Validation Process for Imported Invoice Lines

Validation Process for Imported Invoice Lines

Please see below for the priority order for the validation process for imported Invoices in which invoices have been submitted using our Invoice Spreadsheet Template.

1. Company (Supplier) ID exists and is active
   • Confirms that the number in PanaceaSupplierId matches an existing Supplier Organisations in our system (not  deleted) AND is ticked as an Exception Supplier
     • PanaceaSupplierId = Company ID of organisation
     • Exception Supplier =  Contacts > Organisations > Find the Supplier Organisation > Settings > The "This is an Exception Supplier" tickbox is ticked
2. Invoice number uniqueness
   • Checks that InvoiceNumber + PanaceaSupplierId combination is not already pending reconciliation in our system.
   • Also checks that this invoice number hasn’t already been submitted against any purchase items.
3. Line Amount consistency
   • If you’ve provided LineAmountInclVAT, confirms that it equals LineAmountExclVAT + LineVATamount 
   • i.e. the net amount plus VAT matches the total
4. VAT Code - PanaceaLineTaxCode
   1. After passing the above, each line undergoes VAT-specific checks if you’ve filled in PanaceaLineTaxCode:
   2. Valid VAT code
      • Looks up the tax code number you provided; if it’s not recognised, you get an error, e.g.
        “Row 5, Column PanaceaLineTaxCode: Invalid VAT code (999) – code not recognised.”
   3. Accurate VAT calculation
      • Re-calculates VAT by applying the rate tied to your code against LineAmountExclVAT, then checks it matches your LineVATamount.

Validation Outcome

After running through all of the validation, If any issues are found, they’re displayed in an error panel (e.g., a list of row-specific problems). If everything passes, the invoice lines are saved, and a success message shows how many lines were imported (e.g., "Successfully imported 5 invoice lines").