Compello Invoice Approval v 10 Bookkeeper User Manual

Transcription

1 Compello Invoice Approval v 10 Bookkeeper User Manual

2 Document information 2018 Compello AS. All rights reserved. Companies, names and data used in examples are fictitious. Compello AS takes no responsibility for errors in this documentation. The contents of this document are subject to change without notice and are not binding on Compello AS. Without a written agreement with Compello AS is illegal to reproduce this manual in whole or in part, or to transfer the book's content to other media. Last updated 22 nd May 2018 Compello AS Office address Oslo: IT Fornebu - Terminalbygget Martin Linges vei Fornebu Office address Larvik: Sanden Larvik Tel: Helpdesk: Version

3 Contents Contents... 3 General information... 6 About this manual... 6 Version... 6 Logging in... 7 Logging in to Bookkeeping... 7 The Worklist... 8 Version information and contact with Compello Support... 8 Bookkeeping Worklists and standard filters... 9 Filtering by Distribution/Authorisation status (AU status) Filtering by client Filtering by information in the worklist Access to Archive and saved searches in the Worklist Switch to Invoice Approval Silverlight Modules User Options Choice of font General options Column selector Hot keys Information about the user Change profile picture Change Password Overview of data entry Choosing a transaction to work with Getting to know the screen Icons Entering data on transactions Entering data in the header row Date fields Text fields Reference list fields Working with posting rows Moving around the rows of a transaction Creating new rows Deleting rows Entering data in the posting rows... 21

4 Sending transactions to authorisers General information about distribution Send a row to an authoriser using the Left Panel Send a transaction row to a user from the row Distributing the whole transaction at once Send the whole transaction (all rows) from the Left Panel Sending a whole transaction to one or more users from the header row Distribution status and Authorisation status Icons Overview of Distribution/Authorisation status Posting status Who can change posting status? When to change posting status? How to change posting status Overview of Posting status Bookkeeper authorises future row automatically Scanning status and Invoice Reader Changing scanning staus or OCR status how and why Scanning status menu Ways you can send a transaction through Invoice Approval Workflow and status changes Workflow Workflow Workflow Transaction Images and History Image in Left panel View the image on a separate screen Enlarge the image and navigate it Adding extra pages to a transaction Printing out an image or saving a PDF History Multi Edit Changing several transactions at once Changing several transactions from the Worklist Entering data on several transactions Changing Posting status Other Multi Edit options Archive searches and Reports General information about Archive and extended searches Finding your way round the Extended search screen... 48

5 Creating a search Standard Reports Automating data entry and workflow Introduction to Rules and Data Entry Templates Who can create rules and templates? Creating rules for distribution and data entry A simple data entry rule Distribution rule based on supplier and account Creating Posting templates for manual use Posting template created from scratch Activating a saved template Posting template created from a transaction Creating a posting template to be activated automatically Creating Distribution Rules Validation rules and Compello Windows rules Cost distribution and Accruals Distributing costs between cost centres using a tax code Accruals dividing costs over time, using a VAT code Cost distribution with direct VAT and net amounts PO matching Setup Other functions VAT Calculation Setup for VAT Calculation Functions depending on an extended licence Compello Analyse Compello Advanced Functions Overview of icons Worklist Transaction and posting row Distribution/Authorisation status Authorisation Posting status Scanning/Import status Hot keys Worklist Posting status Image display Index... 86

6 General information About this manual This document is a description of use of the new Bookkeeper module in Compello Invoice Approval, version 10. Version Compello Invoice Approval version 10 Compello Invoice Approval as a Service

7 Logging in Logging in to Bookkeeping You start Bookkeeping from the Compello Invoice Approval Silverlight version, or from the Compello Bookkeeping icon on your desktop. 1. The first time you log on, click the down arrow to show all the fields in the login screen. 2. Enter your user name and password. 3. Enter the correct Company ID, using the general guidelines below. SaaS (Cloud). Enter your comany name here. Check with Compello helpdesk for the correct format for this. If you are logging on to an On Premise server installation, you can, in most cases, leave this field as it is («customer/cci») or enter Dbinf.cci. However, in some cases you will need to enter another name here, and you should check with your IT administrator, or with Compello Support. What you need is the name of the file with tag.cci in the Compello\InvoiceApproval folder on the server. 4. Logon service URL - for SaaS (Cloud) users this is 5. Choose the language you want to work in and click Log in. After the first login, these fields will be filled in automatically. Page 7 of 88 User Manual - Bookkeeping

8 The Worklist Version information and contact with Compello Support Click the «C» in the upper left-hand corner to see a range of information and links. Version You can see the full version number for your installation and check to see if there is a newer version available. Compello Suite The various «C» icons will take you to and information about the products in the Compello Suite. Compello Support If you click Need help from us? you will come to the login for Compello Support. Remember you can create a user for yourself if you haven t already got one. Compello Remote Control If you click Compello Remote Control you can start a session to allow a support specialist of consultant to have access to your PC and help you. Page 8 of 88 User Manual - Bookkeeping

