Report missing fields

When an incoming invoice lacks its invoice number, invoice date, due date or gross total, the script notifies accounting and names the missing details. The invoice gets the tag “Prüfen” and goes to be completed first, then to the approval. With no script, the card Check the mandatory details checks these details but the due date, and more mandatory details, and tells the next task what is missing.

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: missing-fields
name: Fehlende Felder melden
template: custom
trigger:
  documentType: incoming-invoice
fields: []
start: check
steps:
  - kind: script
    name: check
    label: Pflichtangaben prüfen
    script: check.ts
    hook: onDocumentArrived
    inputs:
      - kind: field
        key: vendorName
        type: text
      - kind: field
        key: invoiceNumber
        type: text
      - kind: field
        key: invoiceDate
        type: date
      - kind: field
        key: dueDate
        type: date
      - kind: field
        key: totalGross
        type: money
    returns:
      - key: details
        type: enumeration
        values:
          - complete
          - missing
    branch: details
    exits:
      - value: complete
        next: approve
      - value: missing
        next: fix
    next: approve
  - kind: humanTask
    name: fix
    label: Fehlende Angaben ergänzen
    taskKind: fix
    assignees:
      - when: null
        assignee:
          kind: role
          role: Buchhaltung
    fallback:
      kind: role
      role: Buchhaltung
    options:
      excludeRequester: false
      excludeActorsOfSteps: []
      pickFile: false
    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 check.ts

Hook: onDocumentArrived · Inputs: vendorName, invoiceNumber, invoiceDate, dueDate, totalGross · Return values: details (complete, missing)

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

export default defineScript({
  hook: 'onDocumentArrived',
  outputs: { details: ['complete', 'missing'] },
  run(ctx) {
    const { vendorName, invoiceNumber, invoiceDate, dueDate, totalGross } = ctx.document.fields;
    // The details an invoice needs before it is approved, with the name the notice gives each.
    const required = [
      { label: 'Rechnungsnummer', value: invoiceNumber },
      { label: 'Rechnungsdatum', value: invoiceDate },
      { label: 'Fälligkeitsdatum', value: dueDate },
      { label: 'Bruttobetrag', value: totalGross },
    ];
    const missing = required.filter((detail) => detail.value == null).map((detail) => detail.label);
    if (missing.length === 0) return ctx.branch('complete');

    const invoice =
      vendorName == null ? 'Einer Eingangsrechnung' : `Der Rechnung von ${vendorName}`;
    ctx.notify({
      to: [{ role: 'Buchhaltung' }],
      text: `${invoice} fehlen diese Angaben: ${missing.join(', ')}. Bitte ergänzen Sie sie.`,
    });
    ctx.addTag('Prüfen');
    ctx.hint(`Es fehlen: ${missing.join(', ')}.`);
    return ctx.branch('missing');
  },
});

What it does

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

A complete invoice

• Input: vendorName Bürobedarf Schmidt GmbH, invoiceNumber 2026-4711, invoiceDate 2026-10-19, dueDate 2026-11-18, totalGross 342.72
• Exit: complete
• Changes: none

The invoice date and the due date are missing

• Input: vendorName Bürobedarf Schmidt GmbH, invoiceNumber 2026-4712, invoiceDate null, dueDate null, totalGross 89.9
• Exit: missing
• Changes: notification to the role Buchhaltung: “Der Rechnung von Bürobedarf Schmidt GmbH fehlen diese Angaben: Rechnungsdatum, Fälligkeitsdatum. Bitte ergänzen Sie sie.”; tag “Prüfen”; hint on the next task: “Es fehlen: Rechnungsdatum, Fälligkeitsdatum.”

An invoice where nothing was recognized

• Input: vendorName null, invoiceNumber null, invoiceDate null, dueDate null, totalGross null
• Exit: missing
• Changes: notification to the role Buchhaltung: “Einer Eingangsrechnung fehlen diese Angaben: Rechnungsnummer, Rechnungsdatum, Fälligkeitsdatum, Bruttobetrag. Bitte ergänzen Sie sie.”; tag “Prüfen”; hint on the next task: “Es fehlen: Rechnungsnummer, Rechnungsdatum, Fälligkeitsdatum, Bruttobetrag.”