In the processing of purchase invoices, the factual verifier can check, post, and approve invoices if the user has the necessary rights in accounts payable. The guide goes through the steps of factual verification, approval, and posting, as well as their requirements.

The purchase invoice handler can verify, post, and approve purchase invoices if the user has sufficient rights defined in Sales and accounts payable rights. Additionally, the user must have at least editing rights to the basic functions and views of accounts payable lists. We also recommend editing rights to vendor management if vendor information needs to be corrected.

The task of the invoice factual verifier is to ensure that the invoice in accounts payable is valid and does not contain errors.

It is possible to receive a list of purchase invoices requiring action via email, and the timing can be chosen by the user. For the approval and factual verification of purchase invoices, a lighter login via a quick link is sufficient. More information about communication and lighter login can be found here: Purchase invoice factual verification and approval via quick link

The processing of a purchase invoice begins with the factual verification and posting of invoices (if the user has the right to post invoices). The processing of a purchase invoice can be done either through the listing of open purchase invoices/purchase invoice list or by accessing the invoice details by clicking its number.

Processing invoices individually

When you want to process a specific purchase invoice, you move to the invoice details by selecting its number from the invoice listing. On the left side of the invoice is the Approval status (1), which at the beginning of the invoice processing is New invoice. This status changes as the invoice processing progresses. The same line also shows whether the invoice is still Posted (2) and how much of the total amount of the invoice has been paid (3) so far.

On the right side of the same line is a green button (4), which allows the invoice to be verified or approved directly, depending on the ledger rights. The button can also be used to reject the invoice. Additionally, the Purchase invoice functions button (5) is found on the same line.


Invoice date: The date on which the invoice is dated.

Posting date: By default, the invoice date, but this field allows the invoice to be posted to the desired date in the bookkeeping. The voucher is created based on the posting date. 

Our reference: The information is read from the e-invoice message in the field below: Our reference 

Your reference: The information is read from the e-invoice message in the field below:Your reference

Reference number/Message: If a valid reference number is received on the e-invoice, it is displayed in the reference number field. If the incoming invoice has an invalid reference, the reference number field changes to a message field on the invoice, and the information is displayed there. An invoice cannot have both a reference number and a message field. The message field is not read for e-invoices. The reference for the e-invoice is read from the EpiRemittanceInfoIdentifier field of the message.

Predicted payment date: The program shows the due date of the invoice payment term as the predicted payment date. If the due date has passed, the predicted payment date is today. If the payment term includes a cash discount, the predicted payment date shows the actual due date of the payment term. The date can be manually edited, affecting the cash flow forecast. The field disappears from view when the invoice is paid. If the due date falls on a weekend, the next business day is shown as the predicted due date. If desired, the user can still change the predicted payment date of the invoice to a weekend or public holiday.

On the far right, it is possible to save attachments to invoices. All stages of invoice processing and the user's own possible comments, which can be written in the designated field, are saved in the invoice processing history.

Invoice additional information: An internal comment about the purchase invoice can be added to the field. To see this field, the option: Purchase invoice approval cycle setter should be checked in the accounts payable rights. Without this, the additional information field is not visible on the invoice. (With accountant rights, it can be edited from the link behind). The additional information field is also visible if you are a factual verifier or have approval rights for the invoice in question. To enter the desired text in the field, you must have editing rights to the basic functions and views and lists of accounts payable.

Editing the invoice

The basic information of the invoice can still be edited at this stage using the Edit function (6). The invoice can be edited if

  • The invoice does not have a voucher in a VAT locked period or a locked financial period
  • Additionally, if the invoice is not approved, it can be edited under the following conditions
    • The user is the approver of the invoice.
    • The approver of the invoice has not been set, and the user has the right to approve invoices.
    • The user is the factual verifier of the invoice.
    • The factual verifier of the invoice has not been set, but the user has the right to verify invoices.
    • User with the right to set the circulation list
    • If the invoice is entered manually, the creator of the invoice can edit the invoice. For other users, editing would require accountant rights.
  • With accountant rights, an approved invoice can be edited.
  • If the invoice is already approved and contains a voucher, the payment term can no longer be edited, the invoice must be returned to unprocessed or verified.