9 Bookkeeping Worklists and standard filters You can give a user access to Bookkeeping in Admin Web\Users. Admin Web is in the Silverlight version of Compello. In Bookkeeping you have access to all invoices for all clients. You can change posting status both in Bookkeeping and in any other modules you use, such as Distribution. The filtered worklists in Bookkeeping are based on posting status. The first list you will come to is Bookkeeper. This show all invoices which are in the workflow i.e. not exported or sent to the archive. Shared list - Most transactions have this status on import to Invoice Approval. Partly Posted This status is used for preregistration for the integration solutions that support that, and is also the status which some integration solutions will give to a transaction that cannot be imported to your financial system for some reason. Fully Posted Transactions with this status are ready for export to your financial system once they are also fully authorised. Sent to Bookkeeper In Compello Windows client it is possible to link one bookkeeper to all the invoices for a client. They will have this status Archive only Transactions that have been removed from the workflow To payroll Transactions from planned the Travel Expenses module. To be authorised by me Transactions which you need to deal with as authoriser You can choose the default list for you, so that Bookkeeping will always open onto that list. You can filter further by choosing a distribution/authorisation status so you can see, for example, all invoices that have posting status Shared list and authorisation status Authorised. Page 9 of 88 User Manual - Bookkeeping

10 Filtering by Distribution/Authorisation status (AU status) The drop-down list for AU status show the different distribution and authorisation status that transactions can have. For authorisation - Transaction with rows that have been sent to one or more user but not authorised yet. Authorised Transactions where all rows have been authorised by all assigned users. Not distributed Transactions with rows that have not yet been sent to an authoriser. Returned Transactions where rows have been returned or rejected by an authoriser Filtering by client In the All clients box you can see which clients you have access to. In Bookkeeping that will generally be all of them, unless things have been configured differently in Admin Web. Enter a space in the box to see all clients and choose the one you wish to filter by. Filtering by information in the worklist In the box Filter, you can filter the worklist using information from the header line or posting lines of transactions. The default setting here is filtering by header row information e.g. archive number, total amount supplier, document type, dates, invoice number and order number. Page 10 of 88 User Manual - Bookkeeping

11 To clear a default, or other setting here, double-click on the header for header row or posting lines as necessary. Add a tick for each field that you want to include in the filter. If your filter is in the header row, the filter will be applied automatically. If your filter is in the posting line, you will see a search icon to the right of the Filter box. Click that to activate your posting line filter. Access to Archive and saved searches in the Worklist The default setting is Worklist, displaying invoices in the workflow according to the filters you have set. However, in the Worklist box you can either open a previously saved archive search, or enter a new search. The searches are displayed by name, and searches that you have saved for yourself only will be displayed with a red padlock symbol. You can sort or filter the result of a search in the same ways as you can with transactions on the worklist If you click Refresh you will lose the sorting you have carried out with the column headers but not filtration based on it such as posting status. Page 11 of 88 User Manual - Bookkeeping

12 Switch to Invoice Approval Silverlight Modules If you need to switch to any of the Silverlight modules (for example Admin Web, or Document Import) the easiest way is to click the globe symbol at the top on the right. If you use the Out of Browser version of Silverlight, with a shortcut on your desktop, you can set that as default in User Options. User Options In User Options you can enter personal settings. Choice of font You can choose the font, font size and font colour for data that is displayed, as here. Page 12 of 88 User Manual - Bookkeeping

13 You can choose which filtered worklist is displayed as standard when you log in. General options Choose whether to go straight to the next transaction on changing the posting status. Choose whether the invoice image should reset to standard when you go to the next transaction. Choose whether to use the Out of Browser version of Compello Silverlight modules. Column selector You can customise which columns are visible in the worklist, although your choices will be based on the main setup for transactions in Admin Web. A tick in a box here makes the corresponding field visible in the worklist. Hot keys Click the keyboard symbol to see a list of all the fast keys for the worklist. You can save the list as a PDF and print it out. Page 13 of 88 User Manual - Bookkeeping

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15 Information about the user You can find information about the user that is logged on, add a profile picture or change your password by clicking the photo place holder. Change profile picture Click Change Profile Picture and browse to the image you want to use. Change Password Click Change Password and fill in the fields to change your password. Page 15 of 88 User Manual - Bookkeeping

16 Overview of data entry Choosing a transaction to work with On the Worklist, chose the transaction you want to work with by selecting the row and keying in ENTER or by a double-click. Getting to know the screen 1. Client and Supplier information. Not editable here. Supplier can be changed in row Header data these fields can be changed. Use TAB or ENTER, or arrow to go between fields or rows. 3. Distribution status icon updates itself. 4. Number of pages plus Print icon. 5. Dual screen, zoom and rotation. 6. Activate/Deactivate Left panel, and image display. Left panel contains Page 16 of 88 User Manual - Bookkeeping

17 Transaction History, Distribution box and Comment field. 7. Selected page of image. 8. Column selector for Posting lines 9. Posting lines for the selected transaction Icons For a full description of all icons, see Overview of icons on page 78. Page 17 of 88 User Manual - Bookkeeping

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19 Entering data on transactions This unit describes all the functions for entering data on transactions in Bookkeeping. Entering data in the header row The fields on the right-had side of the header row can be edited. Date fields The supplier is shown at the very top (23526 Virgin Media) but can be edited only in the posting row. The total amout is shown on the left but can be changed only from the posting row. The fields Archive No, Client ID and Diff cannot be changed. You can og between field using TAB, ENTER or the arrow keys. When the cursor is in the last visivle field inthe header, press TAB/ENTER/arrow to og straight to the first editable field in the posting row. 1. Make sure the cursor in in the Transaction Date or the Due Date field. 2. Enter the day and month with any separator e.g or 08,04, or The format will change to whatever is defined on your PC and the current year will be added. If you need another year that the current one then you must type in the whole date, e.g You can also click on the calendar and then choose the date you want. Page 19 of 88

