Cost center from the vendor

Invoices of known vendors get their cost center and G/L account from a table in the script. For an unknown vendor, the script attaches a hint to the approval so the invoice is allocated by hand. The workflow declares the cost center and G/L account fields itself. Who approves follows the invoice’s allocation in Finance, not the cost center field. With a card and a data table it needs no script: Allocation from a data table sets the invoice’s allocation in Finance.

The workflow

The workflow starts for every document of the type incoming-invoice. Its file workflow.yaml:

$schema: 'https://docs.acriva.de/schemas/workflow.schema.json'
format: 1
schemaVersion: 4
sdk: '1.0.0'
key: cost-center-from-vendor
name: Kostenstelle vom Lieferanten
template: custom
trigger:
  documentType: incoming-invoice
fields:
  - key: costCenter
    kind: text
    labelDe: Kostenstelle
    labelEn: Cost center
    documentTypes:
      - incoming-invoice
  - key: glAccount
    kind: text
    labelDe: Sachkonto
    labelEn: G/L account
    documentTypes:
      - incoming-invoice
start: allocate
steps:
  - kind: script
    name: allocate
    label: Kostenstelle vom Lieferanten
    script: allocate.ts
    hook: onDocumentArrived
    inputs:
      - kind: field
        key: vendorName
        type: text
    returns: []
    exits: []
    next: approve
  - kind: humanTask
    name: approve
    label: Freigabe
    taskKind: approve
    assignees:
      - when: null
        assignee:
          kind: costCenterResponsible
    fallback:
      kind: role
      role: Buchhaltung
    options:
      excludeRequester: true
      excludeActorsOfSteps: []
      pickFile: false
    next: approved
    onRejected: rejected
  - kind: end
    name: approved
    label: Freigegeben
    outcome: approved
  - kind: end
    name: rejected
    label: Zurückgewiesen
    outcome: rejected

The script allocate.ts

Hook: onDocumentArrived · Inputs: vendorName · Return values: none

import { defineScript } from '@acriva/workflow-sdk';

/** Cost center and G/L account (SKR 03) per vendor; a vendor matches when its name starts with the entry's name. */
const ALLOCATION: readonly { vendor: string; costCenter: string; glAccount: string }[] = [
  { vendor: 'Telekom', costCenter: '4400', glAccount: '4920' },
  { vendor: 'Bürobedarf Schmidt', costCenter: '4200', glAccount: '4930' },
  { vendor: 'Deutsche Bahn', costCenter: '4300', glAccount: '4663' },
];

export default defineScript({
  hook: 'onDocumentArrived',
  run(ctx) {
    const vendor = ctx.document.fields.vendorName;
    if (vendor == null) return;
    const match = ALLOCATION.find((entry) =>
      vendor.toLowerCase().startsWith(entry.vendor.toLowerCase()),
    );
    if (!match) {
      ctx.hint(
        `Für „${vendor}“ ist keine Kostenstelle hinterlegt. Bitte kontieren Sie die Rechnung von Hand.`,
      );
      return;
    }
    ctx.setField('costCenter', match.costCenter);
    ctx.setField('glAccount', match.glAccount);
  },
});

What it does

A test runs each of these cases in the sandbox and compares the result.

A known vendor

• Input: vendorName Telekom Deutschland GmbH
• Exit: the default next step
• Changes: field costCenter = 4400; field glAccount = 4920

An unknown vendor

• Input: vendorName Neue Firma AG
• Exit: the default next step
• Changes: hint on the next task: “Für „Neue Firma AG“ ist keine Kostenstelle hinterlegt. Bitte kontieren Sie die Rechnung von Hand.”