General setup
To be able to receive electronic documents from your vendors you need to go through the general setup. It contains general settings about default registration, approval and posting settings, validations, file handling and more.
- Choose the
icon, enter e-documents Setup, and then choose the related link.
Below you will find a description of each field in the setup page.
General
On the General FastTab, you will find different settings you must consider when setting up Continia e-Documents Import.
| Field | Description |
|---|---|
| Default Currency | Here you can choose the default currency code. Choose your LCY. |
| Default Country | Here you can choose the default country code. Here you would typically use the country/region code of your company information. |
| Extended Log | You can select this checkbox if you want more detailed logging. This only applies when using direct communication. |
| No Duplicate File Check | You can select this checkbox if you want to check for duplicate files when importing documents. If you enable this setting you will not be warned if a document has been received more than once. This option only checks for received files in Continia e-Documents Import, so duplicate control with received PDF invoices through Continia Document Capture is not performed. |
| Create Item Cross Ref. Lines | You can select this checkbox if you want the Item Cross Reference table to be populated when registering documents. This enables Continia e-Documents Import to automatically translate your vendors item numbers into the item numbers you use in Microsoft Dynamics NAV or Microsoft Dynamics 365 Business Central on premises. |
| Open Registered Document | You can select this checkbox if you want to open the document card page when the document is registered. This requires Continia Document Capture. |
Receive
On the Receive FastTab, you will find default settings used when setting up vendor setup cards.
| Field | Description |
|---|---|
| Receive No. Series | Here you can choose a number series to use when importing documents. All imported documents get a number from this number series. The number series are set with the default value CONTINIA-I automatically created by Continia e-Documents Import. |
| Default Transfer Type | Here you can choose the default setting used to define what to do when registering a received document. The following options are available: Purchase Order Purchase Invoice Gen. Jnl. Gen. Jnl./Item Jnl. The option Purchase Order will create a Purchase Invoice with Receipt lines which are used to update an existing Purchase Order on the vendor it is linked to. The option Purchase Invoice creates a new Purchase Invoice. The option Gen. Jnl creates a General Journal Line The option Gen. Jnl/Item Jnl creates lines in a general journal and item journal entries. When creating a vendor setup the value of this setting is copied to the vendor setup card. The value of this field is used when importing a document if no vendor setup card is found. The default value is empty. |
| Def. accepted Price Deviation | Here you can enter an amount used when validating the price difference between the received document and the matched purchase order. The validation is done on each line of the received document. When creating a vendor setup the value of this setting is copied to the vendor setup card. |
| Def. accepted Price Deviation % | Here you can enter a percentage used when validating the price difference between the received document and the matched purchase order. The validation is done on each line of the received document. When creating a vendor setup the value of this setting is copied to the vendor setup card. |
| Use Payment Terms from | Here you can choose where the payment information must be taken from when registering a document. The following options are available: Received Document Purch. Document/Vendor If you choose the option Received Document the payment information from the received document is used. If you choose the Purch. Document/Vendor the payment information from the matched purchase document or the Payment Terms Code field from the vendor. The setting is general in all documents and cannot be modified on the Vendor Setup Card page. |
| Check spelling (Unit Code) | You can select this checkbox if you want the unit of measure codes to be validated as a part of the general validation of received documents. The validation will check if the unit of measure code exists in the Unit of Measure table of Dynamics NAV or Business Central on premises. |
| Def. Extracted Fee Lines | You can select this checkbox if you want fees and charges to be created on separate lines. If you select this setting you must choose a G/L Account to use in the Def. Extracted Fee Line Account field. When creating a vendor setup, the value of this setting is copied to the vendor setup. |
| Def. Extracted Fee Line Account | Here you can choose the G/L Account to use when the checkbox "Def. Extracted Fee Lines is selected. When creating a vendor setup, the value of this setting is copied to the vendor setup. |
| Create Payment Info. Lines | You can select this checkbox if you want lines created on the document with payment information. The lines are created when registering the document. The information is inserted as text lines. If available on the received document the following information is inserted: Payment Method Code SWIFT Code Bank Name Bank Branch No. Bank Account No. Payment Note FIK No. Card type Payment ID |
| Default General Journal Type | Here you can choose the General Journal Type to use if the Transfer Type field is set to Gen. Jnl. or Gen. Jnl./Item Jnl.. When creating a vendor setup, the value of this setting is copied to the vendor setup. |
| Default General Journal Name | Here you can choose the General Journal Name to use if the Transfer Type is set to Gen. Jnl. or Gen. Jnl./Item Jnl.. When creating a vendor setup, the value of this setting is copied to the vendor setup. |
| Default Purch. VAT Account | Here you can choose the G/L Account to use when posting VAT from the received document. The setting is only used if the transfer type is set to Gen. Jnl. or Gen. Jnl./Item Jnl.. When creating a vendor setup, the value of this setting is copied to the vendor setup. |
| Default Purch. Account | Here you can choose the G/L Account to use when posting the lines of the received document. The setting is only used if the transfer type is set to Gen. Jnl. or Gen. Jnl./Item Jnl.. The setting has different purposes depending on the Transfer Type field. If the Transfer Type is set to General Journal with or without usage of an Item Journal, this is the general journal G/L Account the document will be registered on. If Transfer Type is Purchase Invoice or Purchase Order then the entered G/L Account of this field is used if the Default Line Creation Method” field is set to Single Line and the Def. Purch. Acc. On all lines checkbox is selected. The field is mandatory if you use the option Single Line in the Default Line Creation Method field. When creating a vendor setup, the value of this setting is copied to the vendor setup. |