20 Text fields You can put numbers or letters in a text field. Examples of these are Order No, Invoice No, BACS. Reference list fields In Reference list fields you can enter only data from the list with which the field is connected. The only reference list field in the header row is the Document type field. To fill in a field like this 1. Click in the field. 2. Press the SPACE key to see the contents of the table. 3. You can also type in part of a document type code or description to filter the result. 4. Choose the document type you want and click ENTER. Page 20 of 88

21 Working with posting rows Moving around the rows of a transaction If you are in the last field of a row and press TAB/ENTER/ arrow key, you will be moved to the first editable field in the next row. If you are in the last row you will be moved up to the first editable field of the first row. To move from the posting rows and the header, use Ctrl+Shift + O. To go from the header down to the posting rows, use Ctrl+Shift+N. Creating new rows Create a new row by clicking above the posting rows, or use the hot key Ctrl+N. Deleting rows 1. Delete a row by clicking the Delete symbol at the far left of the row. 2. If you want to delete several rows, select them by clicking on them while pressing Ctrl or SHIFT, or use the Select all and then Delete selected rows. Entering data in the posting rows The principles are the same as when working with the header row. Page 21 of 88

22 Debit and Credit fields These are reference list fields where you choose data from a table, as described above under Reference list fields on page 20. What makes the Debit and Credit fields different is that you can choose data from three tables Chart of Accounts, Supplier and Customer. If you want to enter data on an invoice (accounts payable), you enter the supplier in Credit and the account in Debit. For a credit note, reverse this. The amount is always positive. In the example below, nothing has been entered automatically be the Invoice Reader. 1. Make sure you have the cursor in the Credit field. To the left of the field you will see S for Supplier, which is the default for Credit. 2. If you need to use another list (Account for a Credit note, say) then you first have to choose the A for Account or C for Customer. The hot keys for this are Ctrl 1 for Account, Ctrl 2 for Supplier, Ctrl 3 for Customer. 3. Once you have the correct table choose the data you want as described above in Reference list fields on page 20. The default is always S for Supplier in the Credit field, so you have to change to A for Account if you are working with a credit note. The Debit field will take its cue from Credit, suggesting A for an invoice and S for a credit note. An invoice using just one row will look like this: And a credit note like this: Page 22 of 88

23 You can also set up this sort of invoice over two rows one for credit and one for debit. Or you can spread the amount over several rows if you need to. Page 23 of 88

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25 Sending transactions to authorisers General information about distribution You can distribute individual rows of a transaction (ideal if each row has to go to different people), or you can send the whole thing to one user or set of users. If you want to send a whole transaction to one or more users, you can choose whether to do this from the header row, Voucher Authoriser field, or from the Left Panel. If you are distributing individual rows, use the Left Panel. The Left Panel will also show you which rows have been sent to which users and what they have done. Send a row to an authoriser using the Left Panel 1. Select the row you wish to distribute. 2. Open the Left Panel (Ctrl+Shift+V). 3. Bring the cursor down to Authorisers (Ctrl+D). 4. Type in a SPACE to see a list of all users, or enter letters from the user s name to filter the list. Page 25 of 88

26 5. Add more authorisers if you wish. You can change the order of authorisers by selecting a name and using the up/down arrows on the right. You can remove an authoriser using the delete symbol to the left of the name. Rows are sent to multiple authorisers in order so the second person on the list does not see the invoice until the person above has authorised If you want all the authorisers of a row to receive the transaction at the same time, remove the tick for In order (Alt+Ctrl+O). Send a transaction row to a user from the row 1. Select the row you want to work with. 2. Move the cursor to the Authoriser field (if this is not visible check the Column Selector - and if necessary the Transaction Setup in Admin Web\ Client Setup) 3. Enter a part of the first name, surname or user-id to select the user(s) you want. 4. Add as many users as you want to the row. The field will empty again (it is for choosing, not displaying authorisers), and you can see which users you have chosen in the Left Panel. Page 26 of 88

27 See Send a row to an authoriser using the Left Panel on page 25 for information about the order of authorisers, removing authorisers etc. Distributing the whole transaction at once It can be convenient, especially for a transaction with many rows that all need to be authorised by the same user(s), to distribute the whole transaction from the header row in one operation. Send the whole transaction (all rows) from the Left Panel 1. Select the header row and Open the Left Panel (Ctrl shift V). You can check that the header row is selected as you will see a field for Voucher Authorisers, which means any distribution you carry out will apply to the whole transaction. 2. Go to the Voucher Authorisers field (Ctrl D), enter a part of the user s name, or enter a SPACE to see all available authorisers. Page 27 of 88

28 3. Choose the user(s) you want. These two users are now on the three debit rows, while row 1 is automatically authorised by the system If the first row was already authorised by «System» (this happens automatically if you ave a supplier in row 1 but no account and there are more rows), no authoriser will be added to this row. For more information about distribution see, Send a row to an authoriser using the Left Panel on page 25. Sending a whole transaction to one or more users from the header row 1. Select the header row. 2. Go to the Voucher Authorisers field (if it is not visible, you much change this in the Column Selector in the Worklist). 3. In the usual way, enter a SPACE to see all users, or filter the list by adding a part of a name. 4. Select the user(s) you want. 5. You can see the users you have chosen in the left panel under Voucher Authorisers or Authorisers. Page 28 of 88