Changing the bank account

The bank account can be changed on the invoice if there are multiple bank accounts available for the vendor. Additionally, the following conditions apply:

1) The invoice is unprocessed, and the invoice is either created by the user or the user is an accountant.
2) The invoice is processed, but it has no payments, and the user is an accountant.

For unprocessed or own invoices, the bank account can be changed, and this can also be done with accountant rights. The bank account can be changed for an e-invoice and an invoice in the scanning service without accountant rights if the invoice is unprocessed and the person has factual verification rights for the invoice in question.

For a locked period, the bank account can be changed if the voucher does not change in the background due to this change. The currency or exchange rate of the bank account must not change. For a domestic bank account, the change is possible.

Verifying the invoice

1. Start:

The process is initiated by clicking the green "Verify invoice" button.

2. Rejection:

If the invoice is decided to be rejected, select the smaller button next to the "Verify invoice" button. From the menu that opens, select "Reject invoice".

 

4. Commenting:

The factual verifier can add comments to the invoice. Comments are saved in the invoice processing history. Adding comments is optional.

5. Posting:

The invoice can be posted during factual verification if the factual verifier does not need to edit the posting information and the factual verifier has purchase invoice posting rights.

Automated posting is possible if the user has been granted the possibility to post, and by default, invoices are posted, the "Post invoice" option is automatically selected. If not posted by default, "Post invoice" must be selected manually for posting to occur.

6. Bookkeeping voucher:

When posting, the invoice receives a bookkeeping voucher. Posting can also be performed before or after factual verification. If posting occurs before factual verification, the voucher is marked as "pre-posted". The entry created in the voucher is confirmed when the invoice is posted and factual verified.

7. Processing history:

A record of the factual verified invoice is left in the processing history, visible on the right side of the screen. Possible factual verifier comments are added to the record.

Comprehensive circulation processes can be created for the processing of purchase invoices, allowing the invoice to be processed by multiple factual verifiers. The process can be automated as desired using purchase invoice automation. Below is a summarized guide on setting up and operating the circulation process:

1. Basis of the circulation process:

A circulation process can be set for purchase invoices, involving multiple factual verifiers. The circulation can operate automatically, conditionally based on defined rules.

2. Example of a circulation process:

For example, the circulation can be set to include two factual verifiers. The person marked with an asterisk (*) acts as the primary factual verifier. The primary factual verifier has special rights, such as the ability to verify the purchase invoice at any stage of the circulation process and verify the entire invoice at once.

3. Forcing the verification order:

If the option "Force verification order as set" is activated, the circulation process proceeds in order, starting with the person at the top of the list. The primary factual verifier (star) is placed at the bottom of the list and verifies the invoice last, but only for their part if the verification order is forced.

4. Primary factual verifier's choices:

The primary factual verifier can choose whether to verify the invoice only for their part or in its entirety. If the primary factual verifier verifies the entire invoice, it moves directly to the approval phase without all factual verifiers having verified it. All factual verifiers remain visible on the circulation list, and those with rights can still see the invoice, even if they have not yet verified it.

When factual verifications are made via a quick link or Netvisor mobile application, the choice of the scope of verification (own part vs. entirety) is not available. Even if the primary factual verifier verifies the invoice and it moves forward, another factual verifier can still perform the verification before approval.

Approving the invoice

1. Approver:

Only one person can approve the purchase invoice. Approval is only possible when the invoice has been pre-verified.

2. Factual verification and approval at the same time:

If the user has both factual verification and approval rights, they can perform both actions simultaneously. Thus, when approving the invoice, it is also considered factual verified.

3. Posting during approval:

If the user also has posting rights, they can post the invoice while performing the approval. This requires that the "Post invoice" option is actively selected. When the "Post invoice" option is selected, the invoice is automatically posted during approval.

Invoice line comparison: If the invoice has arrived as an e-invoice, a button for invoice line comparison is displayed in the invoice line section. This allows for the comparison of previously received invoices and their invoice lines from the same vendor. By default, the view shows the current invoice and also the two most recently received invoices from the same vendor. If there are more invoices available, the desired invoice can be selected from the list to compare the invoice lines with the current invoice.

