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Review comments

Published Date: 05-10-2022    Categorie: Getting started
Updated on January 16, 2024


The Smartbooqing system generates review comments wherever a review is required by the reviewer. The system applies checks and highlights invoices with precise comments. These comments indicate which field and value have issues, along with a description. For more details on the meaning and use of each comment, please refer to the following article.

 

There are two types of comments:
  • Critical comments (shown in red): These indicate mandatory checks required by the reviewer.
  • Non-critical (shown in blue): Comments that are not mandatory but provided for notification purposes.

 

You can find these comments under the ‘Documents with Comments’ section on the review page, on the left side of each document, as shown in the following example screens:

 

Detailed description and actions for review comments
Documents not booked – review comments
Document not processed: ‘Most likely not an document’. Possible reasons:

  • Not all invoice properties have been recognized e.g. document date, number, amounts, taxes, supplier, customer etc.
  • Documents like Contribution, offerte, contract, settlement, advice, spcificatie, rekeningaschrift, emballagebon, werkbon, bestelling, claim, weekbon, afleverbon, pakbon, openstand factuur, purchase of proof, Notification.
 You cannot switch off this comment. Possible actions:

  • You can save as it is (non-bookable)
  • If you want to process this document always in future; make this setting Contact list àProcessing view àmake ON for Book always. Go through the terms & conditions carefully, book always can be applied if all the required details are present on invoice.
  • If you want to book once, you can book while review from DDP by manual steps.
Document not processed: Overview. Reason:

  • Identified as ‘overview’ from the related keywords that were found on the document.

 

 You cannot switch off this comment. Possible actions:

  • You can save as it is (non-bookable)
  • If you want to process this document always in future; make this setting Contact list àProcessing view àmake ON for Book always. Go through the terms & conditions carefully, book always can be applied if all the required details are present on invoice.
  • If you want to book once, you can book while review from DDP by manual steps.
Document not processed: Reminder Reason:

  • Identified as ‘overview’ from the related keywords that were found on the document.

 

 You cannot switch off this comment. Possible actions:

  • You can save as it is (non-bookable)
  • If you want to process this document always in future; make this setting Contact list àProcessing view àmake ON for Book always. Go through the terms & conditions carefully, book always can be applied if all the required details are present on invoice.
  • If you want to book once, you can book while review from DDP by manual steps.
Document not processed: Handwritten document Reason:

  • Handwritten is not recognized by our system, hence not processed.
 You cannot switch off this comment. Possible actions:

  • You can save as it is (non-bookable)
  • You can book while review from DDP by manual steps.
Document not processed: ‘supplier name not available’ Reason:

  • No supplier details on the purchase document. Supplier is required to process a document.
 You cannot switch off this comment Possible actions:

  • You can save as it is (non-bookable)
  • You can book while review from DDP by manual steps.
Document not processed: ‘customer name not available’ Reason:

  • No customer details on the sales document. Customer is required to process a document.
 You cannot switch off this comment. Possible actions:

  • You can save as it is (non-bookable)
  • You can book while review from DDP by manual steps.
Document not processed: Tax document Reason:

  • Not processed as per the setting ‘Administration → Setting → General settings → Show advanced settings à Vat and Tax settings.
 You can switch off this comment from ‘Administration → Setting → Review setting → Make OFF for Tax invoices’. Possible actions:

  • You can save as it is (non-bookable)
  • If you want to process this document always in future; make this setting ‘Administration à Setting à General settings àShow advanced settings à Vat and Tax settings.
  • If you want to book once, you can book while review from DDP by manual steps.
Document not processed: administration setting Reason:

  • Setting is made to ‘not process’ supplier/customer.
 You cannot switch off this comment. Possible actions:

  • You can save as it is (non-bookable)
  • If you want to process this document always in future; make this setting Administration à Setting à General settings à supplier/customer à make ON for Book / Book new contacts
  • If you want to book once, you can book while review from DDP by manual steps.
Document not processed: Certain account code(s) are deleted in administration Reason:

  • Some account code(s) used on this document are deleted in your accounting system.
 You cannot switch off this comment. Possible actions:

