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Validating invoices

Blue10 recognises the most important information in a document. After recognising the most important information, the document becomes available in the document splitter (Classify) or the validation screen (Validate). Want to know more about the document splitter? Read more about splitting documents in this blog.

In the validation screen, it is possible to validate and (depending on the functionalities offered by the accounting system) code an invoice document. Validation includes verifying the information recognised by the software. When a document is booked from Blue10 into the accounting system, it is required to code it. Coding includes entering the booking lines.

Follow the steps below to open the validate screen and validate a document:

  1. On the Dashboard, click Validate or open the Validate screen via Import > Validate. The page is structured as follows:
    1. On the left-hand side, all imported documents of the administration are sorted by document type. It is possible to filter the displayed documents on the basis of administration and  document type. With the arrow next to the number of documents, it is possible to re-sort the documents in the validation screen from new to old or vice versa;
    2. In the centre you will find the information of the document that is recognised by Blue10. Besides the accounting system-related fields, there are general fields. The header data can be widened using the three bullet points.
    3. On the right-hand side is the original document. With the magnifying glasses, it is possible to zoom in or out of the document. With the arrows it is possible to rotate the document  to the left or right. In addition, you can now make the document image fit the screen with one click;
    4. Depending on the accounting system, at the bottom of the document you will find the automatically generated code.
    Please note: Coding of posting lines is not applicable for users working with the accounting systems Navision and FinMaster.
  2. Go through the fields of the document header using the Tab key on the keyboard. Below is an explanation for the general fields;
    1. Administration: This contains the administration recognised by the system. Click the arrows to synchronise the (just created) master data and suppliers.
    2. Supplier: Here is the supplier recognised by the system. Click i for more information on Supplier.
    3. Invoice number: This is the invoice number recognised by the system. This field checks for duplicate invoices based on the combination of supplier and invoice number.
    4. Posting template: Posting templates make it possible to speed up and automate the encoding and booking of invoices. With a Posting template, it is possible to easily re-use frequently used codes and apply them by default. Want to know more? Read more here.
    5. Description: Enter the description of the invoice here.
    6. Invoice date: Here is the date recognised by Blue10 that appears on the invoice.
    7. Payment reference: Here is the payment reference recognised by the system that appears on the invoice.
    8. Currency/ Type: Based on the recognised currency, Blue10 fills in the amount and the VAT.
    9. Comment: Clicking on the speech bubble opens a text field that allows you to enter a comment during validation. The comment will later be visible under the History heading on the document detail page.
  3. Depending on the accounting system, after validating the header information, the coding of the coding lines will proceed. When there is a preference set for the relevant supplier in the accounting system, an automatic booking proposal will be shown. If there are no preferences set yet, there will be empty coding lines. Go through the coding lines and make sure there are no fields that are red-bordered and the coding is complete.
    1. Change data: Double-click in the first field of the first row to open the various options. In this case, the general ledger account.
    2. Add additional row: By using the Tab key it is possible to continue tabbing after the first row to create a new row. It is also possible to click on the + sign before the line.
    3. Delete row: Click on the – sign in front of the row to delete it.
  4. When all header information is filled and (if relevant) the encoding is complete, the checkmark next to the relevant document turns green. Click on Save to continue the document for further operation.
    Note: Does the checkmark remain orange? An orange checkmark means that the coding rules are not yet valid. In the encoding rules, check the fields that are outlined in red. For example, these fields have not yet been filled or have been filled incorrectly. Above the coding lines you can see which amount still has to be coded. When all amounts are entered correctly, the check mark turns green and the encoding lines are complete.

Tip: Is there any information that has not been recognised? Move the mouse into the field on the value of the invoice. The data will be filled automatically.

Do you have any questions? Please contact our Customer support. We are happy to help you!