Introduction

In version 11 of Spindle Document Management, Draycir introduced the ability to have credit notes recognised, in addition to purchase invoices. 

Applies to

Spindle Document Management v11 (Spindle Purchase Invoice Recognition component)

Description

Credit Notes without a PO

• Credit Notes can now be processed for Invoices without Purchase Orders (InvNoPO) the document type will be CredNoPR. CredPR will be available later.

Field Name Changes

• Several field names have been updated.
• Fields such as Invoice Number and Invoice Date are now referred to as Document Number and Document Date.

Enhanced Credit Note / Invoice Recognition Logic

Additional logic has been introduced to determine whether a document is a Credit Note or an Invoice.

• By default, if the document contains wording such as "Credit Note" (for example, in the top right corner), the system will classify it as a Credit Note, even if another section contains wording such as an invoice address heading.
  • The assumption is that a genuine invoice would not typically contain references to a Credit Note.
• If this causes invoices to be incorrectly recognised as Credit Notes (for example, where a document layout includes wording such as "Invoice/Credit Note"), this logic can be disabled.
• When disabled, any ambiguous document will default to being recognised as an Invoice rather than a Credit Note.
• Users can manually amend the document type if it has been identified incorrectly, provided the supplier is not configured for Auto Verify.

Auto Verify

• If a supplier is set to Auto Verify for invoices, the same setting will automatically apply to Credit Notes.

Approval Rules

• There are currently no approval conditions or approval rules available specifically for Credit Notes.

Default Nominal Narrative

• A default nominal narrative can be configured for Credit Notes.

Sage Integration

• Credit Notes will archive into Sage as Document Type Purchase Credit Note alongside invoices.

Additional Enhancements

New Document Portal Columns

• Additional columns have been added to the Document Portal:
  • Supplier Ref
  • Document Number
  • Document Date
• The column will be populated if the field is recognised e.g. Document Number will display the recognised Invoice/Credit Note number. If the document number is not able to be recognised during Analysis, this column will remain blank. If the Document Number is manually populated it will be displayed in the column.
• Search functionality remains unchanged and currently searches by document name only.

Knowledge Base Article Details