  • You can save as it is (non-bookable)
  • You can modify contact or article group setting with other active account codes, to get document processed and to stop this comment. OR add new account code in accounting system and sync to Smartbooqing.
  • If you want to book once, you can book while review from DDP by manual steps.
Document not processed: Certain account code(s) are blocked in administration Reason:

  • Some account code(s) used on this document are blocked in your accounting system.
 You cannot switch off this comment. Possible actions:

  • You can save as it is (non-bookable)
  • You can modify contact or article group setting with other active account codes, to get document processed and to stop this comment.
  • Activate same account code in accounting system and sync to Smartbooqing.
  • If you want to book once, you can book while review from DDP by manual steps.
Document not processed: Certain VAT code(s) are deleted in administration Reason:

  • Some vat code(s) used on this document are deleted in your accounting system.
 You cannot switch off this comment. Possible actions:

  • You can save as it is (non-bookable)
  • You can modify vat setting with other active vat codes, to get document processed and to stop this comment. OR add new vat code in accounting system and sync to Smartbooqing.
  • If you want to book once, you can book while review from DDP by manual steps.
Document not processed: Certain VAT code(s) are blocked in administration Reason:

  • Some vat code(s) used on this document are blocked in your accounting system.
 You cannot switch off this comment. Possible actions:

  • You can save as it is (non-bookable)
  • You can modify vat setting with other active vat codes, to get document processed and to stop this comment. OR activate same vat code in accounting system and sync to Smartbooqing.
  • If you want to book once, you can book while review from DDP by manual steps.
Document not processed: Certain day book(s) are deleted in the administration Reason:

  • The day book used for the contact of this document is deleted in your accounting system.
 You cannot switch off this comment. Possible actions:

  • You can save as it is (non-bookable)
  • You can use another daybook to contact from Contact list àProcessing view à Edit daybook to stop this comment. OR add new daybook code in accounting system and sync to Smartbooqing.
  • You can set default daybook from Administration à Setting à General settings à Show Advanced settings à Supplier/customer pop up
  • If you want to book once, you can book while review from DDP by manual steps.
Document not processed: Certain day book(s) are blocked in the administration Reason:

  • The day book used for the contact of this document is blocked in your accounting system.
 You cannot switch off this comment. Possible actions:

  • You can save as it is (non-bookable)
  • You can use another daybook to contact from Contact list àProcessing view à Edit daybook to stop this comment. OR activate daybook code in accounting system and sync to Smartbooqing.
  • You can set default daybook from Administration à Setting à General settings à Show Advanced settings à Supplier/customer pop up
  • If you want to book once, you can book while review from DDP by manual steps.
Document not processed: addressee set as ‘ignore’ Reason:

  • Name of customer/addressee on this invoice is different than the administration and is marked as ‘ignore’ in the setting.
 You can switch off this comment from Administration → Setting → General setting → show advance settings → Documents with alternative naming → make OFF for ‘Review comment’ for addressee on the document. Possible actions:

  • You can save as it is (non-bookable)
  • If you want to process this document always in future change setting as “Process” from Administration àSetting à General settings à show advance settings à Documents with alternative naming à change setting
  • If you want to book once, you can book while review from DDP by manual steps.
Document not processed: Ghost document Reason:

  • Possible fraud invoice as per matches criteria of fraud invoices as provided by Fraudehelpdesk.
 You can switch off this notification from ‘Administration → Setting → Review settings → Make OFF for Ghost invoices’. Possible actions:

  • You can save as it is (non-bookable)
  • You can book while review from DDP by manual steps.

Note: comment can be switched off but document will remain non-bookable
Bad scan Reason:

  • Low quality, low DPI (<300) or unreadable scan is bad scan. Or else if more than 1 invoices, printed on single PDF page getting considered as Bad scan.
 You cannot switch off this comment. Possible actions:

  • You can save as it is (non-bookable)
  • You can book while review from DDP by manual steps OR re-submit the document with god quality.

