If you have not transferred the invoice dates in the FabricAI portal monthly before the end of the fiscal year and your client has Progressive Automation active, the end of the fiscal year may cause issues in the automatic processing of invoices by Progressive Automation. According to FabricAI, this is most common for clients using Visma Fivaldi. However, if you regularly check invoices in the FabricAI portal to ensure they are in the correct month, reading this article may not be relevant to you.
Progressive Automation automatically processes invoices
- that are recurring
- that have not required any changes in FabricAI previously
- with a total amount (by default) under €2000
- with a minimum AI confidence level of 80%
Now, if the invoice date has not been changed or the invoices have not been accrued during the fiscal year, but similar invoices arriving after the fiscal year should be transferred to the previous fiscal year, Progressive Automation will not know that this is how it should operate. Example:
Client Example Ltd receives a phone bill from Elisa at the beginning of each month, which always pertains to the previous month. Normally, the invoice date is left as the invoice date, but for the December invoice arriving at the beginning of January, the invoice date should be changed to the previous calendar year. If the other criteria for Progressive Automation mentioned above are met, it will automatically process the invoice into accounting without changing the invoice date.
How can I avoid the example situation with my client?
Fortunately, there are several options:
a) if the issue concerns only a few suppliers, you can temporarily use Progressive Automation's forbidden suppliers – instructions
b) you can set an inactivity period in the Progressive Automation settings, during which Progressive Automation is inactive and does not automatically process any invoices. Additionally, you can specify that the same setting will occur next year. Note that this date restriction is based on the invoice's arrival date, meaning when the invoice has been entered into the accounting program.
(NOTE! If there are many clients, you can ask for help from FabricAI support at support@fabricai.fi to provide these settings in bulk)
c) you can manually check the invoices with the "Completed automatically" status in FabricAI, for example, at the end of January, and correct the invoice dates for the necessary invoices in the accounting program
Do you have any questions? Please contact support@fabricai.fi.
Did you find it helpful? Yes No
Send feedback