Invoice statuses - ABBYY Documentation

This feature must be enabled by the Administrator. Otherwise, the Invoice Status column remains empty and no status or status description is displayed in the data form.

Statuses are assigned to invoices based on rule checks or manual checks performed by operators. Statuses are displayed in the Invoice Status column in the document list.

Rule checks affect the status of invoices only when they are processed within the Invoice Processing (EU) project. For more information, see Rules and the status of invoices in the Invoice Processing (EU) project below.

Status	Description
Valid	Rule checks completed successfully; the invoice is ready for export.
Exception	The invoice requires verification.
Rejected	The invoice does not comply with legislation (necessary data could not be found, is missing, or was recognized incorrectly). Specify this data manually or process the invoice another way (for example, return it to the vendor).

The status of an invoice is determined automatically by validation rules. When errors have been corrected, rule checks run again and a new status is automatically assigned. For more information, see Available rules. If an invoice contains errors that could not be corrected and has a status other than Valid, the operator must confirm the status. Such invoices are exported separately from the correctly completed invoices (as specified by the Administrator). You can also set a status manually. For example, to let the program export invoices that do not satisfy some of the rules, the operator can change their status to Valid. Similarly, an invoice that satisfies all of the rules but should not be exported must be changed manually to Rejected or Exception.

Change the status of an invoice

The current status of an invoice and a description of the rule used to determine it are displayed at the top of the data form. The reason for a manual status change may also be displayed there.

Open the status list

Click the

button to the right of the status.

Select a status

Select the status you want to assign.

Select a reason

Select the reason for the manual status change, or type your own (unless custom reasons have been forbidden by the Administrator).

Rules and the status of invoices in the Invoice Processing (EU) project

Business Unit

Rule	Description	Effect on invoice status
Information about business units must be added to database	Checks whether a new business unit that was found on the image and saved to the BU data set has been added to the database.	Rejected
Business Unit’s address is required	Checks that the `BU\Street` field is not empty.	Rejected
Business Unit’s name is required	Checks that the `BU\Name` field is not empty.	Rejected
Business Unit’s VATID is required	Checks that the `BU\VATID` field is not empty. Applied to all supported countries except Switzerland.	Rejected
Business Unit must be found in database	Checks whether the business unit found on the invoice image is in the BU data set.	Rejected
Business Unit’s Country is required	Checks that the `BU\Country` field is not empty.	Rejected
Check tax rates on national invoices	Checks that the applied tax rates are correct for invoices from the same country. The possible tax rates and their validity periods are known for each country.	Rejected
Check tax rates field on international invoices	Checks that the applied tax rates are correct for international invoices. The possible tax rates and their validity periods are known for each country.	Exception

Vendor

Rule	Description	Effect on invoice status
Vendor address is required	Checks that the `Vendor\Street` field is not empty.	Rejected
Vendor name is required	Checks that the `Vendor\Name` field is not empty.	Rejected
Vendor VATID is required	Checks that the `Vendor\VATID` field is not empty. Applied to all supported countries except Switzerland.	Rejected
Vendor must be found in database	Checks whether the vendor found on the invoice image is in the vendor data set.	Exception
Vendor details must be added to database	Checks whether a new vendor that was found on the image and saved to the vendor data set has been added to the database.	Exception
Vendor’s bank details are required	Checks whether IBAN, Bank code, and Bank Account correspond to values in the vendor data set.	No effect
Check vendor’s bank details against database	Checks that the vendor’s bank details detected on the invoice image are the same as those in the Vendor data set.	No effect

Invoice Header Data

Rule	Description	Effect on invoice status
Invoice number is required	Checks that the Invoice Number field is not empty. Applied to all supported countries except Switzerland.	Rejected
Invoice date is required	Checks that the Invoice Date field is not empty.	Rejected
Delivery date is required	Checks that the Delivery Date field is not empty. Has no effect if Delivery Date Indicator is set.	Rejected
Delivery date must be earlier than Invoice date	Checks that the delivery date is on or before the invoice date.	Exception
Delivery date must not be earlier than a year ago	Checks that the delivery date is within the last 360 days.	Exception
Check currency value	Checks that the currency is one of the currencies specified for the project.	Rejected

