About d.velop smart invoice
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Working with goods receipts
With goods receipts you record the receipt of ordered goods in your ERP system. You can provide goods receipts in d.velop smart invoice for use in the verification and release workflow. The following options are available for assigning goods receipts to an invoice in a workflow:
If document lines with referenced PO line items and delivery note numbers for document lines exist when a workflow is started, a corresponding goods receipt line is automatically assigned.
The workflow step Wait for goods receipt automatically assigns suitable goods receipt lines to existing document lines with a referenced PO line item. The workflow step Wait for goods receipt takes place without user interaction.
You can then manually assign corresponding goods receipt lines to an existing document line with a referenced PO line item.
Using goods receipts
Configure the purchase order comparison to be able to use goods receipts in d.velop smart invoice.
Suppose you want to use goods receipts in addition to POs in d.velop smart invoice.
This is how it works
Navigate to the Workflow sequence administration.
Click the corresponding workflow definition.
In the workflow settings, navigate to General.
Navigate to Purchase order matching > Purchase orders/goods receipts.
Select POs and goods receipts.
The workflow step “Wait for goods receipt”
Digital invoice delivery often means that an invoice is received before the goods invoiced even arrive at the warehouse.
An invoice for which not all goods receipts are available would have to be manually resubmitted on a regular basis in order to check the goods receipts. To avoid this manual resubmission, you can configure the workflow step Wait for goods receipt.
The workflow step Wait for goods receipt regularly checks workflows with the status Waiting for goods receipt, unless there are reasons to the contrary, and automatically assigns suitable goods receipt lines to the document lines with a referenced PO line item.
Configuring the workflow step “Wait for goods receipt”
Configure the workflow step Wait for goods receipt to automatically assign matching goods receipt lines to existing document lines with a referenced PO line item.
Suppose you want the workflow step Wait for goods receipt to wait a maximum of three days for goods receipts. You also want to allow the user group Purchasing to manually complete the workflow step.
This is how it works
Navigate to the Workflow sequence administration.
Click the corresponding workflow definition.
Navigate to Steps and click New step.
Enter a title for the step under Title.
Optional: In the language-dependent fields under Translation, enter a title for the step in the respective language.
Under Step type, select the type Wait for goods receipt.
In the Assignee section, click the button next to User finder.
Under User finder, enter the value Purchasing.
Enter the value user.name = "Purchasing" under Condition.
Click Add.
In the Wait for goods receipt section, click the button next to Deadline.
Enter a title for the waiting period under Title.
Under Fixed days after receiving task, enter the value 3.
Optional: Activate the option Count escalation days in work days (Mon-Fri).
Click Add.
You have configured the workflow step Wait for goods receipt.
You must perform further configuration to use the new workflow step in your workflow sequence.
Note
Note on the waiting period
The waiting period configured under Deadline only takes into account a specified deadline. This depends on whether a payment term is included in the document and, if so, which payment term. Suppose the document waiting for goods receipts has a payment term with a discount and a net payment period. In addition, the waiting period for the workflow step Wait for goods receipt has positive values for both Days before cash deadline, Days before net deadline and Fixed days after receiving task. In this case, the waiting period for the workflow step Wait for goods receipt is determined based on the value Days before cash deadline.
In general:
If a waiting period has a value for Days before cash deadline and the payment term configured in the document has a discount period, the waiting period is calculated after the discount period.
If no value is entered for Days before cash deadline or the payment term configured in the document does not have a discount period: If the waiting period has a value for Days before net deadline and the payment term specified in the document has a net deadline, the waiting period is calculated after the net deadline.
If no value is entered for Days before net deadline or the payment term configured in the document does not have a net deadline: The waiting period is calculated according to the value Fixed days after receiving task.
Using the “Wait for goods receipt” workflow step
Suppose you want the workflow to continue with the workflow step Invoice verification after successfully assigning matching goods receipt lines to all document lines with a referenced PO line item. If no goods receipt lines have been assigned, the workflow should continue with the workflow step Invoice verification (warehouse/goods receipt).
This is how it works
In the previously created workflow step Wait for goods receipt, navigate to Actions.
Click New action.
Enter a title for the action under Title.
Under Type, select Confirm.
Click Add.
Click New connection.
Enter a name for the connection under Name.
Under To, select the target step Invoice verification.
Enter the value true under Condition.
Click Add.
Repeat steps 1 to 10. In step 4, select Reject as Type. In step 8, select Invoice verification (warehouse/goods receipt) as the target step.
Warning
The workflow step Wait for goods receipt is a step without user interaction, meaning that there is also no user context. Therefore, do not configure any outgoing step connections that require a user context. Otherwise, it will not be possible to exit the Wait for goods receipt step. The following configurations are not permitted:
Grant approval or revoke approval
Formal verification, Grant or Formal verification, Revoke
Remove verification
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How the workflow step "Wait for goods receipt" works
The workflow step Wait for goods receipt works according to a clear flow chart.
When a workflow enters the step Wait for goods receipt, the workflow is transferred to background processing. In background processing, a check is carried out at a fixed interval from the time the step is started to see whether there are matching goods receipt lines for the document lines with a referenced PO line item. The check runs for the configured waiting period as a maximum.
Note
There are scenarios in which the first iteration of the workflow step Wait for goods receipt can already assign a matching goods receipt line to all document lines with a referenced PO line item, for example if there is exactly one document line with a referenced PO list item for which there is exactly one matching goods receipt line. The processing time of the step Wait for goods receipt can vary for different workflows with this scenario (from a few moments to an hour). The reason for different processing times is usually due to higher loads in the background processing. If the job queues in background processing are long, the processing of individual jobs takes correspondingly longer. In principle, however, processing should not take longer than a few minutes.
