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Useful information about the clearing house

The clearing house allows authorized users to intervene in the invoice workflow in the event of an error. Examples of errors include: 

  • A misdirected invoice

  • Incorrect account assignment

  • A mistakenly granted release

  • An error in the verification

Authorized users can put an affected invoice into clearing mode and redirect an invoice or initiate a new verification or release. All other users have the option to actively send an invoice into clearing if they believe there is an error.

In clearing mode all fields are writable. All changes made within the clearing house are documented in the workflow log.

Authorized users can activate clearing mode only for invoices whose workflow is in a workflow step with user interaction. If the workflow of an invoice is in a workflow step or in a workflow phase without user interaction, users cannot activate clearing mode for this invoice.

Workflow steps without user interaction:

  • Wait for goods receipt (Note that authorized users can cancel the Wait for goods receipt workflow step. In this case, the workflow is continued in a workflow step with user interaction.)

Workflow phases without user interaction:

  • Workflow started 

  • Workflow start failed 

  • Workflow has an active document data transfer 

  • Workflow is being terminated/canceled 

  • Workflow has been terminated/canceled 

Setting up the clearing house

To be able to use the new clearing house in the workflow, it may be necessary to activate a feature flag.

This is how it works 

  1. Navigate to your workflow definition in the d.velop smart invoice administration interface and click Settings.

  2. Click the Clearing perspective.

  3. Activate the Clearing option.

Editing documents in clearing mode

In this step, you must authorize at least one group to edit documents in clearing mode.

This is how it works 

  1. Navigate to your workflow definition in the d.velop smart invoice administration interface and click Settings.

  2. Click the Clearing perspective.

  3. With permissions set to Default for all, select a group to receive the tasks under Group.

Authorizing individual groups for each company

For each company, you can authorize individual groups to process documents in clearing mode.

This is how it works

  1. Navigate to your workflow definition in the d.velop smart invoice administration interface and click Settings.

  2. Click the Clearing perspective.

  3. Under Permissions, click New permission.

  4. Enter a company ID.

  5. Select the appropriate group for this company under Group.