Check the mandatory details

Before an incoming invoice goes to approval, the card “Check invoice” with “Check mandatory details” checks, as a hint and no legal review, the mandatory details of § 14 (4) UStG, with no script and no AI call: that the invoice number, the invoice date, the gross total, the net and tax lines, the vendor’s and the recipient’s name and address, the delivery or service date, the quantity and kind of the goods or services, the tax number (without a VAT ID) and, on an invoice without tax, a tax exemption or reverse-charge note are there, and that the sum, the VAT ID’s format, the IBAN, the currency and a price reduction it mentions are plausible. It compares the recipient with your company’s name and address. When something is open or different (“Incomplete”), accounting clears it up first: its task shows the hint of what is missing. The hint is no legal review, and “Complete” approves nothing.

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: 7
sdk: '1.0.0'
key: mandatory-details
name: Pflichtangaben prüfen
template: custom
trigger:
  documentType: incoming-invoice
fields: []
start: details
steps:
  - kind: invoiceCheck
    name: details
    label: Pflichtangaben prüfen
    check: mandatoryDetails
    next: approval
    onDeviation: clarify
  - kind: humanTask
    name: clarify
    label: Pflichtangaben 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