| Def. Purch. Acc. On all lines | You can enable this setting if you want received documents to be created with a single line with the total amount from the invoice. If you enable this setting the single line will be created with the G/L Account from the Default Purch. Account field. When creating a vendor setup, the value of this setting is copied to the vendor setup. |
| Default Line Creation Method | Here you can choose how the document is processed when importing it. The following options are available: All Lines Single Line with fixed Account No. No Lines If you choose All lines all the lines on the electronic document will be imported. If you choose Single Line with fixed Account No. one document line will be created based on the total of all the lines in the document. The G/L account used on the line is entered in the Def. Purchase Account field. If you choose No Lines a purchase document will be created with the header information but with no lines. When creating a vendor setup, the value of this setting is copied to the vendor setup. The default value is All Lines. |
| Default Inv. Discount Account | Here you can choose the G/L Account to use when posting the invoice discount. When creating a vendor setup, the value of this setting is copied to the vendor setup. |
| Gen. Bus. Pst. Grp. (VAT Corr.) | Here you can choose the VAT Bus. Posting Group to use for posting VAT for a received document. This setting is only used if the Transfer Type field is set to Gen. Jnl. or Gen. Jnl./Item Jnl.. |
| Gen. Prod. Pst. Grp. (VAT Corr.) | Here you can choose the VAT Prod. Posting Group to use for posting VAT for a received document. This setting is only used if the Transfer Type field is set to Gen. Jnl. or Gen. Jnl./Item Jnl.. |
| Default Item Journal Type | Here you can choose the Item Journal Name to use if the Transfer Type field is set to Gen. Jnl./Item Jnl.. When creating a vendor setup, the value of this setting is copied to the vendor setup. |
| Default Item Journal Name | Here you can choose the Item Journal Type to use if the Transfer Type field is set to Gen. Jnl./Item Jnl.. When creating a vendor setup, the value of this setting is copied to the vendor setup. |
| Codeunit ID: Before Register Doc | Here you can choose a codeunit from the database to run when registering the document before the document has been registered. |
| Codeunit ID: After Register Doc. | Here you can choose a codeunit from the database to run when registering the document after the document has been registered. |
| Unit Amount Without Line Discount | You can select this checkbox if you want the unit amount on document lines without discount. When creating a vendor setup the value of this setting is copied to the vendor setup card. This setting is mostly used when receiving PEPPOL or EHF documents. |
| Convert negative purchase invoices to Purchase Credit Memos | You can enable this setting if you want received invoices with a negative total amount to be converted into a Purchase Credit Memo. If enabled the general log will reflect if an invoice is converted. This setting only apply to the UBL-format PEPPOL 3.0. |
Approval
On the Approval FastTab, the field is used with the approval flow from Continia Document Capture. This validation secures a match as required on imported amounts compared to the line allocated amounts.
| Field | Description |
|---|---|
| Default Amount Approval Validation | Here you can choose how to validate transferred amounts and assigned amounts upon approval. The following options are available: Amount Excl. VAT and Amount Incl. VAT must match imported amounts Only Amount Incl. VAT must match imported amounts Only Amount Excl. VAT must match imported amounts No match required This setting requires Continia Document Capture. |
Direct communication
On the Direct Communication FastTab, you will find settings about direct communication, credentials for the VANS-provider and more.
| Field | Description |
|---|---|
| Inbound Path | Here you can specify the file path used when importing the electronic documents. The field is used if you are not using direct communication. When the electronic documents are created, they are imported from the folder path specified in this field. You must ensure the specified path is available to the Dynamics NAV or Business Central on premises service user and it must have read and write permissions. This field supports mapped network drives, hidden shares (using a $) and local paths. The file path must be unique per company. |
| Client Path | You can select this checkbox if the file path specified in the Inbound Path field is located on the client. The default setting is disabled meaning the path is located on the server. If you are using Continia e-Documents Import and Continia Document Capture the setting should be disabled. |
| Channel | Here you can choose how to receive electronic documents. The following options are available: Deactivated Sproom Pagero ”KMD” If you choose Deactivated, then the electronic documents are imported from a file folder specified in the Inbound Path field. The other options are all VANS-providers. By choosing one of these you enable what we call direct communication. The electronic documents are downloaded from the VANS-provider and into your Dynamics NAV or Business Central on premises. The default setting is Deactivated. Please note the option NETS is not in use. |
| IP Address | Displays the IP Address provided by the selected VANS provider. The field is not editable and is only for information. When using Pagero as VANS-provider the field is empty as the connection is made through an API and not SFTP. |
| Port Number | Displays the Port Number provided by the selected VANS provider. The field is not editable and is only for information. When using Pagero as VANS-provider the field is empty as the connection is made through an API and not SFTP. |
| User ID | Here you can enter the username provided by the selected VANS-provider. |
| Password | Here you can enter the password provided by the selected VANS-provider. The password is not encrypted but hidden. |
About Continia e-Documents Import
On the About FastTab, you will find information about Continia e-Documents Import.
| Field | Description |
|---|---|
| Navision | Displays the application version of Dynamics NAV or Business Central on premises. The field is not editable and is only for information. |
| Version CEDO | Displays the version number of Continia e-Documents Import. The field is not editable and is only for information. |
| XML-Layout Version | Displays the version of the XML-layout file imported. If the field is blank this means that the XML-layout file is not imported. An XML-layout file must be imported to be able to process electronic documents. The XML-layout file contains the mapping structure from the supported UBL-formats to fields in Dynamics NAV or Business Central on premises. The Version CEDO and **XML-Layout Version ** fields must have matching numbers. |