Do you have recurring monthly invoices that you do not want to authorize again and again? For example, invoices with a low amount, fixed costs or from a supplier with an annual contract? From now on you can exclude these invoices from the mandatory authorization workflow. As a result, they are immediately forwarded to the accounting package. This makes work easier there faster.
📌 Please note! The exceptions can only be set with a mandatory authorization workflow after booking.
Are you not yet using the Basecone authorization workflow? Start first with setting an mandatory workflow. This article describes in detail what you need to do to set it up properly.
Purchase and sales invoices
It is possible to make exceptions to both purchase invoices and sales invoices. In the case of purchasing, you can opt for the exception based on amount and / or supplier. In the case of sales invoices, you can only make an exception based on amount.
If you work with multiple exceptions, Basecone will choose the exception based on ranking. In that case, this is the order: Supplier + Amount, Supplier, Amount. In the overview where you create the exceptions you will also see the exceptions in this order.
A maximum of 25 exceptions per administration has been set.
📌Note! Exceptions overwrite existing workflows and authorization filters.
Where do you set the exceptions?
To create exceptions you need the role of Super user, Authorisation administrator, Accountant or SME Accountant.
1. Go to administration settings
Settings > Companies > Actions (edit) > 'Workflow' tab > 'Specifications' tab. Exceptions only apply when authorization is required after booking.
2. Create a new exception
Click on Add. You will see a window on the right side of your screen where you can create the exception. There are 3 consecutive steps to complete. Fill in:
⦁ Name (maximum 25 characters) and Description
⦁ Document Type (INK or VRK)
⦁ What condition (s) do you want to set?
3. Set conditions
It is possible to set one or more conditions. In that case Basecone will apply the following hierarchy: Supplier + Amount, Supplier, Amount.
Modifying existing exceptions
You can edit an existing exception by clicking on the Pen. Then the same screen as when creating a new exception appears.
Remove existing exceptions
You can delete a created exception by clicking on the Recycle Bin.