The duty of the canias ERP Verification (VER) module is to verify incoming invoices in order to guarantee proper use of data in the subsequent accounting process.
Verification (VER) with canias ERP
canias ERP Verification (VER) module aligns the information on the incoming invoice with the information in the system and transfers this to other modules (e.g. the Finance module). The connection of the Verification module with the general system is explained below and shown schematically in the graphic.
Integrated Verification on the Basis of Orders
In order for purchase orders to be fulfilled and subsequently the demanded goods to be delivered, a Purchase order is created in the
purchase module and the receipt of goods is recorded in the inventory management module. In order to actualize an integrated verification, a reference to these documents has to be created. In the canias ERP Verification module, users can search the relevant
purchase order or receipt of goods easily using the appropriate criteria (vendor number, purchase order number, date, etc.). Here, prices are retrieved from purchase orders and quantities are retrieved from the receipt of goods (with return correction, if any).
After the copying operation is completed, it is checked whether the existing invoice is correct both actually and in terms of accounting. In this connection, it is automatically checked whether the invoiced goods have been received. Also, invoices relating to purchase orders without a goods receipt can be checked. Quantities may also be checked after collection on a value basis (similar to purchase orders involving the receipt of goods).
If any inconsistency is identified by the canias ERP Verification module, the reason for the inconsistency should be clarified and, if necessary, the invoice should be issued again. These types of invoices which involve deviations are „suspended“ in the system in the same way as verification documents whose preliminary entry has been made, but whose processing has not yet been completed. The transaction is expected to proceed and the transfer of such invoices to financial accounting is blocked. When there is no difference, these invoices can be recorded and transferred to the Financial Accounting module as well as other modules. This transaction may be carried out for each document manually or automatically in a collective manner.
Connection with other Modules
The canias ERP Verification module provides information to the connected modules based on documents created during the recording
of the invoice. When an incoming invoice is recorded, the canias ERP Verification module creates an open item in the vendor account in the canias ERP Financial Accounting module. This item is similar to an offer for the implementation of the payment.
Through the assignment to an account as mentioned above, the general accounting data is transferred to the canias ERP Costing module. In addition, it is possible to assign an account to a cost center, additional costs and projects, etc.
The feature of assigning an account to fixed asset numbers enables revaluation calculations to be directly assigned to a certain fixed asset. When newly purchased fixed assets are
concerned, incoming invoices can be transferred to the canias ERP Asset Management module after they are financed.
After an invoice is financed, the relevant data is also transferred to the canias ERP Basic Core Data module. Therefore, the last purchase price of the relevant product is updated in the material master and included in the calculation of the last movement price.
The Verification module is also linked to vendor evaluation in the scope of quality control. Due to the module’s integration with the canias ERP Computer Aided Quality module, quality control processes such as re-processing and returns are also taken into account.
Of course, connections with invoices recorded in the system can be created thanks to integration with the canias ERP Document Management module.
It may be the case that not every invoice may not depend on an order. For this reason, invoices can be recorded in the canias ERP Verification module without a reference to an order. To this end, the data in the invoice must be manually entered into the system.
Information such as account assignement and cost center, which are related to general accounting items, are kept in the invoice item, whereas information like documents date and payment conditions are kept under the invoice heaching.
Return and Cost Invoices
In case the goods delivered are returned to vendors thereof completely or partially, a return invoice may be created by reference to the order invoice. Additional cost such as freight, packaging, etc. may be assigned directly to the relevant invoice items or may be distributed proportionally subject to the amount or quantity of items.
All the data available in the canias ERP Verification module are used for price development, price comparison procedures and
Advantages of Integration
One of the greatest advantages of the canias ERP system is its high integration level. Thereby, the Verification module assures reaccess to data in the preceding function fields like purchase and inventory management, processes them and sends them to vendor and fixed assets accounting, cost calculation, material master data, quality management and other integrated modules.
The canias ERP Verification module significantly eliminates errors likely to arise due to incorrect entries and guarantees consistency and compatibility of data without compromising manual intervention capabilities.