Type	Determine whether invoice items are material items (i.e. inventory articles that are referenced by one or more identification numbers)	Non-material (default) Material Auto When set to Auto, the type is determined by the presence of at least one of the article codes (internal, external, standardized). 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)
7	Item Identifier	Determine how material items are identified	Buyer (default) Supplier Standard Any (buyer, supplier or standard)
8	Apply History	Determine whether to take the invoiced history into account when matching	Enabled (default) Disabled
9	Build History	Determine whether to keep track of invoiced history internally when matching	Enabled (default) Disabled
10	Ignore empty lines	Skip any invoice item with an amount of zero	Enabled (default) Disabled
11	Overdelivery Tolerance Key	Set the tolerance for delivered quantities exceeding the (open) order (applies only to accounting)	See also: How to define tolerances
12	Absolute Lower Header Matching Error	Differences below this (lower) threshold are ignored when matching invoice header amounts	Any number (default is 0)
13	Absolute Upper Header Matching Error	Differences below this (upper) threshold are ignored when matching invoice header amounts	Any number (default is 0)
14	Order Price Tolerance Limits	Price variances within (all) the limits of this tolerance set do not block The price variance is defined as quantity_actual × price_expected – quantity_actual × price_actual	See also: How to define tolerances
15	Order Amount Tolerance Limits	Amount variances within (all) the limits of this tolerance set do not block	See also: How to define tolerances
16	Receipt Amount Tolerance Limits	Amount variances within (all) the limits of this tolerance set do not block	See also: How to define tolerances
17	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
18	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
19	Acceptance Amount Tolerance Limits	Amount variances within (all) the limits of this tolerance set do not block	See also: How to define tolerances
20	Unplanned Cost Tolerance Limits	Unplanned costs within the (absolute) limits of this tolerance set do not block Unplanned costs in Routty are identified by lines that are exempted from matching (i.e. the matching option of the line is set to Exempt).	See also: How to define tolerances

Accounting

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

	Name	Description	Options
1	Calculate VAT	When enabled, Routty will automatically calculate VAT amounts on journal lines (using VAT rates).	Enabled Disabled (default)
2	Deduct cash discount	Determines whether cash discounts will be taken into account when calculating VAT amounts (as determined by the Calculate VAT setting). In case of cash discounts, the taxable amount may be reduced with the allowance whether the invoice will be paid in time or not.	Enabled Disabled (default)
3	Max VAT difference	Set the maximum allowed difference (in absolute numbers) for solving rounding errors when calculating VAT amounts (as determined by the Calculate VAT setting).
4	Default VAT system	Determines the applicable VAT system/(exemption) scheme (e.g. intra-community), if not provided.
5	Default VAT code	Determines the (generally) applicable VAT code, if not provided.
6	Default G/L account	Determines the (generally) applicable G/L account.
7	G/L account charges	Determines the applicable G/L account for charges. If not provided, the G/L account for the invoice (line) will be taken.
8	G/L account allowances	Determines the applicable G/L account for allowances. If not provided, the G/L account for the invoice (line) will be taken.
9	G/L account price allowances	Determines the applicable G/L account for (line item) price allowances, i.e. the total discount subtracted from the item gross price to calculate the item net price. If not provided, the G/L account for the invoice (line) will be taken.
10	Default cost center	Determines the (generally) applicable cost center.
11	Default dimension 1	Determines the (generally) applicable value for the first accounting dimension.
12	Default dimension 2	Determines the (generally) applicable value for the second accounting dimension.
13	Default dimension 3	Determines the (generally) applicable value for the third accounting dimension.
14	Default dimension 4	Determines the (generally) applicable value for the fourth accounting dimension.
15	Default dimension 5	Determines the (generally) applicable value for the fifth accounting dimension.
16	Default dimension 6	Determines the (generally) applicable value for the sixth accounting dimension.
17	Default dimension 7	Determines the (generally) applicable value for the seventh accounting dimension.
18	Default dimension 8	Determines the (generally) applicable value for the eighth accounting dimension.
19	Small differences tolerance key RESERVED	Reserved for future use.	See also: How to define tolerances
20	G/L account positive small differences RESERVED	Reserved for future use.
21	G/L account negative small differences RESERVED	Reserved for future use.
22	G/L account positive price differences	Determines the applicable G/L account for differences between the order item price and invoice item price larger than 0. If not provided, the G/L account for the invoice (line) will be taken.
23	G/L account negative price differences	Determines the applicable G/L account for differences between the invoice item price and order item price larger than 0. If not provided, the G/L account for the invoice (line) will be taken.
24	G/L account positive quantity differences	Determines the applicable G/L account for differences between the received quantity and invoiced quantity larger than 0. If not provided, the G/L account for the invoice (line) will be taken.
25	G/L account negative quantity differences	Determines the applicable G/L account for differences between the invoiced quantity and received quantity larger than 0. If not provided, the G/L account for the invoice (line) will be taken.
26	Merge journal lines	Determines how Routty will merge journal lines for concise reporting, where G/L accounts and accounting dimensions match.	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
27	Default commodity code	Set the default commodity code for Intrastat.

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

Capturing

This section is used to configure the scanning of invoices using Routty’s integrated capture solution.

	Name	Description	Options
1	Straight-through Processing	Toggle the automatic processing of (verified) documents during capture. If enabled, documents that were fully recognized by Routty Intelligent Capture will not be presented to the end-user for manual verification again.	Enabled Disabled (default)
2	Date Format	Set the format of dates on scanned documents (to improve recognition in certain cases)	Default Year-Month-Day Year-Day-Month Day-Month-Year Month-Day-Year