Check invoice against contract

Before the approval, the card “Check invoice” with “Check invoice against contract” checks an incoming invoice against its vendor’s contract, with no script and no AI: among the contracts of the type “Contract” it looks for the one whose “Counterparty file” is the file of the invoice’s confirmed vendor, wherever the contract is filed, and checks its status, its term on the invoice date and the gross total against the “Contract value” per period (“Value per”) with a 5 % tolerance. When the invoice matches (“Matches”), it goes to approval. When it deviates (“Deviation”), for example because the contract is terminated, the term doesn’t fit or the amount is above it, accounting clears it up first; the hint names the reason, never the contract value. Without a vendor file or a contract (“No contract”), the invoice goes to approval as usual. “Matches” approves nothing: a person still approves. The contract shows on the workflow only to people who may open it. Needs the workflow designer.

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: 9
sdk: '1.0.0'
key: invoice-contract-check
name: Rechnung gegen Vertrag prüfen
template: custom
trigger:
  documentType: incoming-invoice
fields: []
start: match
steps:
  - kind: invoiceCheck
    name: match
    label: Rechnung gegen Vertrag prüfen
    check: contractMatch
    next: approval
    onDeviation: clarify
    onNotFound: approval
    contract:
      contractType: contract
      tolerancePercent: 5
  - kind: humanTask
    name: clarify
    label: Abweichung vom Vertrag klären
    taskKind: review
    assignees: []
    fallback:
      kind: role
      role: Buchhaltung
    options:
      excludeRequester: false
      excludeActorsOfSteps: []
      pickFile: false
    next: approval
    onRejected: rejected
  - kind: humanTask
    name: approval
    label: Freigabe
    taskKind: approve
    assignees: []
    fallback:
      kind: role
      role: Geschäftsführung
    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