Activate and manage the "Check incoming goods" workflow step

Orders may not be delivered in full, so there will be several packing slips, but the invoice will already contain all invoice lines. In other situations, the delivery may arrive later than the invoice.

For these situations, you can set up a separate workflow group (mailbox) to which invoices for goods are sent directly. For example, if you use third-party capture software, you must send invoices with a purchase order reference from the third-party software directly to the workflow group. Incoming packing slips are checked against certain criteria (master data, purchase order number and purchase order lines) and assigned to the invoice.

The workflow group is a type of technical mailbox. In this mailbox, the system automatically checks whether there are corresponding article items on the packing slips for the existing invoice items.

The invoice is only forwarded to the regular workflow start that you have configured for invoices with order reference once the verification has been completed and all line items have been delivered accordingly. If the delivery is incomplete, the invoice remains in the technical mailbox.

Here's how

1. Click on edoc invoice in the sidebar to open the edoc invoice dashboard.

2. Click on Settings and select the relevant company under Company settings.

3. Select a group in the Workflow - Check incoming goods section.

4. Enter a number under Allow deviation (in %) to define the tolerance factor of a delivery that is considered complete. Example: With the value 2, a delivery is always considered complete when 98–102% has been achieved. The next workflow step is assigned a specific subject.

5. Click on Save in the ribbon.

Things to know about the "Check incoming goods" workflow step and the logic

The following invoices with order reference are collected in the verification group for incoming goods:

• Subject Wartet auf Wareneingang (waiting for incoming goods): Means that there is no packing slip for the invoice yet.

• Subject Teilzugang verarbeitet (partial receipt processed): Means that there is at least one purchase order item that could be assigned.

In the start group for invoice for goods, the following invoices for goods are automatically forwarded from the verification group for incoming goods:

• Subject Unvollständiger Wareneingang (incoming goods incomplete): Means that at least one purchase order line is missing from the delivery.

• Subject Wareneingang zugeordnet (incoming goods assigned): Means that all purchase order lines have been delivered in full, taking into account the tolerance factor that you have defined under Allow deviation (in %).

• Subject Überlieferung erkannt (overdelivery detected): Means that at least one more purchase order item was delivered than ordered.