Accounting entries

On the invoice accounting entries, it is possible to affect their VAT percentage (1), Vat id (2), bookkeeping accounts (3), and allocate lines to specific cost centers (4). Additionally, a line description can be recorded, with a maximum character limit of 200 characters on the invoice. The default bookkeeping accounts are retrieved directly from the vendor's information. However, if another bookkeeping account is desired, it can be changed here. More information about Vat ids can be found here: Handling of VAT and system Vat ids

The amount of the invoice received in Netvisor can be edited by modifying the accounting entries. The accounting entries of the invoice determine the invoice amount in Netvisor. Upon approval of the invoice, the invoice amount changes to match the accounting entries.

The purchase invoice posting can be updated from the purchase invoice line.

The invoice voucher is updated in three cases if the invoice is posted:
1) The invoice is factual verified
2) The invoice is approved
3) The invoice information is updated after approval (post invoice or save lines)

If there is a voucher on the invoice, the save button for accounting entries also updates the voucher if changes have been made to the accounting entries.

If the invoice is approved and has a voucher, editing the purchase invoice voucher lines requires accountant rights if you do not want to return the invoice to unprocessed or factual verified. If the invoice is pre-posted and in a new status, editing the accounting lines requires the kp role and the possibility of posting from sales and accounts payable rights or factual verifier rights + the possibility of posting for purchase invoices. 

There are action buttons at the header level of the accounting entries:

Add line: Adds an empty line below the existing lines.

The program brings the VAT % and Vat id to the new line using the logic below.
1. Check the vendor's default bookkeeping account and see what Vat id is behind this account. If the account has a Vat id that does not have a VAT %, the percentage is set to zero.
2. If this is not available, then check the basic information of the bookkeeping and what Vat id is behind it.

Batch post invoice lines: This function allows combining all lines with the same VAT percentage and Vat id into one accounting line. This facilitates handling invoices with many invoice lines. To perform batch posting, posting rights are required. Batch posting is possible if the invoice is unprocessed or factual verified, and it can also be already posted. Batch posting is no longer possible for an invoice that is approved and posted or if it is allocated. Or the invoice is in a VAT-locked period, or accounts payable is locked for the respective month. Batch posting cannot be done via a quick link, but you must log in to Netvisor normally to batch post the purchase invoice. Batch posting nullifies any possible accounting objects on the invoice. Likewise, bookkeeping accounts that are not the default account behind the vendor.

NOTE! When you have pressed "Batch post invoice lines", unfortunately, batch posting cannot be undone or previous accounting entries restored.

Copy from the first line: Copies the information from the first accounting line of the invoice to other lines. Available are the default bookkeeping accounts and possibly accounting objects and other projects, depending on whether they have been saved in the company's information previously.

Do for selected: 

  • Delete lines: Deletes the selected lines.
  • Split lines: If the invoice amount is to be split into multiple lines, select the line checkbox and change the amount of the visible line. Then press the Do for selected button and select the Split lines function. The system automatically calculates the difference between the changed amount and the original amount for the new line. Splitting must be done before posting the invoice.

 

  • Allocate lines: This function allows defining the operation of the line's accounting objects. For example, if you want this line to be split in half for a specific accounting object, it can be done with this function. This must be done before the invoice is posted and approved.
  • Allocate lines: This function allows setting an accounting line-specific allocation. An invoice can have either an invoice-specific allocation or a line-specific allocation. If a line is to be deleted or allocated, the allocation must first be removed. More about line-specific allocation can be found here.
  • Partial VAT deduction / Deduct partial VAT: The invoice line is split into two parts, with the original VAT percentage remaining on one line and a 0-sum VAT-free portion on the other. To split, enter the share of the VAT-free portion of the amount, for example, 40%. The system suggests by default the ratio of the split, which is defined in basic bookkeeping information. Partial VAT deduction must be done before the invoice is approved and posted. After that, it can no longer be done.
  • Link to travel management: The invoice line can be allocated to a travel expense report made by the user.

Invoice accounting

Performing posting requires that you have posting authorization in sales and accounts payable rights. If you have been granted approval rights, it is possible to perform invoice posting simultaneously with its approval. This can also be done separately and only the specific invoice can be posted.

If the purchase invoice has not yet undergone factual verification and it is posted, the entry appears as "pre-posted", but the actual voucher is not yet available. The voucher becomes visible when the invoice is factual verified. The created voucher is then visible in the "posted" section of the invoice. The voucher number allows for a more detailed examination of the voucher itself. 

