The Workflow view

Use these settings to define the Workflow service.

To access this view in Admin Center: Select a Services node in the tree view and click Workflow.

Use these settings to define the Workflow service. The services and settings available can vary, depending on your role and which Services node you selected in the administration tree.

EDIT

Lets you edit the settings in the current view.

SAVE and CANCEL buttons appear after you click EDIT. Any changes or deletions that you make do not take affect until you click SAVE. If you regret your changes, click CANCEL.

Workflows

ADD CODING & APPROVAL WORKFLOW Displays a dialog that you can use to add a new workflow.

You must click EDIT to see this button.

ADD CORRECTION WORKFLOW Displays a dialog that you can use to add a new correction workflow.

You must click EDIT to see this button.

ADD REJECTION WORKFLOW Displays a dialog that you can use to add a new rejection workflow. Currently, rejection workflows can only be started by triggers. However, manual selection of rejection workflows will be available in a future release.

You must click EDIT and use custom reject codes to see this button.

Name Specifies the names of existing workflows. Clicking a name displays a view that you can use to edit the workflow.
Type Describes the workflow type (Coding & Approval or Correction).
Description Displays the description of the workflow.
Deletes the workflow.

Triggers

Send invoices for correction when a new supplier is created during verification If a new supplier is created during verification, the invoice is sent for correction directly after the invoice is verified. This lets the handler edit supplier details and send the supplier  information to the target ERP system.
Default coding & approval workflow Specifies which workflow starts if no triggers are activated.
ADD CODING & APPROVAL TRIGGER Displays a dialog that you can use to add a new trigger for a coding and approval workflow.
ADD CORRECTION TRIGGER Displays a dialog that you can use to add a new trigger for a correction workflow.
ADD REJECTION TRIGGER Displays a dialog that you can use to add a new trigger for a correction workflow.

You must use custom reject codes to see this button.

NAME Specifies the names of existing triggers. Clicking a name displays a view that you can use to edit the trigger.
WORKFLOW Specifies the workflow that the trigger starts.
TRIGGER TYPE Specifies whether the trigger is a correction workflow or a coding and approval workflow.
CONDITIONS Describes the conditions necessary to activate the trigger.
Deletes the trigger.

Changes the order of the selected trigger in the list. This determines what order the triggers are tested. You cannot change the order of triggers across different trigger types.

Coding

ACCOUNT TYPES - (visible if the target system supports multiple account types)
ADD Displays a dialog that you can use to add a new account type.
Name Specifies the names of existing account types. Clicking a name displays a view that you can use to edit the account type.
Internal name The internal name that ReadSoft Online and your external financial system use to identify the account type.
Removes the selected account type from the list.
Default Specifies the default account type to use when coding invoices (default setting: general ledger).
CODING FIELDS
ADD Displays a dialog for adding a coding field.
Display name The display name of the coding field as it appears when coding invoices.
Internal name The internal name that ReadSoft Online and your external financial system use to identify the coding field.
Account type Determines which account types this coding field can be used with.
Removes the selected coding field from the list.

Changes the order of the selected coding field in the list. This determines what order the coding fields appear after the default fields (Account, Debit and Credit).
CODING LINES
Coding lines are optional If this option is selected, you are not required to specify coding lines.
Warn if no coding lines exist Displays a warning if no coding lines are specified when you approve the invoice; however, you can ignore the warning and approve the invoice.
Coding lines are required Displays a warning that you cannot override, if no coding lines are specified when you approve the invoice. You must specify coding lines in order to approve the invoice.
Automatic coding suggestion
Use automatic coding suggestion Determines whether automatic coding suggestions are enabled.
  • Partner - Specifies that coding suggestions are shared on the partner level.
  • Customer - Specifies that coding suggestions are shared on the customer level.
  • Buyer - Specifies that coding suggestions are shared on the buyer level. You must use buyers to enable this setting.
Source

Determines where coding suggestions come from.

  • Online coding - Uses historical data from ReadSoft Online to determine the default coding suggestions.
  • Line items - Inserts each line item as a coding row and uses historical data from ReadSoft Online to determine the default coding suggestions.

    When your default account type is general ledger, coding suggestions are made for account fields if you used the same account for all rows when coding previous invoices from the same supplier.

    Coding amounts for invoices are placed in the debit column, whereas coding amounts for credit notes are placed in the credit column.

    If the current document type does not have any line items, Online coding is used. If the current document type does have line item fields, but no line items are captured, no coding suggestions are created.

  • External system - Uses coding suggestions provided by an external system. This option is only supported when you use ReadSoft Online with Visma Business.
General
Allow balancing against total amount If this setting is not selected, you must balance the debit and credit accounts. When selected, you can balance the invoice against the total amount. This means that the absolute value of the sum of the debits, minus the absolute value of the sum of the credits, must equal the absolute value of the total amount (net or gross, depending on which Balancing amount field you select).
Balancing amount When Allow total-amount balancing is selected, this setting determines which amount field (net or gross) to use to balance amounts when coding an invoice. You can choose:
  • Gross amount
  • Net amount
  • Gross amount minus VAT amount

This setting also determines which amount field is used to calculate coding suggestions (even if Allow total-amount balancing is not selected).

Allow document parking Enables the Park document setting during approval.

This setting is only available if the target system supports document parking.

Notifications

Users on the customer-group level cannot access these settings. Customer-group users inherit alert settings from the partner account.
When you save these settings, your local time is converted to UTC and saved in ReadSoft Online. UTC does not change according to daylight-savings time, and no local information is saved with these settings. Therefore, if you live in a region that observes daylight-savings time, your alert settings will be off by one hour, the next time daylight savings occurs.
ALERTS
Approval
  • Instant - Instantly sends alerts to users who have invoices that need to be approved.

    This email notification uses the Workflow: Document assigned email template.

  • Daily - Sends a summary of alerts once per day at the time you specify.

Reject
  • Instant - Instantly sends alerts to exception handlers when an invoice is rejected.
  • Daily - Sends a summary of alerts once per day at the time you specify.
Information request
  • Instant - Instantly sends alerts to users who have received requests for information from other users.
  • Daily - Sends a summary of alerts once per day at the time you specify.
NOTIFICATIONS
Notify the exception handler if a workflow step exceeds the maximum duration Determines whether the exception handler receives an email alert if a step in a workflow exceeds the time specified in Maximum duration (days). Batches that have exceeded the maximum duration are also indicated with an icon () in the document list view. Maximum duration (days) specifies the number of days a workflow step can take before an email alert is sent to the exception handler.
CORRECTION HANDLERS
ADD Adds the selected user to the list of handlers. Every handler in the list receives an email notification whenever an invoice fails registration or posting in the target system.
Removes the selected user from the list of handlers.