29 Distribution status and Authorisation status Icons The icon showing distribution/authorisation status in the worklist and on a transaction, will change to reflect what is going on. Overview of Distribution/Authorisation status Status Row level Transaction level Distributed Authorised Authorised in Scanning The row has been sent to one or more users. Some of them may have authorised, but not all. All users assigned to that row have authorised. This icon applies to the whole transaction. The status has been given in Document Import and no further authorisation is necessary. All rows are sent to authorisers. Some of them may have authorised, but not all. All users on all rows have authorised. The invoice will be ready for export once it also has status Fully Posted. As for Row level Not distributed/ For distribution The row has not seen sent to any users. The transaction has at least one row that hasn t been distributed. Page 29 of 88

30 Wrongly Distributed/Rejected One or more users has returned the row. That user must be removed from the row before the workflow can continue. The transaction has at least one row that a user has rejected. The user must be removed or replaced before the invoice can be exported. Automatically authorise New rows have been automatically authorised in advance by a bookkeeper. Page 30 of 88

31 Posting status Posting status is one of the most important in Compello Invoice Approval, as it shows whether a transaction is ready to be transferred to your financial system or not. Who can change posting status? You need to have access to Bookkeeping in order to change posting status. Once you have that access, you can change posting status in the Silverlight modules of Distribution and Authorisation as well as here in Bookkeeping. When to change posting status? On the whole, you change posting status when an invoice is ready to go to your financial system for posting (Fully posted) or for preregistration (Partly Posted). You can change status to Fully posted before the transaction is authorised or even distributed, and then the transaction will be ready for export as soon as the last user has authorised, however most people like to check the transaction and therefore change to Fully posted last of all. You can choose whether the tranasctin must balance before you assign the status Fully Posted. This is a new feature in version 10. You can do this in Admin Web\Client setup with a tick for Amount control. You can choose to have minimum number of authorisers before the posting status is changed to Fully posted. The check applies per row. This is a new feature in version 10. You can do this in Admin Web\Client setup with a tick for Minimum number of authorisers. You can change a transaction to Partly Posted whenever you want. If your integration supports it, then information will transferred to your financial system at this point as warning of pending accounts payable. Minimum data on a transaction with this status is supplier, amount and invoice number. If you want to remove an invoice from the workflow, choose Archive only. Page 31 of 88

32 How to change posting status 1. You can change posting status by using hot keys, or using the mouse and choosing from the list below. 2. Transactions that are both Fully posted and Authorised will disappear from the list once they are exported, but you can find them in the Archive. 3. Transactions that you set to Archive only can be found in the Archive or in the list Archive only in the Worklist. Overview of Posting status Status Who sees them? Where is the transaction? Shared list Sent to bookkeper Automatically authorise To payroll Any user with access to the module. Bookkeepers with a special link to invoices for a certain client (Compello Win) See Bookkeeper authorises future row automatically on page 33 Status used by new planned module, Archive, Distribution, Bookkeeping and Authorisation As above As above More Most transactions have this status at the start. You can create this link in Compello Windows (Compello.exe) in Settings. Page 32 of 88

33 Confirm interpreted data Exported payroll Compello Travel Expenses Used by the Invoice Reader to confirm corrected data entry Status used by new planned module, Compello Travel Expenses Used to validate interpreted or corrected data and improve future interpretation Bookkeeper authorises future row automatically If you have an invoice with one row, authorised by the person or people who need to see it, and you create new rows, you would normally have to ge the new tows authorised as well. To avoid this, you can do the following: (remember the invoice as it stands must be authorised) 1. On the drop-down menu choose Automatically authorise. Page 33 of 88

34 2. Choose Authorise automatically. The symbol will change and new rows which you create for this transaction will be authorised automatically, while the posting status stays as before. 3. Otherwise process the transaction as usual. NB: You cannot reverse Authorise automatically for that transaction but you can add authorisers to the new rows if you do change your mind. Scanning status and Invoice Reader Changing scanning staus or OCR status how and why The default scanning status for any transaction is Imported. This ensures that the transaction is in the workflow. You can change this if You have imported a transcton tothe wrong client and need to correct this The scanned images is not god enough and you need to correct this. You want to add or remove pages. You want to send the invoice to OCR (the Invoice Reader) again. Scanning status menu If you need to add or remove pages, or change the client, choose Back to import (F3). You will then find the transaction in Document Import. It will also be in Archive but will not show up on any other worklists while it has this status. Page 34 of 88

35 If the image quality is bad, choose Rejected. This will remove the transaction from the workflow (you can find it in the Archive) and you will need to scan it again. If you want to send the transaction to the Invoice Reader again (for example, if the Reader stopped but is now working) choose Send to OCR. You will still see the transaction in the Worklists but it may be updated with new data as a result of the Invoice Reader service. Page 35 of 88

