Workflows in various VertiGIS FM products allow you to create an invoice on the details page for a data object, using data associated with the object. Alternatively, in the Costs and Budget module, you can create an invoice, enter any payment amount, and assign it to any object in your VertiGIS FM database.
Create a General Invoice
You can create a general incoming or outgoing invoice either of two ways in VertiGIS FM.
You must have the Costs and Budget module included in your VertiGIS FM license to create invoices in the Costs and Budget module. If your license does not include Costs and Budget, you can still create invoices on the details page for the data object associated with the invoice.
Costs and Budget
You can create general invoices that can be assigned to any data object in your VertiGIS FM database on the Costs and Budget legacy dashboard or on the Costs and Budget search page. You can also use AI to programmatically create invoices in VertiGIS FM simply by uploading a PDF file of the invoice.
While a VertiGIS FM Contracts license is required to create invoices, you can access the procedure below from other VertiGIS FM products. For example, if you click Add Invoice under Operational Procedures on the VertiGIS FM Maintenance legacy dashboard, you can skip to step #4 in the procedure below.
To Create an Invoice on the Dashboard
1.Navigate to the Costs and Budget legacy dashboard.
2.Under Actions, click Add Invoice.
3.Enter the mandatory invoice details.
▪Supplier
▪Invoice no.
▪Date
▪Invoice amount
▪Account
▪VAT [%]
▪Subject
Refer to Invoice Details for descriptions of all invoice fields.
4.Click Save or Save and Close.
To Create an Invoice on the Search Page
1.Navigate to the Costs and Budget search page.
2.Under Objects, click Invoice.
3.Click the Add (
) icon.
4.Enter the mandatory invoice details.
▪Supplier
▪Invoice no.
▪Date
▪Invoice amount
▪Account
▪VAT [%]
▪Subject
Refer to Invoice Details for descriptions of all invoice fields.
5.Click Save or Save and Close.
If you did not assign the invoice to a VertiGIS FM data object in the Assignment section in step 4 of the procedure above, you can do it at a later date when you edit the invoice.
Add an Invoice Using AI
You can add invoices to the system with just a PDF if AI is enabled in your system and for your user. Refer to Artificial Intelligence.
PDF Invoice
Currently, you can only access the AI-assisted invoice extraction workflow in the Costs and Budget module.
To Add an Invoice Using AI
1.Navigate to the Costs and Budget dashboard.
2.Under Actions, click Add Invoice.
3.Select the Cost Splitting check box.
4.Drag the invoice file from a Windows Explorer folder into the Place files for upload here (or click) text box. Alternatively, click in the box and double-click the file in Windows Explorer.
5.Click Execute AI (
).
The system may take several seconds to extract the invoice's contents.
6.Review the invoice's information fields to ensure the system has populated the form correctly. AI can make mistakes or omit information.
Review the form for missing inputs in mandatory fields in the invoice form. Notably, you will likely need to specify the ledger account associated with each line item in the Partial Amounts section.
Refer to Invoice Details for descriptions of all invoice form fields.
7.Click Save.
In the example above, VertiGIS FM extracted high-level information from the invoice file and entered it in the appropriate data fields in VertiGIS FM. Additionally, it created three line items (which you can see in the Partial Amounts section after you save the invoice) using the line items in the invoice.
Invoice in VertiGIS FM with AI-Extracted Elements from PDF
Improve AI Extraction Results
Consider the bullets below to increase the amount of data the LLM specified in your AI profile is able to extract from an invoice:
•ensure all suppliers and customers exist in the VertiGIS FM database as contacts or companies, and that their contact information is accurate. You can add contacts and companies in the Contact Management module.
•ensure the country in which the customer and supplier operate exists in the Country Management section of the VertiGIS FM administration, and that an entry for the tax rate shown on the invoice exists in the VAT section of the country's details page.
Details Page for Associated Data Object
If you know the VertiGIS FM data object associated with the invoice you are creating, you can create the invoice on the object's details page.
When you create an invoice on the details page, VertiGIS FM programmatically selects the data object in the Object field in the Assignment section.
To Create an Invoice on the Details Page for the Associated Object.
1.Navigate to the details page for the data object you want to be associated with the new invoice.
2.Expand the Costs/Revenues section or the Invoices section and click the Add () icon.
3.Enter the mandatory invoice details.
▪Supplier
▪Invoice no.
▪Date
▪Invoice amount
▪Account
▪VAT [%]
▪Subject
Refer to Invoice Details for descriptions of all invoice fields.
4.Click Save or Save and Close.
