Cost invoices 

Manual booking 

When processing a cost invoice in the Keyentry application, you can mark it for manual booking. 

When manual booking is set to yes, no automatic booking is sent to SAP for this invoice. Instead, after approval, a registration task is assigned to the accounting group in which they can set the book number and/or SAP document id. 

Support added for zero amount invoices 

It is now possible to process a cost invoice with amount excl. VAT equal to 0. You need to add one analytical line with amount 0 for the booking in SAP to succeed. 

Goods invoices 

Quantities on the invoice lines are rounded to 4 decimals instead of 2 when linking to an order line. 

The match type ‘manual booking’ is no longer remembered based on the supplier; it needs to be selected every time.
VAT amounts on invoice lines with total amount 0 are now automatically calculated as well. 

Customer reference 

The custom er reference from Peppol invoices is now shown in the batch selection screen of the Keyentry application. 

Excel export 

You can now export results from task lists or the search archive to an excel file.  

Email reminder 

The daily email reminder is now mobile friendly and will easily display on any mobile device. 

Manual booking of goods invoices

You can choose a new match type for goods invoices. Use this match type when an invoice cannot be booked using the order/reception matching in APconnect, and you want to book the document manually in SAP.

How does it work?

You can select a new a new match type in the Key-entry: No matching, manual booking.

After selecting the new match type, the Manual booking field is set to yes, and all invoice lines are removed. You can now finish the document using F6 without entering any invoice lines or extra costs.

After processing the document in the Key-entry, a single task Manual booking is assigned to the accounting group. The invoice is not automatically booked in SAP. The accounting group can choose to submit or reject the document after which the workflow stops.

It is possible to manually fill in the book number and SAP document id in the manual booking step.

New fields available in search and task lists

A range of optional fields were added to the search and task lists fields collection. The optional fields can be show by opening the column settings..

.. and selecting the columns to be shown/hidden.

Amount columns also display the currency symbol now.

Support for archive cost and goods invoices

The system supports the possibility to upload a collection of old cost/goods invoices for archive purposes. No workflow is started for the archive documents, they are added to the existing document collections in the search page.

New user interface

When you start up the web application, an interactive tour will automatically begin, guiding you step by step through the most important new features.

A tour will start on every screen where changes have been made, so you can immediately familiarize yourself with the updated environment.

We recommend that you complete the entire tour!
Of course, you can always revisit it later via the help menu. This can be found at the top right corner (bulb icon).

What can you expect?

• The same fresh, modern look and feel
• Improved navigation and clearer menus
• Smart shortcuts and overviews on the home page to help you work faster

Cost Invoices

• The booking rule template has been split for invoices and credit notes.
• Keyentry can now remember and apply separate sets of booking rules for invoices and credit notes.

Goods Invoices

• New field “Set VAT codes” in the invoice header: this sets all VAT codes and calculates VAT amounts on lines without a VAT code.

• General ledger account is transferred from the order line and remains editable in key entry (SmartLynx update required)

• New option: have deviations approved by the purchasers group instead of the order responsible (disabled by default).

New in our invoice processing: AI-supported field recognition

From now on, we will use AI recognition to automatically fill in invoice fields, even if they have not been learned from the invoice layout before.
This saves you time and makes data preparation a lot smarter.

How does it work?

• AI recognizes the content of new or unknown fields on your invoice
• The recognized values are highlighted in orange so that you, as a KeyEntry user, can easily check them
• In this first version, the AI results are not automatically validated—this prevents potential errors from slipping through unnoticed
• The invoice description is automatically filled in with a summary of the invoice, generated by AI

What does this mean for you?

• Work faster: less manual retyping
• Better data preparation, even for new invoice layouts
• You remain in control: AI does the groundwork, you validate

New workflow version

The following features were added:

• A field was added with the Key-Entry user to cost- and line-based invoice matching, this field can also be adopted in SAP
• Suppliers can be set so that their invoices are always imported as goods invoices. If you want to use this feature, you can provide us with a list of supplier codes per company for which this may be set.
• The default match type is set to ‘GRPO’ when this is unknown to the supplier
• Validation of amounts on invoice lines were improved: empty or zero quantity/amount is not accepted

Use cash discount percentage in VAT code calculation for cost- and line-based invoice matching

From now on, you can manage cash discount thanks to our new Cash Discount feature. When the cash discount percentage is entered, it is taken into account in the automatic calculation of VAT amounts.

This makes it easier to process commercial agreements correctly and transparently.

Overview of recently completed tasks – Task list with recently completed tasks added to all document types

No more searching for what was recently completed: a handy task list of recently completed tasks is now available.

That way you can keep an overview, even during busy periods.