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37 Ways you can send a transaction through Invoice Approval Workflow and status changes The most important for getting a transaction through the system and to your financial system is the combination of Distribution status and posting status. Most of the transactions you work with are destined for your financial system. Here are a few ways you can do that. Workflow 1 1. Scan and/or import the transaction 2. Check data from the Invoice Reader, enter more data where necessary. 3. Send the transaction to one or more authorisers. If your financial system and integration support pre-registration, change the status of the transaction to Partly posted so that preliminary data will be sent to your financial system. 4. Users authorise the transaction, maybe entering more data, creating new rows etc. 5. When the transaction is fully authorised, a bookkeeper checks everything and changes the posting status to Fully posted. Now the transaction can be transferred to your financial system. Workflow 2 1. Scan and/or import the transaction. 2. Check data from the Invoice Reader, enter more data where necessary. 3. Send the transaction to one or more authorisers and change the posting status to Fully posted. 4. Users authorise the transaction, maybe entering more data, creating new rows etc. 5. When the transaction is fully authorised, the transaction can be transferred to your financial system. Page 37 of 88

38 Workflow 3 Transaction is regarded as authorised before import. 1. Scan and/or import the transaction. 2. Use the function No further authorisation in Document Import. 3. Check data from the Invoice Reader, enter more data where necessary. 4. Change the posting status to Fully posted. The transaction can now be transferred to your financial system. Page 38 of 88

39 Transaction Images and History Image in Left panel The standard setup is that you can see the image in the Left panel. You can click the left-hand edge of the image and drag it to the left to increase the image area, or to the right to decrease it. If you want the image to cover the whole screen, you can shut the Left Panel by clicking on the tab. View the image on a separate screen If you have two screens and wish to have the application on one and view the image in the other click the icon for Show image in a separate window. Page 39 of 88

40 You will then see the image in its own window, which you can drag over to your other screen, while the application will show the posting rows but no image. Enlarge the image and navigate it Using the mouse over the marked area, or the hot keys, you can zoom in and out, rotate the image, reset it and swap between the built in image and the image in its own screen. You can use Page up and Page down on your keyboard to move between the top and bottom of the image. To og between pages of the image use hot keys Ctrl+Page up og Ctrl+Page down, or click in page number you want at the bottom of the image. Page 40 of 88

41 Adding extra pages to a transaction Users with an On Premise (server) installation will need a licence extension to use this function. To add new pages to a transaction. 1. On the Worklist, select the transaction you want to work with. 2. Display the image within the application or in a separate screen. 3. Browse to the folder containing the image you want to add. 4. Click on the file, drag it over and drop it onto the existing transaction image. The file you drag in will display as extra pages on the images Printing out an image or saving a PDF 1. Use the hot key Ctrl-P or click the Print icon as shown. 2. Select your printing options and click Print. 3. If Adobe Reader is installed, the PDF will open there and you can save or print out the image. Page 41 of 88

42 History Users with an On premise (server) installation will need a licence extension to use this function. You can see the history for each row of the transaction, including all the data entry and the workflow in the Left panel. 1. Open the History tab in the Left panel. 2. Choose the row you want to look at. You can choose to view All history, Workflow History or Posting History. Page 42 of 88

43 3. You can set any one of these three as you default choice for History. Page 43 of 88

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45 Multi Edit Changing several transactions at once Changing several transactions from the Worklist You can change the status of, or enter data on several invoices at the same time by selecting the transactions before you make the change. You can change status, e.g. Posting status, or Scanning status. This means you can change the status to Fully posted, send transactions to the Invoice Reader, or take several invoices out of the workflow by changing the status to Archive only. If they are all going to the same user/users, you can distribute several invoices at once. You can enter header data on several transactions - e.g. a comment or a document type. You can print out several transactions at the same time. Entering data on several transactions 1. To select more than one transaction, click one transaction in the Worklist. Hold down either SHIFT or CTRL while you select the other transactions. The MultiEdit menu will open on the right side of the screen. 2. Choose your activity -e.g. Set value. 3. Enter the data you want and click Save Page 45 of 88

46 Changing Posting status 1. If you want to change the posting status of several transactions, select them and click Booking in the Multi Edit menu. 2. Choose the status you want to use. The transactions will be updated with the new status. Other Multi Edit options You can distrbute several transactions to the same authoriser. You can import order lines to several transactions by selecting Match Orders. If you have a saved template for data entry, you can choose Template, and apply the one you want to all the transactions you have selected. If you want to use an existing Rule, choose Rules. To print out several transactions at once, use the usual Print icon. Once you have selected the invoices you want, it will work for all of them. Page 46 of 88

47 Archive searches and Reports General information about Archive and extended searches All users can use the extended search function but the result you get will be based on what sort of access you have as a user of Compello Invoice Approval. If you have access to Global Archive, your search will cover the whole database. Access to Client Archive means your search will be within these clients. Archive access can be further limited with a configuration, which may specifiy, say, invoices for a particular project. If you are an authoriser with no other access you can search your own invoices. All the types of access described above are set in Admin Web in the full Compello Web modules. Page 47 of 88

48 Finding your way round the Extended search screen To start searching, use the search symbol to open the Archive. You will see the Extended search screen, where you can enter your search, using the following options: Saved search list of available saved searches and standard reports Client choose the client whose invoices you wish to search Clear Remove serach criteria Save Save a search you have set up for reuse. Delete Delete a selected search Default client - select the client you wish to come up automatically when you open the Extended search screen. Include inactive clients search for invoices in clients that have been deactivated. Must match ALL criteria in a search with several elements, the result must meet all of them. Can match ANY criteria any one hit will return a result. Page 48 of 88

