Incoming supplier invoices automation

Table of contents:

• Automation Settings
• Automation for incoming supplier invoices
• Warnings: Flagged supplier invoices
• Visibility in the supplier invoice list

Automation Settings

Further automate you work in Briox by activating the automation Settings available under Settings - Accounting - Automation. 

To enhance automation even further, you can create rules for incoming supplier invoices. These rules allow specific invoices or suppliers to be flagged in the supplier invoice list.
Flagged invoices are excluded from mass processing and posting, ensuring that you review them manually except for high value invoices.

Flagged invoices will however be allowed to proceed to the app for payment if you have tuned on the possibility to pay invoices before posting under Settings - Accounting - Approval Levels.

See below a short description of each feature.

Automation for incoming supplier invoices

Automatically post supplier e-invoices that are a perfect match 

When this setting is turned on all incoming invoices that are a full match get automatically posted by the system every day. A notification informs you which invoices have been automatically posted.
 

Note: 

• The unique invoice number is used for duplicate control together with the supplier ID. Invoices identified as duplicates are held in the incoming document list and flagged as duplicates. These invoices can be deleted.
• If the Posting approval is turned on Briox will save the invoice only for it to follow its path through the approval workflow.
   

Automatically save all incoming supplier e-invoices 

This feature allows incoming supplier e-invoices to be saved directly as unposted supplier invoices. 

• When you receive e-invoices and the supplier is not found in your registry, Briox automatically creates a new supplier using the details from the e-invoice.

  You will then be prompted to review and save or edit, the supplier as needed.
  As invoices are now saved, app users can now approve the invoice directly in the app.
  
  
   

  Note: 

  • In the case of invoices with new suppliers, no mass management is allowed until the new supplier is approved.
  •  If you want to delete a supplier, remove the supplier from the invoice and replace is with  a placeholder. The supplier can only be deleted if it is not used in the invoice.
     

  Automatically Post supplier invoices that are a perfect match 

  
  When supplier invoices are interpreted, you can set a required number of perfect matches before the system is allowed to post an invoice automatically.
  This setting will affect all invoices that are not e-invoices: uploaded, e-mailed in, sent from the app, or sent in by one of our integration partners. 
  
  

Note: 

• When supplier invoices are uploaded manually in the supplier invoice view, in the side pannel. The invoices are not posted automatically, they are only interpreted.
   
• A deviating invoice date can also prevent an invoice from being posted automatically
  • Forward in time: An invoice with an invoice date in the future will not be posted automatically. It is saved and flagged as a date deviation, and must be posted manually.
  • Backwards in time: If the Period is closed or the account is locked the invoice cannot be posted automatically AND we do not post invoices that are more than 1 month old (they are flagged in the list).

Warnings: Flagged supplier invoices

You can set up the following warnings in Briox:
 

Warning for deviating amounts 

If the invoice amount deviates by more than X% (positive or negative) compared to the previous three invoices from the same supplier, the invoice will not be posted automatically — even if all other matching criteria are met. The invoice will instead be highlighted in the list for review. Posting Via mass management is permitted.

Warning for due date urgency 

If the invoice due date is within X days, the invoice will be highlighted in the list so you can prioritise handling it.

Warning for a high value invoice 

Invoices exceeding the defined value limit will be held and flagged in the list. Posting Via mass management is permitted.

Flagged Suppliers

• Accruals

• Leasing agreements

• Transactions requiring variable account allocationT

To flag a supplier,

•  Go to Settings - Accounting - Automation

• Under Flagged suppliers, use the autocomplete field to select a supplier and add them to the list och flagged supplier.
   

  

If you want to add a specific reason for flagging:

• click on the link Show flagged suppliers.
• A modal will appear with all your suppliers and you can add a reason there