Check guidelines of bad scan.
Incomplete document Reason:

  • On document, if some data is available in partial print or if pages missing then document considered as incomplete.
 You cannot switch off this comment. Possible actions:

  • You can save as it is (non-bookable)
  • You can book while review from DDP by manual steps OR re-submit proper document.
Document not processed: duplicate invoice Reason:

  • Same invoice processed already under administration, so system detected it duplicate referring contact and invoice number.
 You cannot switch off this comment. Possible actions:

  • You can save as it is (non-bookable)
  • You can book while review from DDP by manual steps.
Document not processed: Period closed Reason:

  • If the invoice date is falling under blocked / closed period.
 You cannot switch off this comment. Possible actions:

  • You can save as it is (non-bookable)
  • You can set “Book in next available period’ from Administration à Settings à General settings à Show advanced settings à Closed period à Make ON for book in next period
  • You can book while review from DDP by manual steps.
Contact settings – review comments
New contact suggested Reason: No matching contact found for this document. Hence a new contact is proposed by the system. You can verify data of new contact like KVK, IBAN, Ledger code. You cannot switch off this comment. Possible actions:

  • You can save as it is processed, contact will get exported and added in list.
  • Verify all details of contact like Name, COC, IBAN, Coding rule, account code. You can modify its setting to get processed automatically.
  • You can also discard new contact by replacing existing contact for the document from review page.
Verify contact Reason: System suggests contact on the basis of data like KVK, IBAN, Address, Name. If matched contact is not sure to system or if there are multiple similar contact, it generates comment of verify contact. You cannot switch off this comment. Possible actions:

  • You can save as it is processed.
  • You can update data in existing contact and sync to Smartbooqing, so next time it will be sure contact OR choose another correct contact / new one for the invoice.
Verify IBAN Reason: IBAN is necessary for payments, so if new IBAN noticed by system, it generates alert to verify and compare current IBAN of contact and new IBAN. You can switch off this comment from ‘Administration → Setting → Review setting → Verify IBAN’. Possible actions:

  • You can save as it is processed
  • The IBAN on this invoice can be new. But currently; Smartbooqing cannot update this in your system. You can update the IBAN in your accounting system, and then synchronize it again in Smartbooqing.

 
Verify CoC Reason: Company name registered in COC list, might be different than the contact name. You cannot switch off this comment. Possible actions:

  • You can save as it is processed.
  • Verify contact name, if want to edit the name then edit in your accounting system and sync to Smartbooqing. This check helps to verify if wrong COC applied to relation.
Check ledger account. Reason: Ledger account to be verified if correct. This comment can be switched off per contact from Contact list → edit contact → select Ask to ‘Never’. Possible actions:

  • You can save as it is processed.
  • Check ledger account, if you see it is wrong then you can update relation setting from Contact list → Double click on relation → Change ledger.
  • If you want to change once then, change from DDP.
Provide COC number. Reason: COC number missing for relation. You cannot switch off this comment. Add COC to relation to switch off for relation. Action:

  • You can save as it is processed.
  • You can update COC from Contact list → Double click on relation → update COC.
  • You can also update it from COC field on DDP.
Invoice amounts – review comments
Verify amount Reason: system has found calculation errors, amount as processed by the system does not match with the amounts on the document. You cannot switch off this comment, amount verification is needed for document from DDP. Possible actions:

  • You can save as it is processed.
  • You need to verify all amounts on transaction lines section, as there might be one / many wrong amounts which are not as per invoice. You can change amounts by edit transaction lines on DDP
Verify VAT Reason: System has found calculation errors with vat amounts on this document, processed and invoice amounts not matching.  

You cannot switch off this comment.