49 Combined search - search for hits in any row of a tranasaction. Keep criteria The previous search is retained when you next open the Extended search screen. Save as Excel file The searc result will open in Excel instead of in Invoice Approval Show/Hide columns if you choose to open your search in Excel, youcan choose which columns are included in the result. Page 49 of 88

50 Creating a search 1. Limit your search to one client if you want to. It means you will see the names of dimensions such as Cost Centre or Project. If you search in all clients, these will display as Dimension1, Dimension2 etc. 2. Choose a search, e.g. Account. 3. In the middle field, choose the operator. Equals will take you straight to the table you are using to make sure what you enter is correct. Otherwise enter a part of the name/value for Contains, or the start of it for Starts with. Other operators for table fields are: Date and amount searches allow a Greater than/smaller than search as well Page 50 of 88

51 4. In the right-hand field enter the data you want to use in the search. If you want more criteria, click Add new. 5. Then click Start search. The result will be displayed in the Worklist. Using Must match ALL/Can match any There are two main ways to search: A search where the more criteria you add, the more the result is limited as it has to fulfill all of them Page 51 of 88

52 A search where new criteria increase the potential resultas it is enough to match one of them. The search illustrated above was for transactions where a particular account had been used. If we add a cost centre to that, we can see how this works. In the search above we have selected Must match ALL criteria so we will get a smaller result than before: However, if we select Can match ANY criteria, the result is much larger, as it now consists of all transactions where account 4919 is used and all transactions where Cost Centre 510 is used Page 52 of 88

53 Combined search The Combined search option gives a Must match ALL search more flexibility. Instead of looking for a single posting row with both account 1919 and Cost Centre 510, it allows for transactions where both that account and that cost centre are used, but not in the same rows. Save as Excel file (extended licence) Customers working from an On premise server installation need an extended licence to use this function You can choose to open your search result in Excel and then save the file if you want. 1. Create a search, as demonstrated above. 2. Tick the Save as Excel file option. 3. Click Show/Hide columns to choose which columns you want in your result in Excel. 4. Choose whether your result should consist of, either All rows from all tranasctions which meet the criteria Only the rows containing the data you are searching for Only the header row of transactions that meet your criteria. Page 53 of 88

54 5. Click OK. 6. Click Start search. Excel will open showing the result. You can save the file where you wish. Standard Reports The archive includes some standard report which can be run as they are, or edited on a customer-basis. 1. Open the Archive. Page 54 of 88

55 2. In the Saved Search box, choose Standard Reports. 3. Select the report you wish to run and click Search. Your search will open in Excel, which must be installed. Creating or editing a report With the right knowledge of SQL, you can adapt these reports or create your own. You will also need to be familiar with the Compello database. You can also order a report, or adaptation of one by contacting Compello Support. 1. If you wish to change an existing report, select it and click Edit. 2. Make your changes. You can check the validity of the SQL by clicking Validate. 3. Click Reset if you need to go back to the original form of the report, or Save to save your changes. Page 55 of 88

56 Creating a new report You can either start a new report from scratch or you can copy the SQL from an existing report and then edit it. 1. Click Create new. 2. Enter a name for your report in the Title field, and add a description. 3. Copy the report query to the SQL field. 4. In the Headers field, enter each column heading, in order separated with a semi colon. Click Validate to see if your query is valid. 5. Click Save. Your report will appear in the list along with the others. Page 56 of 88

57 Automating data entry and workflow Introduction to Rules and Data Entry Templates Rules and templates help you to automate some of your data entry work where the data you enter is repeated and follows a fixed pattern. For example, if your utilities bill is always split with the same percentage over three departments, you can create a template so that the invoices will always have one row per department and the correct percentage of the total amount on each. If a general ledger account is always used with the same VAT code, that can be automated, and if a certain project needs to be authorised by the same user each time it is used, you can create a rule for that too. Rules and Data Entry Templates can be created to You can also Send a transaction to a certain authoriser if certain conditions are fulfilled Enter data to a transaction based on other data that is there. Create rules and templates based on the status of a tranasction, the document type or which user is logged in Specifiy if a rule can overwrite othe data that may already have been entered or not. See and delete older rules created in Compello Windows client (Compello.exe). See and delete imported validation rules. Who can create rules and templates? The rules descried here can be created by users in Bookkeeping. If you are working from an onpremise server installation, you will need an extended licence (Advanced functions) to create Data Entry Templates. Where? 1. Above the Worklist to the right, click the icon for Rules and Templates. Page 57 of 88

58 2. Choose the type of rule or template you want to work with. 3. Check that the client that is displayed is the one you want to work with rules are specific for each client. Creating rules for distribution and data entry A simple data entry rule Example 1: If you have a general ledger account 6360 and you know that the VAT code 1 is always used with that account, you can create a rule that adds VAT code 1 whenever you use account In the Rules and Templates screen, choose Rules, distribution and Data entry and click Create new. 2. Enter a name for your rule. 3. In the user-id field, enter a name if and only if the rule is to be activated by one user only. In the case of an account VAT code rule it would be more normal to have this field blank so it would apply to anyone entering account Page 58 of 88

