The incoming documents list

The incoming documents list is designed to gather all your interpreted incoming documents in one view, no matter how they are sent or uploaded to your account. The list is intended to function as the starting point of your workflow for managing incoming documents and a first stop for you to filter, correct or create what is to actually enter into your accounting.

User rights for incoming documents: 

The incoming document list is governed by the access rights for supplier invoices and journals that can be found under Accounting. Users will also need the user rights to linked documents to be able to see the images that are linked.

• To be able to see the list you need to have the right to supplier invoice OR Journals. If you do not have the right to one type of document or the other, you will still be able to see them in the list but you will not be able to process them in any way.
  
  
• The right to Save, gives you both the right to Save and Discard a document. When you discard a document you delete the interpretation or the e-invoice, but also get the option to keep the document in linked document.
  
  

Statuses

Interpretation gives the incoming documents different statuses by which you can filter the documents. See below.

Full Match: The robot recognises the invoice and all its fields. 

For the interpretation to be able to return a full match make sure to enter the following fields in the supplier registry:

• Name (always) + one of the parameters listed below:
  
• Company number
• IBAN
• Email
• Phone

Full match parameters for Briox Supplier Invoices 

• Supplier name
• Invoice number**
• Invoice date (receipt date)
• Due date*
• Total
• VAT
• The last coding row which balances the journal or invoice: Which accounts and how much in debet or credit (Total - VAT - last row)

* Due date is not a match parameter in LT and LV
**In Estonia, due date and invoice number cannot be missing

Full match parameters for Briox Journals

• Journal date
• Journal description
• Coding rows in debit and credit which balance the journal

Partial match: At least one of the above parameters is missing for Briox.

No Match: This is the first time the robot see a document like this and the interpretation can only make out what type of document it is: Supplier invoice or Journal.

Document Types

When returning interpretation results, several document types can be produced. See below.

E-Invoice: An e-invoice cannot be changed to any other type.

Supplier invoices and journals: these types are interchangeable and the robot will learn what you choose.

Undetermined type: The robot cannot decide if it is a supplier invoice or a journal with the available information and you have to decide for it.

Interpretation failed: The robot does not understand the pictures or cannot read it. For example if you have received a logotype from you client. You can however create a journal or invoice by clicking on the document.

Note: Documents that are uploaded or sent to the folder Other Documents  will be marked as not sent for interpretation in the list. These can be sent to interpretation from the list if necessary.

Main features of the list:

• All documents that are in the following linked documents inboxes are displayed in the list:
  • Inbox
  • Supplier Invoice
  • Journal Support
  • Supplier E-invoices
    
    
• All documents that have been mailed, scanned or uploaded to your account, have already been sent for interpretation, are gathered here waiting for you to review if they have been interpreted correctly.

• From the list you can review, correct and create journals or supplier invoices based on your incoming invoices and receipts. As you work through the incoming documents list, you also teach your robot how to code your documents for this specific accounts.
  
  
  • Review the documents by clicking on them to review the coding and the image.
    
    
  • Complete the coding if necessary, then save or post for the document to join your accounting and appear in the journal or supplier invoice list.
    
    
  • The three dots at the end of the row allows you to change the document type, from supplier invoice to journal and vice versa.
    
  • If the robot cannot interpret the document or the document has not been sent to interpretation for some reason, you can choose what type of document to create in the modal that appears when you click on the row.
    

Mass management

The incoming documents list offers you a mass management functionality. Select the documents you want to manage and select what you want to do. You can use the filters to further narrow your list.

Coding preview

To further speed up your work, you can preview the coding of all the incoming documents that are a full match in the incoming document list.

• To open a preview for all the documents, check the box for Preview all coding rows at top of the page.
• to preview one document only, use the row tool that looks like an eye.
  
  

Row tools

At the end of the row you find the row tools.

Here you can:

• read the comments sent in with the images via the scanner.
• Preview the image.
• Preview the coding rows of the invoice or journal.
• and, click on the three dots to change the document type from Supplier Invoice to Journal and vice versa.

Read more about Automation.