In order to export data to the accounting software without errors, we recommend that you have Validation enabled in wflow. Wflow will automatically detect the issue and save you time and energy when correcting errors in the 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
By default, Validations are set as "Warning" which allows export to accounting software. You can tighten the check by setting it to "Error", then the document will not be exported.
Validation settings are made by the Administrator in the Settings (1); Customization (2); Fields settings and Validations (3) section and for each Document Type separately.
Validation types in wflow
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 - based on the number or the partner's VAT number.
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 recapiculation - Checks the consistency of the sum of the amounts in the VAT recap and the total amount. Validation takes into account rounding.
Disagrees Item lines compared to VAT recapiculation - Checks the consistency of the sum of the amounts in the VAT recap and the sum of the amounts in the items.
Error in VAT calculation - Checks that the tax base matches the calculated VAT. Tolerance +/- 1.
Unknown VAT rates - Validates whether the VAT rates match against the standard rates (taken based on the organisation's VAT number).
Date is out of normal range - Checks accounting date fields (Issue Date, Receipt Date, Case Date, Date of the taxable supply and Due Date). Tolerance from today's date +/- 5 years.
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 at once on your document, the appropriate icon, or a combination of the two icons, will be displayed. When you hover over the icon, you will see the number of errors/warnings.
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.
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 Idems
Validation can also be set at the item level.
If the user has set the Item field as active, he can then set the requirement to fill it in.
Example of use:
User has set the accounting field Activity visible on the header and on the items.
He 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. Manually this column will then be able to be moved to the inactive fields.
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