Incoming documents
Version: v2.0
Incoming validations
In this section, you will find a more-in-depth explanation on how incoming documents are handled in Extractional.
Different states
| State | Meaning | Responsible for the action |
|---|---|---|
| Reveived | Document just entered teh system and no verification have been done to it | Email automation or user inserting a new document |
Verified |
Document has been verified by the respective responsible | Typically the project manager |
Payment advised |
Document has been sent for payment | Project manager or department responsible |
Paid |
Document has been been payed | Accounting department |
Rejected |
Invoice has been refused internally | all the above |
Specific functionalities about incoming documents
Sending an invoice back to the provider
Extractional provides a feature allowing users to easily send an invoice back to the respective provider when the invoice is not accepted by the company.
Warning
This feature only works when the Smtp configuration has been correctly set. You can find more information in the following section
How to send an email back to the supplier
In order to trigger this action for a specific validation, you will select it in the context for the respective validation:
After triggering the action, a pop-up page will be visible in your system where a template email message will be generated. You will be able to change whatever you would need to and, once you are ready to send the message, you simply need to click on the Send button.
Once the document has been sent to the supplier back, the invoice state will be set back to rejected.
Typical workflow
On the following page, you may find typical workflows that have been used by our customers with incoming documents. These should help you organizational wise on how to take the most advantage of the system, but should not be referred as rules within the system.
