Frequently asked questions about the digital inbox

Can I import an attached file from an email directly into the Digital Inbox?
Yes. Simply drag the file from the e-mail attachment to Drag and drop into your digital inbox.

Can I send a file from the digital inbox directly as an e-mail or save it as a file?
No, this is currently not possible directly from the digital inbox. Our recommendation: put one in your digital inbox for the document resubmission on. Switch to your resubmission and use the functions of the construction file there.

Can I define a digital receipt stamp?
Yes. Use for designing your digital stamp the text variable [RECEIPT DATE].

Can the recognized address data from an invoice be used to create a new supplier address?
Yes. The recognized address data are automatically in the entry fields for the Creating a new address pre-assigned.

Is there a function with which an incoming invoice is automatically displayed to several site managers for verification?
Yes. Put in the Workflow definitions for the processing step Examination the text variable for the mailbox [Construction manager] a. The task is then automatically displayed to the affected employees one after the other for processing. This means that an invoice, for example, is only posted after it has been checked by all site managers.

What can I do if the data on the incoming invoices from a supplier is not recognized correctly?
Depending on the structure of the invoice, it may happen that the field recognition does not recognize all the data correctly. If possible, ask your supplier to send you the invoice in future E-bill to issue. E-invoices contain the invoice data in XML format, which is read out during import and can be clearly assigned to the data fields.

What is the best way to deal with gross invoices?
The field recognition cannot distinguish whether the prices of the invoice items shown on the invoice are gross or net prices. The prices are always in the fields EP (net) and Net amount) imported and initially valued as net prices. This means that the program will first determine an open amount. You can simply have the program convert the prices at the touch of a button. To do this, open the tab split bill, put the focus in the box Net amount) (not in the table) and press the key F6. The entered amount is converted to the net amount using the assigned tax rate. Do this for each line item in the invoice, one at a time.

Where does the payment target, discount period and discount percentage data that is preset for invoice entry come from and what is it used for?
The data are derived from the values ​​of the Terms of paymentthat are in the Contractor master data of the supplier is stored, and the date of receipt determined from the invoice. The data is stored in the invoice data record and in the Payment preparation displayed.

What should be considered when entering a credit note?
in The Field Status first define that it is a credit:
a) GS (clearing) = Credit for offsetting against a subsequent incoming invoice from the supplier
b) GS (Payment) = Credit for offsetting against a subsequent receipt of payment from the supplier
The amount in the field Invoice amount must be recorded for credits with a negative sign.

I do not want to allow cross-business area invoice entry, but want to change the business area when entering invoices for the equipment construction site or warehouse construction site. Is the?
Yes. Is for the program parameter 80.30.50 GB-comprehensive billing the value 2 (do not allow) is set, the selection is made in the digital inbox business not displayed by default. Exception: Is in the field LV If the equipment construction site or the storage construction site is selected, the selection of the business area is available. Caution: No invoice items for other construction sites can then be recorded for this invoice. To do this, import the invoice again and create a second invoice data record.

How do I record the old parts tax on a workshop invoice?
Add a new invoice line to the table of recognized invoice items, enter the service description and the amount of the old part tax. Set the tax rate to 0,00% on this invoice line and select your sales tax account for cores.

Can I assign delivery note bookings to an invoice if the construction site is not known?
Yes. Open the tab Assign delivery notes. All of the supplier's open delivery note bookings are displayed in the right-hand column and can be assigned. Selecting one or more construction sites limits the number of delivery note bookings displayed and may make the selection easier. You can find a detailed description of all functions for the delivery note comparison here.