UNDER CONSTRUCTION - Confirming an invoice (simple)

Simple confirmation of an invoice in PANTHEON Web Light is enabled by the predefined eWorkflow. In small companies, you can set up the default invoice approver for the eWorkflow, which means that tasks for invoice entry will be opened for the approver after the person responsible has scanned or imported the invoice into Documentation.

HINT For more information on the eWorkflow Confirm invoice (simple), see the chapter Confirm invoice (simple).

This chapter shows how to use the eWorkflow Confirm invoice (simple).

CASE SUMMARY The person responsible wants to use the eWorkflow Confirm invoice (simple) to import the invoice into Documentation and prepare the data for entering the invoice. First, the person responsible imports the document into Documentation by adding a scanned PDF attachment and assigning it the relevant classification. In turn, this runs the eWorkflow, which is used to edit the data prepared for invoice entry. The eWorkflow is configured to make Adele Administrator responsible for the task of invoice entry, which means that she then enters the new invoice into PANTHEON Web Light. This is done as follows: Transferring eWorkflow via PANTHEON Web Service Entering the scanned invoice in Documents and tasks Preparing the data for invoice entry Checking the task received Entering the new invoice received Checking the task history

1. Transferring eWorkflow via PANTHEON Web Service

The person responsible wants to speed up the work by using the eWorkflow Confirm invoice (simple).

Before using the predefined eWorkflow, it must first be transferred into the register using the Web Service.

For more information on how to transfer an eWorkflow into PANTHEON Web Light, see the chapter Transferring eWorkflow via PANTHEON Web Service to PANTHEON Web Light.

Once the eWorkflow has been transferred, the person responsible can run it.

2. Entering the scanned invoice in Documents and tasks

The person responsible opens the module Documents and Tasks | Documents.

A list of all documents is displayed. In the toolbar, the person responsible clicks New Document.

Then, the person responsible starts entering the scanned invoice received.

In the Document type field, the person responsible selects the desired type from the drop-down list: SKN0 SCAN.

Next, the person responsible defines the classification of the document. In the Classification field, the person responsible selects: 250 – Invoices (received, issued, internal) and documentation required to create them.

WARNING For the selected classification, in this case 250 – Invoices (received, issued, internal) and documentation required to create them, the eWorkflow Confirm invoice (simple) must be selected in the Workflow field in the Classification Scheme. Otherwise, the eWorkflow will NOT run in the background.

In the Customer/Payer field, the person responsible selects the supplier, in this case: Post SLO, Ltd.

Next, the person responsible enters the General invoice data.

In the Document date field, the person responsible enters the date of creation of the invoice: 10.5.2023.

Then, the person responsible selects the Doc. due date (Document due date): 18.5.2023.

In the empty Note field, the person responsible enters the text: Invoice for postal services May 2023.

Now, the person responsible adds a PDF attachment to the invoice from the desktop.

In the Documents tab on the right side of the form, the person responsible clicks the Add attachment button.

The Windows Explorer window opens, where the person responsible searches for the folder where the PDF invoice is located.

The person responsible selects the PDF invoice file and clicks the Open button.

HINT You can select one or more documents at a time.

The document is uploaded to PANTHEON Web Light and is displayed on the right side of the form.

Once the PDF document is added to PANTHEON Web Light, the eWorkflow Confirm invoice (simple) starts running in the background.

The person responsible can prepare the data for invoice entry.

3. Preparing the data for invoice entry

When Adele Administrator logs in to PANTHEON Web Light, she notices in the toolbar that there is one open task.
The person responsible clicks the open task Enter data for invoice entry in the Task history section.

A blank task window Enter data for invoice entry opens.

The person responsible enters the following data:

• In the Document type field, the person responsible selects the type of document that will be created, in this case: 1200 – Invoice for costs.
• The Date field is automatically populated with today's date. In this case, the person responsible leaves it unchanged: 24.5.2023.
• Next, the person responsible specifies the subject from which the invoice has been received in the Subject field: Post SLO, Ltd.
• From the drop-down list of the Warehouse field, the person responsible selects the warehouse to which the invoice is linked. In this case, the person responsible leaves it unchanged: COST ACCOUNTS.
• From the drop-down list of the Department field, the person responsible selects the department to which the invoice is linked, in this case: Administration.
• In the Comment field, the person responsible enters a comment on the document: Please check the amount.

Once all the data has been entered, the person responsible clicks the Continue button.

This completes the work that was required to be carried out by the given person responsible. The task for invoice entry has now been created for the person responsible as assigned in the eWorkflow, which is displayed in the Task history section.

In this case, the person responsible from the above eWorkflow is Adele Administrator.

4. Checking the task received

She clicks the Link, which opens the form for entering the new invoice received.

5. Entering the new invoice received

Adele starts entering the data on the New invoice received form.

In the lines of the Add item field, she enters »Mail« and select the relevant item from the list: -COST_POST.

In the Quantity field, Adele enters "1" and the net amount of the invoice received in the Price field. In this case, the amount is: EUR 325,26.

Next, she clicks the button (Add line item).

In the General section, Adele enters the missing data.

In the Section field, she selects Administration.

In the Invoice field, Adele copies the PDF invoice number "2023-12" and the invoice date "10.5.2023".

Once all the general information has been entered, Adele saves the invoice by clicking the Finish button.

The Documents tab opens automatically.

6. Checking the task history

On the automatically opened tab, Adele can see that all tasks have been completed, who completed them and when.

The eWorkflow is finished and the document is now displayed in the list of documents on the Documents tab.