 Possible actions:

  • You can save as it is processed
  • You need to verify vat amounts on transaction lines section, as there might be one / many wrong vat amounts which are not as per invoice. You can change amounts by edit transaction lines on DDP
Most likely ‘credit invoice Reason: System may detect credit invoice based on certain keywords or negative amounts. You cannot switch off this comment. Possible actions:

  • You can save as it is processed.
  • You can verify amounts as, system detected it as credit invoice. You can change amounts by edit transaction lines on DDP.
Higher amount Reason: Higher amount limit mentioned in setting, so system notifies if the limit crosses. You cannot switch off this comment, but higher amount limit can be removed, so comment will not generate. You can set it from ‘Administration → Setting → Review setting → Amounts higher than’. Possible actions:

  • You can save as it is processed.
  • You can verify amounts as they are higher than the expected limit. You can change amounts by edit transaction lines on DDP
Extra line added – percentage Reason: If there is a setting for contact to add extra line for given percentage system generates notification. You can switch off this comment notification from Contact list → Select relation → Discounts → Make OFF for ‘Review Comment’. Possible actions:

  • You can save as it is processed
  • You can verify amounts and extra lines created by system if showing correct calculations. You can change amounts by edit transaction lines on DDP
Extra line added – fixed amount Reason: If there is a setting for contact to add extra line for given fixed amount, system generates notification. You can switch off this comment notification from Contact list → Select relation → Discounts → Make OFF for ‘Review Comment’. Possible actions:

You can save as it is processed.

You can verify amounts and extra lines created by system if showing correct calculations. You can change amounts by edit transaction lines on DDP.
Balance amount adjusted Reason: System has detected discrepancy with the amounts given on this doc and same has been adjusted in the extra line added at the end. You can switch off this comment from Contact list → Select relation → Discounts → make OFF for discrepancy ‘Review comment’. Action:

  • You can save as it is processed.
  • You can verify amounts and difference adjusted by system if showing correct calculations and correct ledger. You can change amounts or ledger code by editing transaction lines on DDP.
Discount applied Reason: Extra column of discount cost has been considered. You can switch off this comment from Contact list → Column splitting → Discount → make OFF for review comment. Possible actions:

  • You can save as it is processed.
  • You can verify extra lines created by system on the basis of extra columns, if showing correct. You can change amounts by edit transaction lines on DDP.
Packaging cost applied Reason: Extra column of packaging cost has been considered. You can switch off this comment from Contact list → Column splitting → Packaging → make OFF for review comment. Possible actions:

  • You can save as it is processed.
  • You can verify extra lines created by system on the basis of extra columns, if showing correct. You can change amounts by edit transaction lines on DDP
Commission applied Reason: Extra column of commission cost has been considered. You can switch off this comment from Contact list → Column splitting → Commission → make OFF for review comment. Possible actions:

  • You can save as it is processed.
  • You can verify extra lines created by system on the basis of extra columns, if showing correct. You can change amounts by edit transaction lines on DDP.
VAT percent Reason: Extra columns of each vat has been considered. You can switch off this comment from Contact list → Column splitting → Vat % → make OFF for review comment. Possible actions:

  • You can save as it is processed.
  • You can verify extra lines created by system on the basis of extra columns, if showing correct. You can change amounts by edit transaction lines on DDP.
Invoice header details – review comments
Verify period Reason: If invoice date relates to multiple periods system notifies to verify assigned period. You cannot switch off this comment. Possible actions:

  • You can save as it is processed
  • You can select period (Month and Date) from DDP. To adjust permanently, check if same date falling in different periods, then adjust then correct in accounting system and sync to Smartbooqing.
Verify date Reason: Document date is of future or may be missing on the document. You cannot switch off this comment. Possible actions:

  • You can save as it is processed.
  • You need to verify invoice date and can update  from DDP / Review page.
Period missing Reason: Financial period for the invoice date is not present. You cannot switch off this comment. Possible actions:

  • You can save as it is processed.
  • You can select period (Month and Date) from DDP. To adjust permanently, check if periods missing in accounting system then add there and sync to Smartbooqing.
Period changed to open period Reason: ‘Accounting period’ is changed as per the setting. You cannot switch off this comment, but setting of change period can be switched off from Administration → Setting → General settings → show advance settings → Closed period’. Possible actions:

  • You can save as it is processed.
  • You need to verify assigned period (Month and Date) from DDP. To adjust permanently, check if periods of invoice dates are blocked in accounting system then activate them there and sync to Smartbooqing.
Invoice line details – review comments
Verify article group Reason: System is not fully sure about the ‘article Group’ assigned to new articles. You cannot switch off this comment for new articles. Possible actions:

