New Template Setup

• If document header, comments section, the Template No. field are all blank it means a template hasn’t been setup for this vendor yet

• Click Process > Recognize Fields

• This will rescan the invoice and ask you which master template you want to use

• You have five options
  • PURCHASE PO UPDATE – if the invoice has a Purchase Order Number and you want it to match it
  • PURCHASE-GB – If the invoice has no PO, no approval and is just simple g/l code
  • PURCHASE-INVAPRV – Invoices without a PO that are sent for approval, no default approver is set
    • You can add a default approver after
• Select the one you wish to use and click ok
• The system will try it’s best to find all the data on the invoice
• If the data is not on the invoice, you can always manually enter it (Park code for instance)

Making Adjustments

• To adjust the data search, click the field that is incorrect in the Document Header
  • Right click and drag over a word in the document window, to assign a word to search for to that field. This tells the system where to anchor the field
    • Right click box should turn orange and highlight the word
  • Left click over the data you want to assign to the field
    • Left click box should turn blue. Make the box as big as you think future information will be

Why does the purchase order blue data box overlap the text?

• This is done if the company continually forgets to include the PO part of the order number

• Click the three dots on the Our Order No. field to access the translation

• From there something like the overlapped text will be translated to PO usually

• The translations work from the top down

   

Field (maybe park or description) is only reading one line

• Open field settings by clicking … next to field name
• Turn on Multiline

How to set a default approval contact in Our Contact

• Click the three dots … next to the our contact field on the Continia template

• In the formula field, type the purchaser code of the user you with to set as default
  • You can also find some pre-set defaults, from the document journal page in Translations > Salespeople/Purchasers

• Click OK

Adjust VAT on Invoice Approval Templates (No PO)

If your template is only being used to send the invoice for approval (and not for matching against a purchase order), you can control which VAT code is applied to the amounts by adjusting the template’s VAT settings.

To change the VAT code used for the net amounts field:

• In the Top Ribbon go to Template > Accounts for Amounts

• Open the relevant Invoice Approval Template.

• Go to Template > Accounts for Amounts.

• In this window, select the G/L account you want to update.

• Change the VAT Prod. Posting Group or VAT Bus. Posting Group as required.

Note: If your template contains multiple net amount fields, you will see multiple lines in this window. Each line represents one amount field and can have its own G/L account and VAT settings.

Note: If the Account No. is changed you will have to update the VAT Prod. Posting Group again