Documentation/Checking the document header
Checking the document header
This section covers the document's header: issuer, recipient, dates, numbers, net amounts, taxes and totals. The line detail is dealt with in the line items section.
How you know what needs checking
Extracting and checking happen on their own. The outcome shows in each document's status, and that is the only signal that something needs putting right and what it is. Only the documents whose status says so need you; the rest need no editing at all.
| Status | What it is saying about the header |
|---|---|
| Validations correct | Nothing to check. It can be approved without opening it. |
| Review totals | Net plus taxes does not come to the total. |
| Review VAT | The tax breakdown does not come to the tax total. |
| Missing relevant fields | Required data is missing; it is highlighted on the record. |
| Duplicate document found | There is another record with identical values. |
| Document is a credit note | Check the sign on the amounts. |
The full list of statuses, including the ones about the lines and about where the document has got to, is in Document statuses. How to go about checking is in What to check before approving.
A review status warns you; it does not block anything. A document can be approved with the warning showing: some invoices do not add up because that is how the issuer raised them. Checking against the original document is what settles it.
Correction rules
Some corrections go further than the document in front of you: the system keeps them as a rule and applies them to that supplier's later documents. Correcting the issuer is one of those.
The effect builds up: the amount of checking falls away as the rules for your regular suppliers get settled.
Pages in this section
How Dijit reads a document
The four stages, what the accuracy depends on, and what it learns from your history.
What to check before approving
What to look at for each status, and the four things always worth a glance.
The header: every field
A full reference to the fields, block by block.
Issuer and recipient
Who is who, why they get muddled, and how to settle it for good.
Correcting the supplier
The issuer correction rule, its fields, how far it reaches and where it stops.
The dates
The four dates on a document and which one matters when.
The numbers
Document, order and delivery note, and their part in a duplicate warning.
The amounts
Net, taxes and total, the three checks and why things fail to add up.
VAT, withholding tax and deductions
Several rates, exempt transactions, and what adds to the total and what comes off it.
Equivalence surcharge
Who it applies to, how it works, and when it is why a document will not add up.
VAT included in the total
When to switch it on, what it works out again, and when it should not be used.
Due date and payment terms
How the due date is worked out, settling in cash, and the bank account.
Approving and rejecting
What approving means, approving in a batch, and how rejecting differs from deleting.
Correction rules
Which corrections are kept, which documents they reach and how to undo them.