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      Invoice Consistency Check

      Automate Invoice Validation with Built-in and Custom Rules to Ensure Accuracy and Control

      The Invoice Consistency Check in Good Sign ensures your invoices meet predefined criteria before they’re automatically sent. This feature minimizes errors by flagging invoices that deviate from expected patterns, giving you confidence in automated invoicing.

      Key Benefits:

      • Automatically detect unexpected invoice amounts.

      • Customize checks to match your business needs.

      • Reduce manual oversight while maintaining control.

      Required User Rights

      To be able to use these functionalities, at least the following user rights:

      Default Consistency Check

      What It Does

      The default rule checks if an invoice total is ±10% higher or lower than the average of the last 6 months for the same organization and schedule. If a deviation occurs, the invoice status changes to Manual Check Required.

      Example:

      If your average invoice for Company A is €1,000 over the past 6 months, a new invoice between €900 and €1,100 will proceed automatically. Amounts outside this range require manual review.

      Enabling the Default Check (Admin Only)

      To get started, you need to first activate the feature and then assign it to your chosen Invoice Schedules. Here are the steps to do it:

      Activate the Consistency Check Feature in Settings:

      1. Navigate to Administration > System Setup.
      2. Click to open System Settings.
      3. Under System Settings, click to open Settings.
      4. Locate the Consistency Check setting.
      5. Set the value of the INVOICING_CHECK_CONSISTENCY setting to 1 to enable the feature.

      Assign the Consistency Check to Invoice Schedules:

      1. Navigate to Billing > Invoice Scheduling.
      2. Select a schedule and choose Edit Schedule.
      3. In the Basic Information section, locate Check Consistency and choose Default invoice consistency rule from the drop-down alternatives.

      Adjusting Thresholds (Admin Only)

      Customize the default rule using these settings, similarly as with enabling the default setting:

      • Upper Limit (INVOICE_CONSISTENCY_CHECK_UPPERLIMIT): Percentage above the average (default: 10%).

      • Lower Limit (INVOICE_CONSISTENCY_CHECK_LOWERLIMIT): Percentage below the average (default: 10%).

      Custom Consistency Rules

      Admins or Good Sign consultants can create custom rules for unique scenarios, for different customer-specific use cases, such as:

      • Blocking the first 2 invoices for new customers.

      • Flagging invoices missing mandatory fields.

      • Sending alerts or auto-correcting data.

      Example Use Cases:

      1. New Customer Verification: Hold invoices until the third billing cycle.

      2. Mandatory Fields Check: Prevent sending invoices without a PO number.

      3. Product-Specific Rules: Flag invoices containing a specific product for review.

      Note: Contact your Goof Sign consultant for assistance with custom rules.

      Handling Flagged Invoices

      When an invoice is marked Manual Check Required:

      1. Open the Invoice: Navigate to the invoice in Edit mode.

      2. Change Status: Update the status from Manual Check Required to New, and click Save.

      3. Review & Send: Verify details, make adjustments if needed, and send manually.

      Version Compatibility

      This feature works as described in Good Sign 2024_1 or later. Earlier versions may have limited functionality.

      Need a custom rule? Contact Good Sign Sales to discuss your requirements.

      Next Steps: