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Invoice Processing & Coding – Split View, Deferrals and 4 Decimals

Complete guide for the split invoice view: line item coding with 4-decimal precision, deferrals, VAT codes, previous accounting suggestions, and audit trail.

The Split Invoice View – Efficient Review and Line Coding​

The Invoice View in Winvoice is the core workspace for day-to-day accounts payable operations. It is designed as an ergonomic split screen, placing the interpreted PDF invoice image side-by-side with accounting lines, header metadata, and approval actions:

  • Modernized PDF Viewer: Features an updated toolbar for fluid zooming, page navigation, fullscreen mode, and rotation.
  • Hand Tool Shortcut: Rapidly toggle between text selection and panning (hand tool) via keyboard shortcut without losing document focus.

1. Invoice Header – Key Metadata​

The invoice header displays and manages high-level invoice attributes:

  • Supplier: Supplier name, registration/VAT number, supplier ID, and payment details (Bankgiro, Plusgiro, IBAN/BIC). The dynamic supplier card highlights payment variations and allows creating missing suppliers in a new tab without losing current invoice work.
  • Invoice Number & OCR/Payment Reference: Unique invoice number and parsed payment reference. Strict OCR validation (e.g. check-digit verification) can be toggled as an optional organization setting under administrative settings.
  • Dates & Accounting Periods: Invoice date, due date, and accounting period. Winvoice automatically flags overdue invoices.
  • Amount & VAT:
    • Total amount including VAT.
    • VAT amount and automatic reconciliation against the assigned VAT code.
    • Currency and live exchange rates for foreign currency invoices.
  • Payment Hold & Tags:
    • Apply a temporary payment block if documentation is incomplete or an invoice is in dispute.
    • Assign Tags for exception handling, confidential invoices, or project tracking.

2. Line Item Coding​

Below the header, the accounting table allows detailed distribution of invoice costs:

  • Account: Search the synchronized chart of accounts by account number or name (e.g. 4010 Materials or 5010 Office Rent).
  • Cost Center, Project & Dimensions: Code against dimensions synchronized directly from your ERP. Winvoice enforces Restrictions so users only see authorized projects and cost centers.
  • Debit and Credit:
    • Real-time balance validation. The invoice cannot be finalized until debit and credit balance perfectly against the invoice total and VAT.
  • Line Description: Free-text description per line transferred directly to the ERP voucher lines.

4-Decimal Precision​

Winvoice provides complete 4-decimal precision (0.0001) on unit amounts, quantities, and exchange rates. This eliminates rounding discrepancies on fuel invoices, electricity/utility bills, fractional freight charges, and complex recurring subscription tiers.

3. Cost Deferrals (Periodisering)​

When an invoice covers expenses across multiple future months (e.g. quarterly rent, annual software subscriptions, or insurance premiums), use the built-in Deferral feature:

  1. Click the deferral icon on the affected accounting line.
  2. Select a Deferral Code (predefined in your ERP) or enter a custom date range.
  3. Specify the Start Month and Number of Periods (e.g. 12 months).
  4. Winvoice automatically calculates monthly installments and creates the future accounting schedules transferred to the ERP deferrals ledger upon posting.

4. Smart Coding Suggestions & Templates​

To minimize repetitive manual entry, Winvoice provides multiple layers of automation:

  • Previous Accounting (Previous Accounting):
    • Displays how the most recent approved invoice from the same supplier was coded. With one click, copy previous lines to the active invoice.
  • Accounting Templates:
    • Apply a predefined Accounting Template to split invoice amounts by percentage or fixed sums across multiple departments.
  • Accounting Rules:
    • Automated rules that populate accounts and dimensions based on supplier, buyer reference, or captured line text.

5. Collaboration, Notes & Attachments​

  • Internal Notes & @-Mentions:
    • Post comments in the invoice audit log. Use @name to mention a colleague and request clarification. The colleague receives an instant notification in the portal and via email.
  • Attach Documents:
    • Upload delivery slips, contracts, timesheets, or email confirmations (PDF, PNG, JPG). Attachments remain permanently linked and transfer with the invoice to the ERP.

6. Tools Menu (Wrench) – Advanced Actions​

Located at the bottom left of the invoice viewer, the wrench icon (Tools) provides three essential capabilities:

  1. Inspect Future Routing:
    • Review the invoice's planned journey: Where did it originate, what is its current status, and who will receive it next when you click Approve?
  2. Send Email Directly from the Invoice:
    • No need to switch to an external email client. Click the email action in the wrench menu to dispatch queries directly to the vendor or an internal stakeholder. Invoice references and attachments are bundled automatically.
  3. Void Invoice (Makulera):
    • If an invoice is a duplicate or was routed incorrectly, void it here to clear preliminary registrations from your ERP.

7. Fast Ingestion via Drag & Drop​

You can drag any PDF invoice from your desktop and drop it anywhere within the Winvoice browser window. The system instantly captures the file, runs AI OCR processing, and presents the invoice for review.

Ingestion File Size Limit (10 MB)

Files up to 10 MB are processed automatically using AI OCR to populate the invoice header and line items. Files exceeding 10 MB are saved and uploaded as standard invoice attachments without automated field parsing, with amounts and coding completed manually.

8. Audit Trail & Revision History​

Every action taken on an invoice is permanently tracked in the audit log:

  • Who edited an accounting line, timestamp, and previous values.
  • Who routed the invoice, approved lines, or rejected with a specified reason.
  • Approval queue ordering & dynamic advancement: In multi-step or group workflows, hover over approvers in the invoice view to see the current queue sequence. Modifying an accounting line immediately advances the next queued reviewer in real time.
  • Substitute approvals with precise timestamps: When a deputy/substitute signs off on behalf of a regular approver, the system records the exact date and timestamp of the action alongside who was substituted.
  • ERP voucher reference and sync timestamps. Meets strict Nordic statutory accounting standards and Swedish Bokföringsnämnden audit requirements.