If the invoice voucher is accidentally deleted, the invoice posting must be performed from the beginning. This requires that the invoice is returned to the unprocessed state, after which it must be factual verified, approved, and posted again.  

Purchase invoice functions

The activity of the functions in this menu varies depending on the status of the invoice being processed.

  • Create an automation rule for the vendor: If an automation rule has not yet been created for the automatic processing of the purchase invoice for the vendor in question, it can be done from here. The rule is given a name, and criteria can be defined for it, which, when met, the invoice is processed automatically. When the criteria are met, the invoice can be factual verified and/or approved automatically. Invoices cannot be sent for payment through this function. The automation rule is defined for the month after which it is no longer valid. The link is inactive if purchase invoice automation is not enabled in the company. More detailed instructions on automation can be found here. 
  • Automatic processing events: If the company uses purchase invoice automation, this shows what events have been performed on the invoice.
  • Copy purchase invoice: The purchase invoice can be copied if the invoice is created manually. The accountant can copy a purchase invoice received from the scanning service. An invoice received via e-invoice cannot be copied.
  • Link to eScan document: The invoice can be added to the eScan material sent to Netvisor. The material can also be linked to the purchase invoice from the eScan material processing queue.
  • Set allocation rule: In the allocation of the purchase invoice, the entire invoice is divided into the desired months. In the rule, the desired start and end times are selected. If the intention is to allocate over multiple financial periods, the financial periods must be created in Netvisor before allocation. If an allocation rule is made for the invoice, its own voucher and allocation vouchers are created during factual verification and posting. The created allocation rule can be edited again from the same Purchase invoice functions button menu. The created allocation rule can also be deleted. If the allocation is made, but the invoice does not yet have a purchase invoice voucher, the text Pre-allocated is displayed on the invoice. Line-specific allocation can be done separately through the accounting lines. Allocation curves can be edited or added through the bookkeeping settings. More detailed instructions can be found in this link.
  • Show payments: Shows the payment materials sent to the bank from accounts payable and the payment transactions formed for the invoice.
  • Delete invoice: Deletes the invoice from accounts payable. If the invoice is processed (e.g., in Approved status), the invoice must first be returned to unprocessed to delete the invoice.
  • Vendor's previous payments: The view returns to the purchase invoice list and lists all the vendor's invoices dated before this particular invoice
  • Merge vendor information: If a situation has occurred during the import of purchase invoices where the same vendor has been created multiple times in the system, this function can be used to merge the vendor information into one vendor. The merging of vendor information is covered in more detail in this guide.
  • Change vendor: The vendor can be changed for an e-invoice only if you have accountant rights. Without accountant rights, the vendor can be changed on the invoice if you have factual verification or approval rights or payment rights for the invoice, and the invoice is created manually or received through the scanning service. If the invoice is already approved, the vendor can no longer be changed, even if you have accountant rights.
  • Export purchase invoice lines to Visma Severa: If the software interface from Netvisor to Severa is open, the purchase invoice line information can be transferred from here. More detailed instructions can be found here.
  • Allocate lines to purchase orders: If the company has purchase orders in use, the purchase invoice can be allocated to the purchase order from here. More detailed instructions can be found here.
  • Allocated purchase orders: Shows if the purchase invoice is allocated to a purchase order or purchase orders.
  • Select purchase invoice lines to be displayed in travel management. There is a separate guide page for this. This becomes selectable for the invoice if the user has at least factual verifier rights for the invoice. The purchase invoice must be unprocessed to be linked to a travel expense report. Factual verified or approved purchase invoices can no longer be allocated. 
  • Linked travel expense reports: If travel expense reports are linked to the purchase invoice, they are visible through this function. 
  • Re-invoice purchase invoice lines: This allows a sales invoice to be created from the purchase invoice. More detailed instructions can be found here.
  • Link inventory management information: If the company has inventory management in use, this menu allows recording products from the purchase invoice to the stock. The product becomes visible if the purchase invoice item field matches an existing item. The entry creates a stock event in the inventory, and its status is processed by default. This link becomes visible if the user has factual verification rights or approval rights for the invoice + rights to inventory management. 
  • Scanning error: If the purchase invoice has arrived in the program and the name is, for example, a bank account number or business id/VAT id, this option can be used to report incorrect information to the scanning register administrator. The correct vendor name and possible business id/VAT number must be reported here so that they will be correct in the future. The received invoice must be manually corrected to the correct vendor. 
  • Return to unprocessed: Returns the invoice to its original state. The status of the invoice changes to New invoice. If the invoice has a voucher, it is voided at the same time. The accountant role can make the change for all open period invoices. The factual verifier of the invoice can return their own factual verified invoices. If the same person has been both the factual verifier and the approver, they can return the approved invoice to unprocessed.
  • Return to factual verified: Returns the approved invoice back to factual verified. The accountant role can make the change for all open period invoices. The approver of the invoice can return their own approved invoices. If the invoice is directly approved without factual verification, the invoice cannot be returned to factual verified. The invoice can be returned to unprocessed. 
  • Set payment prohibition: Prevents the payment of this vendor's invoices in Netvisor. The payment prohibition can be removed from the same menu.
  • Show Finvoice content: If the invoice has arrived as an e-invoice, the received e-invoice message, on which the invoice is based, can be seen from here.

