The possibility to ‘Approve All’ and ‘Reject All’ is now available in Step 2
When you are reviewing the invoice scans in Step 2, you now have the option to “Approve All” or “Reject All”. More time efficient since you can now take bulk actions over a batch.
New columns are available on the approve invoices overview page
We are providing approvers with better visibility on the invoice they need to approve. Now they can see and filter the newly added columns:
- “Edit date”: the last time the invoice was edited
- “Balance type”: they can see whether the document is a credit or debit document
- “Purchase order”: purchase order number
Urgency indicators are now visible for document priorities
We have enabled the transmission of document urgency indicators to the corresponding client’s ERP system. As a result, once the invoice is exported, we provide enhanced visibility regarding the document’s priority for the subsequent steps of the process.
New multi-selection option is available on the “All invoices” overview page
Now someone managing several suppliers can select multiple suppliers and proceed with different invoices from these suppliers. Before agents had to select the suppliers one by one, which was time-consuming. With this release, we keep adding options for better organization of the work and distribution of the tasks.
Newly created tags are available to only particular users
A new user right was added that, when disabled, will block access to invoices without any tags assigned to them. This provides more control about who can access invoices based on tag visibilities.
New way of processing invoices without GRN
Now a user is able to add “empty goods receipt line” for prepaid invoices where GRN is missing.
This feature is useful in cases where there is no good receipt, but a good receipt is mandatory to process an invoice. In such a scenario, you need an empty goods receipt line to send the invoice into the workflow.
With this function, you can manually add a non-defined goods receipt line and trigger the workflow. The result is that the AP agent does not see this invoice in his worklist of invoices until a good receipt has been performed. Depending on the setup, the invoice will return to AP or proceed further into the workflow.
New settings in “Ask for advice flow”
We have made it easier for individuals seeking advice to select the appropriate advisor. Previously, when seeking advice, users would have encountered a list of all available users in the system. With this update, users will now see a filtered view that only displays those individuals to whom they have the relevant rights to access/ are relevant to them. This streamlined view facilitates the selection of the correct advisor and prevents unnecessary exposure to irrelevant information.
Enhanced options for managing user rights and permissions are now available.
Users can be granted the ability to view invoices without tags by selecting the “May view invoices without any tags” option. This new option can be found in the settings.
Introducing the capability to interface specific OCR keywords
We can now integrate recognition keywords, aiding in direct vendor or company code identification, into a dedicated API. This proves beneficial when certain key attributes, stored in a separate source, enhance recognition accuracy. Cevinio will be automatically updated with this information.
Reject PDF invoices in format A3 and bigger
A new system validation check will help to identify PDFs in format A3 or bigger. As a result, Cevinio will reject such invoices.
Now aggregation based on specific criteria
Possibility to aggregate specific invoice lines from an Invoice, based on specific criteria. Before we only had aggregation in the heather based on VAT%. Now we don’t only do that but look at other criteria to group invoices. If there is a distinction, we can group with those invoice lines. As a result of this added flexibility, booking your invoices lines in our system becomes easier.
Failed PDFs will not be considered a failure
There have been multiple reasons for PDFs to get stuck, including big pages among other reasons. In order to avoid this happens we have activated some mechanisms that will ensure the invoice is visible in our system so you can take the needed actions. That way we make sure you do not miss any invoices.
PDF page size validation
New validation for incoming PDF files, if bigger than A3 to improve visibility of rejected files.
Before this upgrade the A3 file would get stuck in the system. Now we are preventing this from happening by rejecting them. When a file is rejected, you will receive an optional notification via email and see the file in “imported files history”.
Recognition improvement based on Cevinio’s system analysis of previous values
Before, our system couldn’t predict values of the GL account, cost center, project, and some dimension values. While we could do it for some fields e.g., invoice number, invoice date, etc. Now, Cevinio’s system can propose a value for: GL Account number, Cost center code, Project code and dimension values. This upgrade will reduce the time it takes certain users to select the right value one by one