What does the automatic posting of invoices mean?
In Basecone, this new functionality allows you to automatically post invoices into the connected accounting system. The automatic posting is based on preset conditions in Basecone, the automation rules.
This article describes how to set up and enable automatic posting.
Please be aware that this functionality is only available for companies using the following accounting systems: Twinfield (Dutch license), Exact Online (Dutch license), Boekhoudgemak & Multivers, AccountViewVisma en Snelstart.
How does automatic posting work?
Automatic posting can be set up per administration. Within the administration, you can set for each supplier whether the invoices should be posted automatically. This can be done by creating automation rules. If no automation rules are created for a supplier, the invoice will not be posted automatically.
After 'tagging' a document it will be checked if all required fields on the invoice are recognized, and if regular posting rules are set. If so, the invoice will get a green status in the validation overview. For these invoices, it will be checked if automation rules are present and if the invoice falls within the set conditions of that posting rule. If so, the invoice will be posted and disappears from the validation overview. Processing the invoice takes about 2 minutes and the validation overview will not refresh automatically.
Should it fail to post an invoice, the invoice will remain in the validation overview so that it can be posted from the validation overview. The posted invoices can be found in the archive by filtering on the user that is set as automation user.
Only users with the role Superuser can create the settings to automatically post. Log in with this user to continue or create a user with this role, or add a role to your existing user.
In order to perform automatic posting, it is necessary to assign a Basecone user that will be used to perform the posting. To do this, create a new user. It is recommended to give the user a recognizable name so it is clear that this is a user used for automatic posting, for example "Auto Poster".
To create a new user go to Settings -> Users-> Add User(s) or you can read this article. In order to post, it is necessary for this user to have the role "Accountant".
This user needs to be connected to a user in the accounting system to post invoices, learn here how to set this up.
Now go to Settings -> Office -> Accounting System -> (click on the edit icon behind the correct accounting system). In this screen, under Automatic User, select the user you just created and save the change.
Activating automatic posting
This functionality can be enabled per administration. Go to Settings -> Administrations -> (click on the edit icon behind the correct administration) -> Settings. Set the Enable automatic posting switch to Yes and save the changes. This is only possible if, as described above, an "automation user" has been set up.
Setting up automation rules
From the main menu, go to Automation. Select the appropriate administration in the top right corner. In this overview, you will see all active automation rules (conditions) for this administration. If the automatic posting feature is turned off, it is possible to create rules in advance, but they will not be executed.
Click + Add new to add a new posting line. Select a supplier for which you want to create the posting rule. You will now see the already saved posting rules for this supplier. These are required for automatic posting. So if they do not exist yet, create them first for this supplier. In this article, you can read how to save posting rules per supplier. Click on Next to go to the next step.
Now define the conditions when an invoice from this supplier may be posted automatically. At the document type, it is possible to have all document types (UBL and PDF, scans) posted automatically or only UBL files. It is also possible to set a maximum invoice amount. This is the amount excluding VAT, and the currency on the invoice is not taken into account. Click on Save to save the rule.
Attention: If you create a rule for all documents and all possible amounts, all invoices from this supplier will be posted automatically.
In the overview, you will now see the posting rule appear. It is possible to create multiple posting rules per supplier. In that case, the posting is made automatically if the invoice corresponds to at least one posting line. In this overview, it is also possible to edit or delete posting rules.
Note: At the moment, only invoices that have been added after the posting rule has been set are automatically posted. Therefore, it is not possible to retroactively apply a posting rule to existing documents.
In the archive, it is possible to check which invoices have been posted automatically. Go to Archive on the left side of the menu, and use the filter on the left side of the archive to filter on the Posted by. Here, select the user set as automation user so that only these postings will be visible.