When the invoice is posted and factual verified, the invoice can be approved by pressing the green Approve button. The invoice is ready for payment.

Processing invoices via invoice listing

If you want to process invoices directly from the listing, select the checkboxes of the invoices to be processed (1), after which the green Process button is activated. If the user presses the "Process... invoice" part of the button, the view moves directly to the invoice to be processed, or if multiple invoices were selected, the view moves to the first of them.

From the button next to the processing button, invoices can be processed in bulk.

Changing the factual verifier/approver of the invoice in bulk

The desired factual verifier/approver can be changed in bulk for the invoice. This is done by selecting the desired invoices from the list. From the view next to the process invoice button at the bottom, the factual verifier or approver can be changed in bulk.

Three invoices have been selected on the list above. From the opened view, the factual verifier to be replaced can be selected first. When the name is selected, the list shows how many invoices this change would affect. If the factual verifier to be replaced has not been involved in the invoice circulation, they will not be replaced with a new factual verifier.

In the New factual verifier selection, the desired new factual verifier is selected. The Change button saves the information. A notification of the change of factual verifier/approver and who made it is added to the invoice processing history.

Invoices cannot be changed in bulk to be factual verified or approved by oneself. If this is desired, the invoices must be changed to oneself individually by opening the purchase invoice and editing the circulation from the invoice.

Factual verification / approval of the invoice in bulk

From the menu that opens next to the Process x invoices button (arrow up), selected purchase invoices can also be factual verified and approved in bulk. The menu shows the selected invoices and their number, which can be factual verified or approved at once. 

The person appears as a factual verifier or approver if the invoice is not in a locked period (There must be no VAT lock, accounts payable lock, or the financial period must not be closed). The person must be involved in the invoice circulation, or if no circulation is selected for the purchase invoice, the person must have the right to factual verify/approve the invoices in question. Approval is possible in bulk for invoices in a VAT locked period if the invoices already have a voucher. 

NOTE! Posting is not possible in bulk, but posting must be done one invoice at a time. Factual verification / approval of purchase invoices in bulk does not perform posting and create a voucher for the invoices, even if the user has posting rights.

 Recording a separate VAT invoice

If, for example, an import purchase involves a separate customs or freight invoice that only invoices the VAT portion, it can be recorded with a Vat id of 100% tax. Similarly, the tax portion can be recorded with a memo voucher.

Line-specific allocation

Line-specific allocation of a purchase invoice is done by first selecting the accounting lines to be allocated and then Do for selected > Allocate lines. A single line can be allocated by selecting the specific accounting line from the line menu Allocate line.

An invoice can have either an invoice-specific allocation or a line-specific allocation, both cannot be used at the same time. If an invoice-specific allocation is made and a line-specific allocation is desired, the removal of the old allocation must be accepted in the opened allocation view. The same applies to a situation where lines are already allocated and the line is to be added to another allocation rule.

When the allocation is created, the deletion and allocation of accounting lines are prevented for allocated lines and from the 'Do for selected' menu. The allocation must first be removed if allocated lines are to be deleted or allocated. Pre-posting is not allowed if an allocation is made for the invoice. The tracking objects of allocations can be monitored in the view Financial management > Financial statements > Allocation tracking objects.

Keywords: factual verification, approval, posting

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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