Do you still spend time tagging invoices? From now on, this is no longer necessary. In the automation module, there are two options for automatic tagging, which you need to enable per company.
"Tag when a relation is recognised"
Invoices will be automatically tagged when:
a unique match can be found based on the saved supplier/customer data in Basecone. See this article how that works.
the document has only one page.
Invoices do not get automatically tagged when:
the relation exists as a creditor and debtor in Basecone, with the same master data.
the document has more than 1 page.
these documents will be visible in the Workloadmatrix
"Tag all documents as purchase [PNV]"
all invoices will be tagged as purchase, without page limit.
do a small part of the documents need to be tagged differently, merged or split? Then, the setting is still interesting. Via the validation overview you can sort, then select up to 10 documents at the same time and reject them together. This way, these documents go to the column "To tag" in the workload matrix.
📌 The UBL-documents can only be automatically tagged when the VAT-number and CoC-number of the company are saved in the settings in the accounting system.
📌Activate the accountant or accountant SME user role to gain access to the company settings.
Where can I activate the setting?
Go to Automation > Automatic tagging
How does it work?
Only documents submitted via email and via the upload & tag screen will be automatically tagged.
Do you submit invoices via the Basecone app? Then go to the settings in the app and set the invoices to be sent as INK tagged by default.
With uploading invoices by mail, using the label [PNV] or [SLS] in the subject line takes precedence over the above settings and will directly tag the attached invoices.
📌Be aware for the following:
If you use authorization before posting, this setting cannot be used.
If you work with automatic posting, make sure that you hand in the documents correctly and not include multiple invoices in one document.
Fully automatic processing of your invoices
Now that the invoices are tagged directly via the administration setting "Tag all documents as purchase [PNV]" or via the label [SLS] via email, you can go directly to the validation overview to book invoices in bulk.
The better the recognition of relations and the better the booking rules are stored, the more you will see the Ready to book-status.
If you no longer need to adjust anything for these invoices in the booking screen, you can also have these invoices booked automatically by adding an automatic booking condition under Automation. You do this per administration and per supplier/customer, for the amount you want. Read more about this in our article about automatic posting.
In short: by activating the standard tag setting PNV (or by emailing invoices with [SLS] in the subject line) and adding an automatic booking condition for the relevant relation, these invoices will be sent fully automatically by Basecone to the accounting package.