2023-03-29 / Workflow Apps /
Invoice Storage Process 2023
A process for electronic storage of received invoices and receipts. This workflow is designed to adapt to the “Revision of the Electronic Book Law 2022” and “Start of Invoice 2023”. The recipient of the invoice registers the PDF invoice and the invoice amount in the received transaction data. The supervisor approves the registered invoices. The workflow platform saves the invoice file as digital data in various types of storage.
Workers (Number of swimlanes: 6)
  • Operator’s supervisor
    • Supervisor of the Procurement Officer. Approves the contents of the invoice (including electronic invoice).
  • Accounting Dept.
    • Accounting Department. Finalize invoices (including electronic invoices). Waiting for acceptance each time.
  • Operator (processor of step 1x)
    • Procurement Officer. The person who received the invoice or receipt or registered the invoice data. (The user specified in the User-type data “Operator”)
  • Operator
    • Procurement Officer. The person who received the invoice or receipt.
  • Electronic Transactions (Sales Department)
    • Procurement Officer. The person who verifies and registers the contents of the electronic invoice.
  • Electronic Transactions Processor (Development Department)
    • Procurement Officer. The person who verifies and registers the contents of the electronic invoice.
Workflow (Complexity of workflow diagram: 33)
  • 21a. Attachment + input date, amount, etc.
    • The procurement manager registers the contents of the invoice PDF (including other receipts, etc.)
  • 31b. Enter date, amount, etc.
    • The procurement officer (after forwarding the email with the invoice PDF attached) registers the contents of the invoice PDF.
  • 8 1c. Confirmation posting of dates, amounts, etc.
  • 18 1c. Confirmation posting of dates, amounts, etc.
  • 112. Recognition by supervisor
    • The procurement manager’s supervisor approves the request.
  • 193. Accounting Approval
    • The Accounting Department will perform a final review of the invoices (including other receipts, etc.) to be kept.
  • 264. Remittance Processing
    • The Accounting Department handles invoices that require transfer processing.
  • 139. Call-back
    • The procurement manager will re-register the contents of the invoice PDF (including other receipts, etc.)
  • 9From to Quser
    • The workflow platform references the string type “From” and sets the Quser type person in charge.
  • 30Backup to G-Drive
    • The workflow platform saves files to Google Drive.
  • 32parse Peppol
    • The workflow platform parses the incoming Peppol and sets the date/transaction amount/party name, etc.
  • 33parse Peppol
    • The workflow platform parses the incoming Peppol and sets the date/transaction amount/party name, etc.
  • 31Rename a file
    • The workflow platform adds “PID-Date-” to the Prefix of the file name.
  • 28Enter title to non-deletable area
    • The workflow platform writes the case title to the log (non-deletable area).
  • 34Automatically set receipt title
    • The workflow platform sets the Date/Transaction Amount/Franchisee Name as the title of the case.
Workflow Diagram (click to open)
Business process variables to be passed (number of data items: 24)
  • ▽ Payment Summary 0
  • Person in charge of payment q_Procurer 1*
    • ${processInstance.initQuserId}
  • Received invoice files (electronic or scanned image files) q_E_Invoice_File 2
  • File remarks information (e.g. why the file is missing) q_File_Remarks 3
  • ▽ Request to the accounting department along with the payment 4
  • Message to the accounting department q_Message_to_Accounting 5 *
  • Deadline for payment q_Bank_Deadline 6
  • Accounting Request Remarks q_q_Message_to_Accounting_Remarks 7
  • ▽ Description on the Qualified Invoice received 8
  • Official trade name of the invoicing company q_Corporate_Name 9 *
  • Billing company registration number q_Corporate_Number 10
  • Details of the transaction (e.g., name of product purchased) q_Transaction_Title 11
  • Date of Transaction q_Transaction_Date 12 *
  • Transaction amount (total including tax) q_Total 13 *
  • 10% eligible total (excluding tax in principle) q_Taxable10Total 14
  • 8% eligible total (excluding tax in principle) q_Taxable8Total 15
  • 10% consumption tax q_Tax10 16
  • 8% consumption tax q_Tax8 17
  • ▽ Accounting Entries 18
  • Accounting items q_JournalAccount 19
  • Journal remarks q_JournalAccount_Remarks 20
  • Transmission_Log 21
  • EmailFromAddress q_EmailFromAddress 22
  • EmailBody q_EmailBody 23

Field name, Num, Initial value

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Notes

  • Associate the processor settings with the organizational structure during import.
  • The “User to connect to Google Drive” setting for backup to G-Drive requires that you have app administration privileges and that the “Google Connections” setting in the “Account Settings” section is set to “Connected”.

Arrangement Tips

  • Script task “parse Peppol” should be scripted according to Peppol specifications

See also

  • Settings Required When Importing an Archive
  • Manual: M221: Auto Start Triggered by HTTP Request
  • Reference: R2300: Java Classes available in Script Task
  • Reference: R2301: Script Data Retrieving / Updating

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