Purchase invoices' "Settings" tab allows configuring default inspectors and approvers for purchase invoices.
1. To configure purchase invoice settings, navigate in the system's administration section:
→ "Economy"
→ "Purchase Invoices"
→ "Settings"
In the purchase invoices' "Settings" tab, you can define default inspectors and approvers for purchase invoices. Additionally, you can set the tax administration reference number and the pension insurance number.
2. If "Yes" is selected for "Automatic Inspection," the inspection cycle (default inspector and/or approver) saved in the purchase invoice settings is activated for all incoming purchase invoices in the system.
In the automatic inspection cycle, incoming purchase invoices are directly sent to the inspector for inspection (or to the approver for approval if no inspector is assigned). The inspector is then responsible for posting the invoice, adding the correct VAT percentage, and tax code.
3. In the settings, a user-specific setting can be configured to disable email notifications for the purchase invoice inspection cycle.
The setting is enabled on the purchase invoices settings tab.
The user must have the role of "Purchase Invoice Inspector" or "Purchase Invoice Approver" to have access to this setting.
You can disable email notifications in the purchase invoice settings.
4. "Allow mass inspection" and "allow mass approval" mean that the default inspector and/or approver can inspect/approve multiple purchase invoices at once.
By allowing the bypass of the inspection cycle for purchase invoices or payroll invoices, the inspector and/or approver can be skipped if necessary, enabling the invoice to be paid without going through the cycle.
5. "Default inspectors" and "default approvers" can be added by pressing "Add inspector" or "Add approver" buttons. The desired person can be searched for by name from the dropdown menu. The person must be saved in the CRM and must have the role of "Payroll Inspector”, or "Payroll Approver" selected in order to be found in the search. Rows can be removed by using the trash can icon.
If there are multiple inspectors, all inspectors must acknowledge the invoice before it is sent for approval. Similarly, all approvers must approve the invoice for it to move to the "Approved" status and be ready for payment. The logic for adding inspectors and approvers for payroll invoices is the same as for purchase invoices.
For purchase invoices, inspectors and approvers saved in the vendor information are primarily used. If these are not defined, the inspectors and approvers specified in the purchase invoice settings are used. If no inspectors and/or approvers are defined in the purchase invoice settings either, the inspector and approver fields for the purchase invoice remain empty.
6. In the "Tax Authority" field, select "Tax Administration" as the vendor, whose details must have been previously defined in the CRM. In the "Tax Authority Reference" field, add the reference number for self-assessed taxes (VAT & TOS). Save the information by clicking the green "Save Changes" button.
In the "Pension Insurance" field, enter the company's pension insurance number. Save the information by clicking the green "Save Changes" button.
7. "In the purchase invoice settings, there is a feature that allows for further automation of purchase invoice accounting.
When the feature is enabled, it retrieves the accounting information for purchase invoices directly from the tax code behind the accounting account. If the feature is enabled, it should be ensured that the correct tax codes are set for the accounting accounts in the chart of accounts.
Note! If the tax code set for the accounting account is 'no VAT processing,' then the VAT percentage on the purchase invoice is also changed to zero (in other situations, the VAT percentage is not altered)."