Checking whether the workflow meets the requirements to wait for goods receipts
Before the step Wait for goods receipts determines and assigns suitable goods receipt lines to document lines with referenced PO line items, the step Wait for goods receipts checks whether the workflow meets all the requirements to be able to wait for goods receipts. The following aspects are examined:
As soon as a job for a workflow that is waiting for goods receipt is processed in the background, it is first checked whether the workflow is still in the Wait for goods receipt step.
Example: For a workflow, a job has been placed in the Wait for goods receipt queue. Before the job is processed, an authorized user manually cancels the workflow step Wait for goods receipt. The job remains in the queue. When the job is processed, a check is carried out to see whether the workflow associated with this job is still in the Wait for goods receipt step. If the workflow is not in the Wait for goods receipt step, the job will terminate without result.
If a workflow is still waiting for goods receipts, the duplicate check is carried out if you have activated the duplicate check in the workflow definition. The duplicate check checks whether the document in the workflow could be a duplicate. If the duplicate check detects a possible duplicate, it checks whether the document was accepted as a duplicate. If the document was not accepted as a duplicate, the workflow step Wait for goods receipt is exited using the configured Reject action. Carrying out a duplicate check as part of the Wait for goods receipt routine is particularly useful if Wait for goods receipt is the first workflow step in a workflow definition.
If a workflow is still waiting for goods receipts and the duplicate check was successful, a check is carried out to see whether the document in the workflow references a PO. If the document is not linked to a PO, it is not possible to wait for goods receipts. The workflow step Wait for goods receipt is exited using the configured Confirm action. A Problem event is then created.
As well as being linked to at least one PO, the document in the workflow must have at least one document line with a referenced PO line item in order to be able to wait for goods receipts. If there is not at least one document line with a referenced PO line item, the workflow step Wait for goods receipt is exited using the configured Reject action. A Problem event is then created.
You must define a waiting period for the workflow step Wait for goods receipt. A workflow waits for goods receipts for the specified waiting period as a maximum. If the defined waiting period is exceeded, the workflow step Wait for goods receipt is exited using the configured Reject action. A Problem event is then created.
If all the prerequisites described above are met for a workflow, the workflow step Wait for goods receipt starts by assigning suitable goods receipt lines to document lines.
Determination and allocation of suitable goods receipt lines
The workflow step Wait for goods receipt goes through the steps described below. The steps take place for each document line with a referenced PO line item.
In the master data of a PO line item, you can specify whether the assignment of a goods receipt line is mandatory. If the assignment is mandatory for the PO line item referenced in the document line, the workflow step tries to determine a suitable goods receipt line.
Note
What if the assignment of a goods receipt line is not mandatory?
If the assignment of a goods receipt line is not mandatory, the workflow step checks the PO line item referenced in the document line to determine whether the quantity received is sufficient for the quantity invoiced with this document line. The workflow step also takes into account the document lines of other running or completed workflows that reference the same PO line item. If the quantity received on the PO line item is not sufficient for the invoiced quantities of all referenced document lines, the system continues to wait.
A search is only carried out for a suitable goods receipt line if a document line with a referenced PO line item has not yet been assigned a goods receipt line. If a goods receipt line has already been assigned, the document line is skipped in further iterations of the workflow step Wait for goods receipt.
The workflow step determines suitable goods receipt lines for a document line with a referenced PO line item, based on the following flow chart:
Select the goods receipt lines that refer to the PO line item referenced in the document line (linked via the ID of the PO line item).
Only select goods receipt lines if the company corresponds to the company specified in the document.
Only select goods receipt lines if the vendor corresponds to the vendor specified in the document.
Only select goods receipt lines if the quantity corresponds to the quantity in the document line.
Only select goods receipt lines if they have not yet been assigned to any other document line of a workflow that is still running or has been completed.
If the document line has a value in the field Delivery slip number: Only select goods receipt lines if the delivery slip number corresponds to the delivery slip number in the document line.
Option 1: There is only one matching goods receipt line
If the workflow step was able to determine only one matching goods receipt line, the workflow step assigns this goods receipt line to the document line.
Option 2: There is no matching goods receipt line
If the workflow step could not determine a suitable goods receipt line, the workflow step continues to wait for goods receipts. The next iteration of the workflow step Wait for goods receipt searches again for matching goods receipt lines.
Option 3: There is more than one matching goods receipt line
If several goods receipt lines are eligible for the document line, the workflow step cannot decide which goods receipt line should be assigned. The workflow step Wait for goods receipt is exited using the configured Reject action. A Problem event is then created.
If the workflow step was able to successfully assign a goods receipt line to each document line with a referenced PO line item or, if the assignment of a goods receipt line is not mandatory, a sufficiently high quantity was received for the order item, the workflow step Wait for goods receipt is exited using the configured Confirm action.
Problems processing the workflow step "Wait for goods receipt"
If problems occur during processing of the workflow step Wait for goods receipt, users can view the problems in another workflow step with user interaction in a dedicated tab.
The following problems can occur when processing the workflow step Wait for goods receipt.
Problem | Cause |
|---|---|
No PO number found on the document | The document should wait for goods receipt. Processing did not find a PO number on the document. Therefore, the wait was ended. |
No document line with reference to a PO found | The document should wait for goods receipt. Although there is a PO number on the document, processing has not found a document line that references a PO. Therefore, the wait was ended. |
Waiting period expired | The document was waiting for goods receipt. During the waiting period, processing did not record sufficient goods receipts. Therefore, the wait was ended. |
Various possible delivery slip assignments found | Processing found several possible delivery slip assignments for the lines on the document. Therefore, the wait was ended. |