Even though Rossum today applies to many different use cases, originally we’ve been focused mostly on Accounts Payable area and therefore we also have many users who are using Rossum just for that. And for those of you we developed a special function which helps AP departments to validate their invoices in an easier, faster and more accurate way.
Use this extension to increase your AP clerks’ productivity and precision by performing out of the box checks such as:
- Is the Total Amount equal to Total Base plus Total Tax?
- Is the Total Amount on a line item equal to Total Base plus Tax?
- Is the Due Date within 120 days after the Issue Date?
- Is the Total Amount equal to Unit Price multiplied by Quantity?
- Is the Tax equal to Tax Base multiplied by Tax Rate?
- Is the Total Amount equal to the sum of the line items Total Amounts?
If any check is positive (that’s the bad thing) a user will see a message in their validation screen. This can be either info, warning or even an error message which would stop the document from being further processed.
To set it up follow these 3 simple steps:
- Activate Accounts Payable Checks function from Rossum Store.
- Specify the queue(s) on which you want the checks to be used.
- Optionally you can customize the checks to your needs.
Watch the video guide below or read on.
Step 1: Activate Accounts Payable Checks function from Rossum Store
In order to activate Accounts Payable Checks function, go to Rossum Store:
- On your Dashboard click the Settings button (the gear icon).
- Then in the left column click “Extensions”.
- In the Rossum Store section you will either already see “Accounts Payable Checks” or click “See all”.
- Click the “Accounts Payable Checks” extension tile.
- Click “Try extension”.
Step 2: Specify the queue(s) on which you want the checks to be used
You should now be in the “Rossum Store extension settings”. Scroll down to “Queues” and select the queue(s) where you want these checks to apply.
Step 3: Customize the checks to your needs
On the “Rossum Store extensions settings” screen you can scroll down to “Configuration” and see here parameters in JSON which you can edit to your needs. It is not necessary to do this as the checks will work out of the box but you may want to alter the behavior or the message or add a new one. Alternatively, if you have managed services, you can ask our support team to help you with that.
| Name | Description | Supported values |
| Operation | Type of check (math operation) you want to perform such as “sum of items on the left side equals sum of items on the right side” | check_left_sum_equals_right_sum, check_right_minus_left_within_range, check_left_sum_equals_right_multiplication,check_header_field_equals_table_field_sum, |
| Left | Item(s) you want to have on the left side of the equation. Can be any field ID from your schema. Only one item can be specified for the “check_right_minus_left_within_range” operation. | Any field ID from your schema |
| Right | Item(s) you want to have on the right side of the equation. Can be any field ID from your schema. Only one item can be specified for the “check_right_minus_left_within_range” operation. | Any field ID from your schema |
| Header field | ID of the header field which you want to compare with a table field sum, such as Total Amount without VAT. | Any header field ID from your schema |
| Table field | ID of the table field whose sum you want to compare with a header field, such as VAT Base. | Any header field ID from your schema |
| Lower bound | Lower bound of range in which the checked value needs to be. A number is expected. Only used in the “check_right_minus_left_within_range” operation. | Number |
| Upper bound | Upper bound of range in which the checked value needs to be. A number is expected. Only used in the “check_right_minus_left_within_range” operation. | Number |
| Data type | Type of data in the associated fields (must be the same for all fields in given operation). | Number or Date |
| Message type | Type of message you want to display to the user if the check doesn’t pass. Can be info, warning or an error. The error message type stops the document from further processing (cannot be confirmed and stops the automation). | info, warning, error |
| Message content | The message you want to display to the user if the check doesn’t pass. | Any text. You can include field labels in the text easily by specifying their field ID in {} such as {date_issue}. |
| Epsilon | Specify how much the result can differ from an exact match in an absolute value. I.e. if the difference between the compared values is lower than epsilon, then it’s correct. Mostly useful for ignoring differences in cents. | Number (can contain decimals) |
Try it out!
In order to try out the extension, simply upload an invoice to the queue you specified and see if anything is wrong with it in which case you would see a message(s) in your validation screen such as this one:
If not, good! But since you want to see some message, either upload some invoice which you know has a mistake in its numbers or simply edit any value such Total Amount and see what happens.
Cool, right?
Tweaking the function
Our functions in Rossum Store are intended not just to help you solve your business challenges but also to inspire you to create your own functions! That’s why we allow you to view their code and copy it to your own function.
In order to replicate the whole setup you need to:
- Set the “Triggered events” to “Document content – User update”.
- In the “Additional notification metadata” under “Advanced settings” activate “Schemas” and “Queues”
Troubleshooting: schema vs. checks
The function is developed to be compatible with Rossum’s default extraction schema which you find in every new queue you create. If you have your own schema and the function doesn’t work for you or not for all the cases, you need to check that the field IDs referenced in the extension Configuration are present and mean the same thing also in your schema.