59 4. In the Posting status field, select a posting status if you want your rule to apply only when the transaction has that status. 5. In the Doc. type field, choose a document type if your rule is to work only for transactions with that document type. 6. In the list of Available columns choose Debit (for this example). 7. Click Use in If to set up the condition for your rule. 8. Then choose the correct account. 9. Next choose whether the condition applies if it is in the supplier row or on other rows. In this instance, the choice is for when account 6360 is in its own debit row. 10. If you change your mind you can remove conditions, or move them down to become the result of a rule, using Remove from IF and Move to THEN. Page 59 of 88

60 11. In the Available columns list, choose the field that is to be the result of the rule, in this case D-Tax Code (Debit tax code). 12. Click Use in THEN, and choose the code you want to use. 13. State if the tax code is to appear in the supplier row or the other rows. In this case it is the other rows. 14. Tick the Can be overwritten box if your rule is to be a suggestion which can be changed. It will also then not overwrite an existing tax code. If there is no tick in this box, no user can change the suggested tax code to something else. 15. Click Save. The next time you enter account 6360 into the debit row of an invoice you will get tax code1 automatically. Distribution rule based on supplier and account Example 2: This rule sends a debit row to a particular authoriser, based on a given supplier in row one and a given account in row two. For a more detailed description of filling in each field, see A simple data entry rule on page Click to open Rules and Templates, choose Rules, distribution and Data entry and click Create new. 2. Check that the client is the one you want. 3. Enter a name for your rule and then change the User-id, Posting status and Doc. Type fields if your rule is to apply specifically to one of them. Left blank your rule will apply regardless of user, status or document type. 4. In Available columns choose Credit (for the supplier) and click Use in IF. 5. In the same way add Debit to Use with IF. Page 60 of 88

61 6. Make sure that you state that supplier will be in row one and the account in row two, as shown above. 7. In this rule, we are not adding any Then value to the data entry (although we could) but are simply adding an authoriser. Choose the user(s) you want on the right. Note that is it row 2 that will be sent to the authoriser, not the supplier row. 8. Click Save and your rule is ready for use. Page 61 of 88

62 Creating Posting templates for manual use Customers with an On-premise server installation will need an extended licence (Advanced functions) for this. Posting template created from scratch This type of template is activated manually by the user when working with the invoice. It is created from scratch, i.e. not based on the rows of an existing invoice. 1. Click to open Rules and Templates, choose Posting templates and Create new. 2. Enter a name for your template but don t select Triggered automatically. 3. Choose whether to divide the amount by fixed sums or by percentage of the total. In this case, choose Percent, and then enter the percentage of the amount for the first row. 4. Use to add two further rows at 20% and 50%. 5. Add Cost Centre (or similar) from Available columns. 6. Enter suitable data for each cost centre. Page 62 of 88

63 7. You can add other fixed data if you want. In this case, we have added the account. 8. Add authoriser(s) for each row in the same way as for the Distribution rule on page Alternatively, select Authorise automatically. This will remove all users and the rows will be automatically approved as soon as the template is used. 10. You can assign a new Posting status when the template is used, if you wish. 11. If you want to make sure that the template does not trigger existing rules keep the tick in No Rules. 12. Click Save. You can now find and use you template when working with an invoice. Page 63 of 88

64 Activating a saved template 1. Open the posting rows of the transaction you are working with. 2. Click in the Find Template box and search for your template. 3. When your template appears, click Add Postings to use it on the transaction. 4. Which will look like this. Page 64 of 88

65 Posting template created from a transaction You can also create a posting template from a transaction that has the right data on it and can be used again. 1. Enter data on a transaction spanning at least two lines. You can distribute it as well if the authorisers are to be part of the template. 2. Click Create template from voucher. 3. The Templates screen will open shown what your template could look like with all the information from your transaction. You can edit it if you need to. 4. Click Save when it is as you want. The template will now be one of your saved templates that you can use in the future. Creating a posting template to be activated automatically 1. Click to open Rules and Templates, choose Posting templates and Create new. 2. Enter a name for your template and select Triggered automatically. As soon as you do this the screen will change to include elements you will have seen from creating rules. You now have to add a condition, an IF to be the element that will activate use of your automatic template. In the example below, I have defined a user, a posting status and a document type for the template which will limit its use, but you don t have to do this. The IF condition below, is supplier Page 65 of 88

66 3. Having created the conditions for your template, you continue as normal to create the content. See Posting template created from scratch on page When your template is how you want it, click Save. Creating Distribution Rules These rules are will send a transaction to a supplier dependent on one or more condition that you define (e.g. supplier) AND the presence of another authoriser in the workflow. This means you can create a rule that states that a transaction for a certain supplier, with a certain authoriser will be sent to a second authoriser if the amount exceeds a stated level. 1. Click to open Rules and Templates, choose Distribution Rules and Create new. 2. Check that the client is the one you want. 3. Enter a name for your rule and then change the User-id, Posting status and Doc. Type fields if your rule is to apply specifically to one of them. Left blank your rule will apply regardless of user, status or document type. For more information about filling in these fields see A simple data entry rule on page In Available columns choose Credit (for the supplier) and click Use in IF. 5. Choose the supplier you want, and that the supplier will be in row 1. Page 66 of 88

