To export data to your accounting software without errors, we recommend having Validations active in wflow. Wflow will automatically detect problems, saving you time and energy correcting errors in your accounting software.
In this article you will learn about:
Setting up validations
Types of validations
Validation attributes
Displaying validations
Validations on items
Setting up validations
Validation settings can be set by the Administrator in the Settings > Customization > Fields settings and Validations section and for each Document Type separately.
Validation types in wflow
By default, Validations are set to “Warning”, which allows the export to the accounting software. You can enhance the check by setting it to the “Error” level. With this setting, the transfer to the ERP will not go through.
Warning:
yellow triangle icon with "!"
in the document detail, the Warning tab is shown in yellow
does not block saving the document
does not block sending to ERP
Error:
red circle icon with "!"
in the document detail, the Errors tab is shown in red
blocks saving the document
blocks sending to ERP - in wflow it is displayed as "Pending sending to ERP"
Validation atributes
The document is a duplicate - documents are marked as duplicates if the number, variable symbol, amount, and IČ/DIČ fields match and are filled in. You can edit the fields for the duplicate check by clicking on the gear icon.
The partner is an unreliable VAT payer - you need to have the Partner's VAT number filled in. An unreliable VAT payer is identified in the national register of VAT payers registered in the Czech Republic, which is published on the website of the Czech Ministry of Finance.
Filling in mandatory ERP fields - If you have set certain fields as mandatory in "Field settings for ERP", this option will check whether the mandatory field is filled in.
Disagrees Total amount compared to VAT recapitulation - Checks the consistency of the sum of the amounts in the VAT recap and the total amount. The validation takes rounding into account. You can set the difference tolerance for this validation using the gear icon.
Disagrees Item lines compared to VAT recapitulation - Checks the consistency of the sum of the amounts in the VAT recap and the sum of the amounts in the items. You can set the difference tolerance for this validation using the gear icon.
Error in VAT calculation - Checks that the tax base matches the calculated VAT. You can set the difference tolerance for this validation using the gear icon.
Unknown VAT rates - Validates whether the VAT rates match against the standard rates (based on the organisation's VAT number).
Date is out of normal range - Checks date fields (UZP Date, Issue Date, Receipt Date, Case Date and Due Date). Tolerance from today's date +/- 5 years.
Document does not belong to your organization - Checks, based on the company ID in the organization profile, whether the document is intended for your organization.
Item line amounts do not match - Validates the calculation in the item line, Total amount, VAT amount, quantity, count, price per unit. You can set the difference tolerance for this validation using the cogwheel icon.
Account number does not match partner record - Compares the extracted/read account number with the number listed in the partner directory.
IBAN and account number do not match - Checks if the extracted/read account number corresponds to the extracted/read IBAN.
Displaying validations
View in Overview
If you want to display information and the number of errors or warnings on the Overview, add the Validation collumn to your Columns.
Depending on whether you have an error, a warning, or both on a document, the corresponding icon or a combination of two icons will be displayed. When you hover over the icon, the number of errors/warnings will be displayed.
View validations in Document detail
For Validations, there is a column in the Document Detail that can be shown or hidden, similar to Events, Comments and Items.
Each validation flaw has a separate box (tab) that displays the name of the flaw, a description of the flaw, a Resolve icon, and the appropriate coloring. Based on this, the corresponding boxes are also colored the same color. To quickly and easily edit the field, just click on "Resolve". After the correct editing, the error box will disappear.
Each validation defect has a separate box (tab) that displays the error name, error description, an icon with the description "Resolve", and the corresponding coloring. Based on this, the relevant fields are also colored with the same color. For a quick and easy edit of the field, just click on "Resolve". After the correct adjustment, the error box will disappear.
Using filters concerning validations
Filters can be applied to Validation status. If you check both options, documents that contain both warnings and errors will be filtered out.
Validating Items
Validation can also be set at the item level.
If the user has set the Item field as active, he can then set a requirement to fill it in.
Example of use:
The user has set the accounting field Activity to be visible on both the header and the items.
The user has set the filling obligation at the header or item level. This means that this field must be filled in either on the header or on the items.
This setting will also affect the column settings on the items:
If the accounting field on Items is set to off, this field will not be visible in the field configurations at all.
If the visibility is enabled and at the same time this field is set as mandatory only for Items, this field will be automatically set as active in the field configuration. This column can then be manually moved to the inactive fields.
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