Amounts

Rule	Description	Effect on invoice status
Total is a required field	Checks that the Total field is not empty.	Rejected
Amount check	Checks whether Net Amount + Tax Amount = Total. If additional costs or discounts are detected, checks whether Net Amount + Tax Amount + Additional Costs − Discount Amount = Total.	Exception
Tax Rate field must not be empty	If Net Amount or Tax Amount is not empty, the respective Tax Rate must not be empty.	Rejected
If tax rate is detected, pre-tax amount is required	For each tax rate found, checks that the respective Net Amount and Tax Amount are not empty and that Tax Amount = (Tax Rate / 100) × Net Amount.	Rejected
If tax rate is found, tax amount is required	Checks that for each detected tax rate, the respective Tax Amount is not empty. Applied only to invoices from Germany.	Rejected
Total Tax is required field	Checks that the `Amounts\Total Tax Amount` field is not empty. Applied to all supported countries except Germany.	Rejected
Check Tax field	Checks that for each detected tax rate, the respective Tax Amount is correct for the respective Net Amount and Tax Rate (that is, Tax Amount = Net Amount × Tax Rate).	Exception
Check Total Tax field	Checks that Total Tax Amount = Tax Amount 1 + Tax Amount 2. Applied to all supported countries except Germany and Great Britain.	Exception
Check Net Total field	Checks that Total Net Amount = Net Amount 0 + Net Amount 1 + Net Amount 2. If the Total Net Amount field is empty, this rule fills it in according to the calculation.	Exception
Check Total field if total tax amount is required	Checks that the sum of the detected net amount, tax amount, and additional costs equals Total. Applied to all countries except Germany.	Exception
Check Total field if total tax amount is optional	Checks that the sum of each found net amount, tax amount, and additional costs equals Total. Applied to invoices from Germany.	Exception
Verify net total against order items	Checks the sum of the values in the TotalPriceNetto column of the LineItems table against the invoice amount before taxes (TotalNetAmount).	No effect

Purchase Order

Rule	Description	Effect on invoice status
Check invoice line items count against order items count	Checks whether the number of line items in an invoice equals the number of line items in the corresponding purchase order.	No effect
Check purchase order number and amount	Checks whether the order number and amount captured from an invoice correspond to the orders in the PurchaseOrders data set.	Rejected
Check if invoice line items are matched with unique order items	Checks whether multiple invoice line items are associated with the same purchase order line item.	Rejected

Line Items

Rule	Description	Effect on invoice status
Check item amount	For each invoice item, checks that Quantity × UnitPrice equals TotalPriceNetto for the item after DiscountPercentage is applied.	No effect
Match invoice line item with order item	Checks that each invoice line item has a corresponding item in the PurchaseOrderItems data set.	Rejected
Check LineItems currency value	Checks that the line item’s currency is one of the currencies specified for the project.	Rejected
Price per unit is required	Checks that the Unit Price column is not empty.	Exception
Line level Total is required	Checks that the Total Price Netto field is not empty.	Exception
Quantity is required	Checks that the Quantity column is not empty.	Exception
Check GL Code	Checks whether the field value is in the GLCodes data set. Also used to make a list of suggestions for stations.	No effect
Check cost center	Checks whether the VendorId, the associated BUId, and the associated `LineItems/CostCenter` field are present in the CostCenters data set. Also used to make a list of suggestions for stations.	No effect

​Change the status of an invoice

​Rules and the status of invoices in the Invoice Processing (EU) project

​Business Unit

​Vendor

​Invoice Header Data

​Amounts

​Purchase Order

​Line Items

Change the status of an invoice

Rules and the status of invoices in the Invoice Processing (EU) project

Business Unit

Vendor

Invoice Header Data

Amounts

Purchase Order

Line Items