Automatic Posting of Purchase Invoices

Automatic posting of the purchase invoice is performed when the read purchase invoice is stored in the database as incomplete, i.e. before it is displayed on the screen for completion of information. Automatic posting is performed again during the completion of data on the incomplete invoice, if the user has not performed the posting manually and if the company, organization unit, processor, or supplier is changed on the Enter Purchase Invoice page. The automatic posting is not redone if the invoice has been already saved.

1. When posting an electronic invoice and if the supplier's Apply in electronic invoice posting setting is selected as The posting rule combined with default posting, the posting dimension values in the calculation row field RowAccountDimensionText will be read first. With the other Apply in electronic invoice posting selections this part is skipped.
2. Account, posting dimension values for missing fields, tax code and description are extracted from the posting rules that have been saved for the supplier.

   For electronic invoices, the row-level Overview data in the electronic invoice material can also be used as the description (element ArticleName). The Posting row description from e-invoice row setting of the supplier guides the retrieval of the description.

3. If the first workflow step has one processor and this processor is a member of only one unit, posting dimensions are retrieved from the default posting dimensions of the processor of the first step for those fields that do not yet contain a value if Purchase Invoices is selected in Effects of Defaults in the member's data and the member has not been defined as the supervisor for the company in question.
4. The default posting dimensions of an organization unit are used to retrieve posting dimension values for the fields that do not yet contain any values.
5. The Company's default posting is used to retrieve the account, dimension values, and tax code for the fields that contain no values.
6. If the posting row has no description, the supplier's name is used as the description.
7. If the tax code is still missing, the code is retrieved from the ledger account information.

For an electronic invoice, you can retrieve posting data from the electronic invoice material in automatic posting depending on what has been defined in the supplier settings in Apply in electronic invoice posting:

• If Posting rule only > is selected, the electronic invoice posting is carried out by applying the supplier's posting rule only, and the electronic invoice material's default posting is not applied at all.
• If The posting rule combined with default posting is selected, the posting dimension values are taken from the electronic invoice default posting as described in Section 1, and no other posting information is gathered from the electronic invoice material at this stage of the automatic posting process.
• With the Posting rule or electronic invoice default posting setting, the application attempts to determine all the posting information based on the information provided by the electronic invoice rows, if no posting information has been received using the methods described in sections 2 to 7.

Information is retrieved from electronic invoices as follows:

• ledger account invoice row field RowShortProposedAccountIdentifier
• posting dimension values from the invoice row field RowAccountDimensionText. When a field has several posting dimension values, the posting dimension values can be separated by a semicolon or the right number of spaces.
• Tax Account is determined by taking the tax rate from the RowVatRatePercent field on the invoice row and using it to search for the first tax code that has the same tax rate.
• If in the Supplier Settings No Tax Calculation is selected as the tax processing for the Posting Sum, tax posting is not done for an electronic invoice in the purchase invoice posting, even if the invoice row tax rate matches the tax code saved in the application.

Counter account (accounts payable account) is primarily retrieved from the supplier. If this is missing from the supplier, it is retrieved from the company.

Posting rows created through the described process are checked for entry rules before the rows are saved as invoice posting rows. If the posting rows do not pass the entry rules inspection, the status of the posting is recorded as incomplete. Posting rows are saved on an invoice and the posting rows corresponding to the entry rules are highlighted with a red background.