Validation of transactions

Validation of transactions

General information about the validation of transactions

This manual describes the different validation options in ERPLY Books. Use validation when:

  • You need to add specific projects for each of the transactions and you need to check if all the transactions have all the needed parameters.
  • You need to send transactions to some outer system, that is integrated with ERPLY Books. In order to do that, transactions must be connected with projects and other parameters.

Settings

Rules for validation process:

  • There’s an address that matches with the transactions:
    • There’s a rule, where account is missing or the account matches with the transaction’s account and transaction is connected to project group “A”.
    • There’s a rule, where account is missing or the account matches with the transaction’s account and transaction is connected to project group “A”, “B”.
    • There’s a rule, where account is missing or the account matches with the transaction’s account and transaction is connected to project group “A”, “B”, “C”
    • There’s a rule, where account is missing or the account matches with the transaction’s account and transaction is connected to project group “A”, “B”, “C”, “D”
    • There’s a rule, where account is missing or the account matches with the transaction’s account and transaction is connected to project group “A”, “B”, “C”, “D”, “E”
    • There’s a rule, where account is missing or the account matches with the transaction’s account and transaction is connected to project group “A”, “B”, “C”, “D”, “E”, “F”
    • There’s a rule, where account is missing or the account matches with the transaction’s account and transaction is connected to project group “A”, “B”, “C”, “D”, “E”, “F”, “G”
  • Rules for the account:
    • If there is account X, then there must be a project group A (you can add as much rules as you need, for one account)
    • Excluding a project group from specific account
    • If you have added account X, then don’t add project group A
    • If account’s name starts with letters X, then don’t add project group A (in order to add project group A for expense accounts and expense accounts starts with number 6, add 5 rows of rules, where X value is 1, 2, 3, 4, 5.

Set up:

  • In order to use invoice confirmation, go to “Settings” > “Configuration” and make a tick that you want to use the invoice approval. Then add a tick in front of “use transaction confirmation”.
  • In order to set up the addresses, type into search box “validation addresses for transactions” and add the needed rows.
  • For account rules, search “Summary report account rules”. Add one rule for one account.

 

Transaction statuses

You can track the statuses manually in “Accounting” > “Transactions”. There is a specific filter for searching statuses.

Statuses, that the program sets autmatically:

  • Not confirmed – transaction have not been sent to outer system yet or validated
  • Confirmed – transaction have not been sent to outer system yet, but it’s validated
  • Locked – Transaction has been sent to outer system

The process of validating transactions

Process:

  • Every transaction, that you create, has default status “Not Confirmed”.
  • Every night the system checks if there are not confirmed transactions and tries to confirm these according to rules.
  • If you have made settings for sending the transaction into outer system, then the system sends transactions into outer system.

Confirming transactions automatically:

  • System tries to confirm every transaction
  • Transaction is valid when every transaction row is valid.
  • When validating the email is unsuccessful, then you will receive an email about it.

NB: The rules here don’t rule out the option of changing the status manually. You can open transaction and change the status manually.

Sending the transaction to outer system or making the summary report manually

In order to set up sending transactions to outer system automatically, contact with our customer support support@erplybooks.com. ERPLY Books has integrations with SAP, Xero and Sage.

These integrations need rules. For example, invoices are sent to Xero automatically, therefore, before using these integrations, contact us for consultation.

Downloading the report manually

If you want to send summary reports to outer system, then you can download CSV.

You can add the following information:

  • All transactions with project groups
  • All the summary transactions with project groups

You can download this data from transacton module (“Accounting” > “Transactions”). You can select both options in transactions module (“Accounting “ > “Transactions”).

For printing out the summary report, you need to determine, in what order the data is and what is the structure. Type “Summary report” in dash board search box. Addrows in the needed order.

Possible fields:

  • Project groups
  • Customer
  • Account number
  • Account name
  • VAT code
  • The name of the VAT
  • Organisation’s registration code