  • You can save as it is processed.
  • On review page you can expand and see articles and their product groups. You need to verify if the assigned product group is right or wrong, if wrong you can change from review page itself, or else change from DDP for same article line.
  • If you found product group is correct but the ledger code is wrong then, you can also change account code for the product group from review page or DDP.
Confirm ‘article coding’ setting Reason: If the product group is set to ask on review. You cannot switch off this comment for new articles, for product groups of existing articles, you can switch off from Administration → Settings → Article coding → find product group → Select Ask as ‘never’. Possible actions:

  • You can save as it is processed.
  • Verify product group is required actually to see general ledger mapped to it.
    • It can be suitable for this invoice but not for next, then you can update ledger from DDP or review but keep ask ‘Always’.
    • If its need to be changed for all invoices, then change and keep ask ‘never’.
    • If you want next time verification just for onetime then keep ask ‘First time’.
Processed on suspense account Reason: Document lines(s) are processed on suspense code. You can switch off comment from ‘Administration → Settings → Review settings → make OFF for suspense account’. Possible actions:

  • You can save as it is processed.
  • Suspense account is where system unable to find any suitable ledger account, so you need to verify and can update from DDP for once.
  • You can update in setting from Contact list → Double click on contact → change account code or coding rule.
Dimension Cost Code Applied Reason: Notification generated by system for Dimension ‘Cost Code’ Applied. You can switch off this comment from Administration → Settings → Dimensions → Cost codes → make OFF for Review comment. Possible actions:

  • You can save as it is processed.
  • Dimensions are getting assigned as per criteria set in setting, you can verify or update them from DDP.
  • You can change settings from Administrations → Settings → Dimension → edit setting.
Dimension Project Code Applied Reason: Notification generated by system for Dimension ‘Project Code’ Applied. You can switch off this comment from Administration → Settings → Dimensions → Project codes → make OFF for Review comment. Possible actions:

  • You can save as it is processed.
  • Dimensions are getting assigned as per criteria set in setting, you can verify or update them from DDP.
  • You can change settings from Administrations → Settings → Dimension → edit setting.
Dimension Partner Code Applied Reason: Notification generated by system for Dimension ‘Partner Code’ Applied. You can switch off this comment from Administration→ Settings → Dimensions → Partner codes → make OFF for Review comment. Possible actions:

  • You can save as it is processed.
  • Dimensions are getting assigned as per criteria set in setting, you can verify or update them from DDP.
  • You can change settings from Administrations → Settings → Dimension → edit setting.
Dimension Location Applied Reason: Notification generated by system for Dimension ‘Location’ Applied. You can switch off this comment from Administration → Settings → Dimensions → Location → make OFF for Review comment. Possible actions:

  • You can save as it is processed.
  • Dimensions are getting assigned as per criteria set in setting, you can verify or update them from DDP.
  • You can change settings from Administrations → Settings → Dimension → edit setting.
Dimension Order Code Applied Reason: Notification generated by system for Dimension ‘Order Code’ Applied. You can switch off this comment from Administration → Settings → Dimensions → Order codes → make OFF for Review comment. Possible actions:

  • You can save as it is processed.
  • Dimensions are getting assigned as per criteria set in setting, you can verify or update them from DDP.
  • You can change settings from Administrations → Settings → Dimension → edit setting.
Other checks – review comments
Illegible text, most likely handwritten comment Reason: system has detected some not proper text on the document and that could be handwritten text. To switch off this notification, go to ‘Administration → setting → Review settings → Make OFF for Handwritten comments’. Possible actions:

  • You can save as it is processed.
  • Some handwritten instructions if detected by system, you can verify on invoice and take action accordingly if required. You can edit values from DDP.
Most likely duplicate invoice Reason: System finds matching invoice amount & invoice date with other invoice(s) for same contact in same administration. You cannot switch off this comment. Possible actions:

