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.
Things to know
The verification group for incoming goods must be different from the start group for invoices for goods.
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.
Only after the check is complete and all line items have been delivered will the invoice be forwarded to the standard workflow you have configured for invoices for goods.
To ensure that the master data, purchase order numbers and purchase order lines can be assigned to a packing slip as quickly as possible, you must set the interval to every minute in the company under Settings > Import - Master data > Edit import.
Here's how
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Click on edoc invoice in the sidebar to open the edoc invoice dashboard.
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Click on Settings and select the relevant company under Company settings.
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Select a group in the Workflow - Check incoming goods section.
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Enter a number under Allow deviation (in %) for the allowed deviation in quantity between the packing slip line and the purchase order line to define the tolerance factor for a delivery to be considered complete. Example: With the value 2, a delivery is always considered complete when 98–102% of the quantity for each purchase order line item has been achieved.
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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:
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Subject Wartet auf Wareneingang (waiting for incoming goods): Means that there is no packing slip for the invoice yet.
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Subject Teilzugang verarbeitet (partial receipt processed): Means that at least one purchase order line could be allocated. In addition, at least one purchase order line was not delivered and was not allocated.
In the start group for invoice for goods, the following invoices for goods are automatically forwarded from the verification group for incoming goods:
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Subject Unvollständiger Wareneingang (incomplete goods receipt): Means that at least one purchase order line was delivered incompletely and could not be allocated. Your users can manually add missing packing slip lines to the invoice for goods.
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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 %).
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Subject Überlieferung erkannt (overdelivery detected): Means that at least one more purchase order item was delivered than ordered.