Field |
Description |
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|---|---|---|---|---|---|---|---|
Type |
The type of invoice:
|
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Type |
A descriptor for the invoice: •Credit note •Final invoice •Progress payment invoices This field is only present in the form if Incoming Invoice or Outgoing Invoice is selected in the Type menu above. |
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Supplier |
The supplier providing the goods or services and sending the incoming invoice. This field is only present in the form if Incoming Invoice is selected in the Type menu.
Supplier Field for Incoming Invoice Selectable options are stored in the Contact Management module. The contact selected in this field must have the Supplier Contact Type assigned and a Creditor no. entered in the Supplier section on their contact details page.
Contact Type and Creditor No. |
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Customer |
The customer of the the goods or services and recipient of the outoging invoice. This field is only present in the form if Outgoing Invoice is selected in the Type menu.
Customer Field for Outgoing Invoice Selectable options are stored in the Contact Management module. The contact selected in this field must have the Customer Contact Type assigned and a Debitor no. entered in the Customer section on their contact details page.
Contact Type and Debitor No. |
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Leitweg-ID |
A code that specifies the invoice's public aministration entity for electronic invoicing formats like XRechnung. This field is used primarily by German customers. |
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Invoice-no. |
A number for the invoice. This field only appears if Incoming Invoice is selected from the Type menu. All invoice numbers from the same supplier must be unique. Different invoices with the same party selected in the Supplier field cannot have the same invoice number. |
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Date |
The date the invoice is issued. |
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Country |
The country whose tax information is applied to the invoice. Selectable options are stored and activated in the Country Management module in the Administration section (Administration > Master Data > Country Management). |
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Currency |
The currency for monetary amounts on the invoice. This value is associated with the country selected in the Country field. |
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Invoice amount |
The fees to be paid for the goods or services outlined by the invoice. •Net means the amount does not include taxes. The tax rate selected in the VAT [%] menu will be added to the Invoice Amount to make the Gross Amount. •Gross means the amount already includes taxes. The tax rate selected in the VAT [%] menu will be subtracted from the Invoice Amount to make the Net Value. |
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Gross amount |
If Gross is selected in the Invoice Amount, the invoice amount plus the taxes from the selection in the VAT [%] field. This is the full amount to be paid on the invoice. |
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Net value |
If Net is selected in the Invoice Amount, the invoice amount minus the taxes from the selected in the VAT [%] field. This is the amount due minus taxes. |
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Cost splitting |
A check box that, if selected, means the total amount due on the invoice can be divided into separate line items. When you save an invoice with this check box selected, a Partial Amounts section in which you can specify line items appears on the invoice's details page. Refer to Partial Amounts. |
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Account |
The general ledger account associated with the invoice. The invoice will appear in the Costs/Revenue section on the budget details page for the account's fiscal year. |
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Cost center |
The cost center associated with the invoice. |
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Cost object |
The cost object associated with the invoice. |
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Order |
The order associated with the invoice. |
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VAT |
The value-added tax applied to the invoice. Selectable options are stored in the Country Management module in the Administration section (Administration > Master Data > Country Management). VertiGIS FM can prepopulate the selection in this field based on the tax property of the account selected in the Account field. |
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Tax key |
|
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Discount days / % |
|
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Payment due date [days] |
The number of days from the time of issuing that the invoice must be paid. |
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Checked |
Whether the invoice has been checked (verified by your organization). If an invoice is checked, its amount counts against the budget set for the accounts or cost centers associated with the invoice. This field is only present in the form for incoming invoices. |
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Printed on |
The date the invoice was printed for sending. This field is only present for outgoing invoices. |
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Printed by |
The user the invoice who printed for sending. This field is only present for outgoing invoices. |
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Paid |
Whether the invoice has been paid. |
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Organization |
The department within your organization associated with the invoice. Selectable options are stored in the Organizations section on the client or tenant administration page (Administration > Own Data > Tenant or Client). |
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Subject |
A subject line for the invoice message. |
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Description |
A description of the contents of the invoice. |
Field |
Description |
|---|---|
Object |
The data object assigned to the invoice. Click the arrow button in the menu to select a data object managed in any of the products included in your VertiGIS FM licence.
|
Accounting |
The date the invoice is issued. This field is not visible when you create a new invoice in the Costs and Budget product. It will be prepopulated with an issue date if you are creating an invoice in a VertiGIS FM workflow that allows you to add a workflow based on other data objects, (for example, when you add an invoice to an accounting entry in VertiGIS FM Energy). |
Financial Year |
The fiscal year whose budget the invoice will be applied to. |
Performance Period |
The payment period for the invoice. |