  • You can save as it is processed.
  • You can verify in archived invoices or in processed invoices if the same relation has document of same date and same amount. This is less possible so verification needed. There is an option for ‘see originals’ to verify similarity or on DDP, button ‘Search in archive’ will help to find document.
Other addressee, Process next time Reason: Name of customer/addressee on this invoice is different than the administration. Select this box [ ] In case you want to process this next time, if you unselect the box, this addressee will be considered to not to be booked next time. You cannot switch off this comment. You may add all such possible addressee in the setting at Administration → Setting → General setting → show advance settings → Documents with alternative naming. Possible actions:

  • You can save as it is processed.
  • Other addressee gets added automatically in setting, you can decide to book or not book next time from review page. From review ‘Process next time’ checkbox you can make unselect to not to book this addressee again. Or else keep it selected.
  • You can also edit settings from Administration → Setting → General setting → show advance settings → Documents with alternative naming.
known addressee Reason: Addressee on the document is from the listed names under setting. You can switched off from Administration → Setting → General settings à Invoices with alternative naming. Possible actions:

  • You can save as it is processed.
  • Other addressee gets added automatically in settings and become known addressee. You can edit settings from Administration → Setting → General setting → show advance settings → Documents with alternative naming.
In past review; document was turned into non-bookable Reason: Document of same relation was processed as invoice by the system but during review in the past, it was made as non-bookable. You may like to verify this once again. You cannot switch off this comment. Possible actions:

  • You can save as it is processed.
  • Similar document made non-bookable by reviewer, so this time you need to verify accordingly.
  • If this is not to be processed always; setting can be made at Contact list → select relation → Dual setting → choose ‘make non-bookable’.
Inter-Company transaction:

Booked on keyword level cross admin setting

 Reason: If any transaction line or whole invoice getting applied for Inter-company setting based on keyword in header or keyword in line, then this notification getting raised by system. You can switch off it by Administration → Settings → Inter-Company settings → make OFF for review comment. Possible actions:

  • You can save as it is processed.
  • You can verify and edit another administration name and account code from transaction lines, column “IC administration” and “Account code”.
  • If you feel to change the keyword setting then do it from Administration → Settings → Inter-Company settings.
Inter-Company transaction:

Booked on account code level cross admin setting

 Reason: If any transaction line or whole invoice getting applied for Inter-company setting based on account code, then this notification getting raised by system. You can switch off it by Administration → Settings → Inter-Company settings → make OFF for review comment. Possible actions:

  • You can save as it is processed.
  • You can verify and edit another administration name and account code from transaction lines, column “IC administration” and “Account code”.
  • If you feel to change the account code setting then do it from Administration → Settings → Inter-Company settings.
Inter-Company transaction:

Booked on relation level cross admin setting

 Reason: If any transaction line or whole invoice getting applied for Inter-company setting based on relation, then this notification getting raised by system. You can switch off it by Administration → Settings → Inter-Company settings → make OFF for review comment. Possible actions:

  • You can save as it is processed.
  • You can verify and edit another administration name and account code from transaction lines, column “IC administration” and “Account code”.
  • If you feel to change the relation setting then do it from Administration → Settings → Inter-Company settings
Most likely, mis-match between digital and scanned document(s) Reason: Some of the fields value in UBLs are not matching with their PDFs. You cannot switch off this comment. Possible actions:

  • You can save as it is processed.
  • If UBLs do not match with the PDFs provided, then system generates a new PDF. It generates scenarios as follows:
    • Original PDF gets booked separately.
    • Original PDF become non-bookable as duplicate.

You can:

  • merge these PDFs with processed invoices from review.
  • Reject it completely from review page by select doc → press ‘Delete’.

You can refer these fields mentioned in review comment to be corrected for next time as well.

 

 

You can book documents by manual booking steps on DDP by following these steps

  1. Go Document detail page (DDP), click on the magnifier glass on the review page for desired invoice
  2. In the DDP, click on book
  3. Select document type = Purchase or Sales
  4. Select relation
  5. Add Invoice details = Invoice number, Date, Payment term
  6. Add booking line by clicking on +1
  7. Click on export. This button will automatically be displayed on the bottom once clicked on ‘Book’.
Updated on January 16, 2024

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