If you want to use the FabricAI process “Alternative with circulation” for your Fivaldi client, please note the following.
The client has previously been in the “Standard” process in the FabricAI portal
Adjustments to circulation groups
The idea of the “Alternative with circulation” process is that the accountant/accounts receivable clerk processes the invoices in FabricAI as far as possible, at the same time assigns the invoice to the correct circulation, and when the client approves the invoice, they transfer it to the ledger. In the Standard process it has been important that the FabricAI user is on the last step of the circulation group, but in this process it is important that the FabricAI user is not on the steps of the circulation groups. The FabricAI portal replaces the “In entry” phase in Fivaldi, from which the invoice is sent, after FabricAI processing, to circulation and all the way to the ledger without the accounting firm’s user. There is no technical harm in leaving the FabricAI user also on the last step of the circulation group, but it means that the invoice has to be handled twice, which is not optimal.Removing previous circulation automations (if necessary)
If you have previously directed invoices to the correct circulations in Fivaldi, for example based on the supplier, it may be more reasonable to remove such rules. This is because the intention in the FabricAI portal is to handle invoices more broadly than just circulation (posting, etc.), so if some invoices now go directly to circulation, this will likely disrupt the optimal process.Post the client’s invoices “clean” from the FabricAI portal
Change the process to “Alternative with circulation”
You can change the process yourself in the FabricAI portal under the Organization tab in the Clients menu.
From this point on, posting suggestions will no longer be made to Fivaldi; instead, invoices will appear in FabricAI immediately upon arrival and can be processed from there to Fivaldi into circulation as completed.
When invoices start to appear in the FabricAI portal according to the new process, there may be invoices among them that have already been sent to circulation earlier. We recommend removing these invoices from FabricAI and transferring them to the ledger in Fivaldi yourself after approval.
The client has not previously used the FabricAI portal
Adjustments to circulation groups
The idea of the “Alternative with circulation” process is that the accountant/accounts receivable clerk processes the invoices in FabricAI as far as possible, at the same time assigns the invoice to the correct circulation, and when the client approves the invoice, they transfer it to the ledger. In the Standard process it has been important that the FabricAI user is on the last step of the circulation group, but in this process it is important that the FabricAI user is moved/added to the first step of the circulation groups/default circulation group so that invoice processing is also possible in Fivaldi if necessary. There is no technical harm in leaving the FabricAI user also on the last step of the circulation group, but it means that the invoice has to be handled twice, which is not optimal.Removing previous circulation automations (if necessary)
If you have previously directed invoices to the correct circulations in Fivaldi, for example based on the supplier, it may be more reasonable to remove such rules. This is because the intention in the FabricAI portal is to handle invoices more broadly than just circulation (posting, etc.), so if some invoices now go directly to circulation, this will likely disrupt the optimal process.Set/change the process to “Alternative with circulation”
a. If the client has been in background in FabricAI, you can change the process yourself in the FabricAI portal under the Organization tab in the Clients menu.
From this point on, posting suggestions will no longer be made to Fivaldi; instead, invoices will appear in FabricAI immediately upon arrival and can be processed from there to Fivaldi into circulation as completed. NOTE! Do not be confused by invoices with the “Completed” status; these are invoices that have previously been sent to Fivaldi as posting suggestions. Also remember to process invoices that have previously arrived in Fivaldi normally in Fivaldi.
b. If the client has not used FabricAI at all, make sure that you select “Alternative with circulation” as the client’s process in the connection form.
Automate bringing circulation lists to invoices
We recommend setting the most common circulation under the “Organization” tab for the client.
In addition, we recommend using the “Help AI” feature, which allows you to direct circulations more precisely, for example based on the supplier, invoice total, dimension, or combinations of these. Read more about the feature here.
This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.