67 6. Choose a new If value from available columns this time Amount. 7. Set the amount as greater than The rule now has these conditions; that the supplier is and that the amount is over The third condition is the authoriser that must be in place. Add this user to the Authoriser field. 9. State whether that user is to be the first authoriser, or anywhere except first in a list of users. In this example Alf is the authoriser and he has to be first. Page 67 of 88

68 10. Under THEN you can now add the new authoriser who is the result of your rule here it is Emilia (row one). The full rule, then is that IF supplier = and the amount is 5000 and the first authoriser is Alf THEN the transaction must be sent to Emilia as well 11. You can add more than one authoriser under THEN, and change the order in which they receive transactions using the arrows on the right. 12. Click Save. Validation rules and Compello Windows rules If you have imported validations rules in the form of a ValRules.xml file, or if you have older rules that were created in Compello Windows (Compello.exe) you can review or delete (but not edit or create) these from the same Rules and Templates screen. Page 68 of 88

69 Cost distribution and Accruals Customers with an On-premise (server) installation will need a licence extension to use this function. This function allows you to split the amount on an invoice over several departments, cost centres or projects (cost distribution), or split the amount over time (accruals). You can do this with a gross amount and a tax code, or with net amount and no tax code, but the two methods vary slightly Distributing costs between cost centres using a tax code Here we will demonstrate spreading the transaction amount over several departments or cost centres. We could also choose to spread the amount over different projects or some other category. 1. Open the invoice you want to work with. Check that the gross amount is entered and that there is no VAT amount. 2. Click the Cost distribution icon. The Cost Distirubution screen will open. 3. Make sure there is no tick in the box for Direct VAT and you will see that the Total amount field displays the gross amount Page 69 of 88

70 4. Choose Distribute cost in the list of functions. 5. Choose the dimension you want to use for the distribution e.g. Project, Cost Centre or whatever. Here we have chosen Cost Centre. 6. Choose to divide up the amount by a fixed sum or by percent. 7. Choose which cost centres (or whatever) are to share the cost. Us the arrows to select the cost centres, and adjust the proportion, by percent, for each one. Page 70 of 88

71 8. Enter the General ledger account and VAT code you want to use. 9. Click Execute. After a few seconds the rows on the invoice will be created with all the correct cost centres. You can then send these to authorisation in the usual way. Accruals dividing costs over time, using a VAT code If you wish to spread costs over timer, you can do this, and can also combine this with a distribution based on cost centre or project. The method is basically the same. 1. Open an invoice and click the icon for Cost Distribution. Page 71 of 88

72 2. Check that you see the gross amount in the Total amount field. 3. Enter the VAT rate in the VAT field e.g. 20%. 4. In the distribution box choose how you want to spread the cost e.g. Periodize by Date. 5. Choose the start date and the number of months.. 6. Choose the general ledger account for the expense and for the accrual (periodisation). 7. Click Execute. The rows will all be created on the transaction. Cost distribution with direct VAT and net amounts If you don t use VAT codes in your data entry, but want to enter the VAT amount directly, the method is a little different. 1. Make sure that the gross amount and the VAT amount are entered in the first row. 2. Click Cost Distribution. 3. Tick the box for Direct VAT. Page 72 of 88

73 4. As before, chose how you want to divide the cost in boxes 1) and 2). 5. Enter the general ledger account for expenses and for accrual in box 3). 6. Click Execute and the rows will be created. Remember you can also combined cost distribution via a dimension with accrual spreading costs over time. Page 73 of 88

74 PO matching You can import rows from an order to the transactions that invoices those costs. The order might be one created in Compello, or one imported from another system. To do this you must have the right setup, and it is vital that the order and the invoice have the same order number. Setup 1. Create a document type which has the document group Requisition/Order. You can do this in Admin Web\Client setup\doc. Type 2. You also need to choose Match invoice to requisition/order in General Settings. Page 74 of 88

75 3. Select the invoice to which you wish to import rows. Enter the correct order number into the Order no field in the header row. 4. Click the PO match icon. All open orders with the same order number will be displayed NB: If you would rather find all open orders from that supplier, regardless of order number, tick Exclude order no. from search criteria. If you want to include orders that are already matched elsewhere, you can tick for that too. 5. Select the rows which you wish to import and click Match. The rows will be imported to the invoice. Page 75 of 88

76 Other functions VAT Calculation You can display the VAT amount in Compello if that is useful. It is calculated from the VAT code you choose and the amount. The amount will not be transferred to your financial system, which takes the actual VAT code and uses that. Setup for VAT Calculation 1. Make the VAT Calculation field visible in the Transaction Setup, as shown here. 2. If necessary, edit the Description text for your VAT codes so that the description includes a «%». Do this in Compello Silverlight, in Admin Web\Client setup. Page 76 of 88

77 3. If the Amount field displays the gross amount then you need to add either just «%» or «% NETTO. However, if you want a VAT calculation from the net amount, you need to add % BRUTTO to the description of the VAT code. Functions depending on an extended licence For On premise users, some functions are available only when you extend your licence. Compello Analyse Includes History. See History on page 33. Save search to excel. See 53Save as Excel file (extended licence) on page 53. Compello Advanced Functions Includes: Adding extra pages. See Adding extra pages to a transaction on page 41. Cost Distribution. See Cost distribution and Accruals on page 69. Data Entry Templates. See Creating Posting templates for manual use on page 62. Use of phone/tablet app for authorisation. Page 77 of 88