In automations, you can set up a variety of logic and automation rules, either general ones or those based on specific vendors.

Here is an example of an automation that automatically creates journal entries and initiates a specific approval workflow every time an invoice is received from the vendor TDC.

Overview

In the overview, you can see all the automations set up for the company. You can view the name, description, when the automation runs, and its status (active or inactive).

Order

Automations run chronologically from top to bottom, which makes it important that they are set up in the correct order. As a general rule, use this logic:

1. The most general automations should be at the top
   For example, those that run for all creditors or serve as a fallback

2. Next come the general automations

   For example, those that run for a specific creditor or a subset of creditors

Change the order by clicking “Automation Order” and dragging them into the desired order.

You can also move a new automation to the bottom or enable/disable it by clicking on the “3 prikker” option.

Create an Automation

An automation is essentially built from various “building blocks” that define when a given automation should run, as well as what it should do when the criteria are met. An automation must consist of at least one event and one action.

When you add new checks and actions, the automation is visually structured so you can follow the flow all the way through.

Undo and Delete Action

You can delete a component by clicking “skraldspandsikonet.”

You can click “Fortryd” at any time if you want to go back a step.

Or click “Gentag” if you want to undo your “fortryd” action.

Event

This is the first step in an automation and controls when an automation should run.

Document Received

This runs every time a document is received.

Document Sent for Approval

This runs every time a document is sent for approval.

Document is approved

This runs every time a document is approved by a user—regardless of whether they are the first, second, or last approver.

Document is finally approved

This runs when a document is finally approved by the last approver—regardless of how many other approvers there have been.

Document Rejected

This runs when a document is rejected.

Document is on hold

This status is applied when a document is put on hold.

Document has an export error

This runs when a document encounters an error while attempting to export.

Document is ready for export

This runs when a document is marked as ready for export.

Document has been exported

This runs when a document has been exported without errors.

Check

If you don’t want an automation to run every time, you can add filters to make your automation more specific. You can have multiple different checks in the same automation, but it makes sense to group them as much as possible so that, for example, you don’t have 25 checks for 25 different vendors.

Else Action

It’s also possible to add a separate track for different checks within the same automation by clicking the button below.

In that case, you can, for example, create one track that runs a specific action and another track that runs a different action without having to create many different automations.

Document

Checks fields on the document.

Vendor

Create a check for a vendor.

Choose whether it should apply to the selected vendors or to all vendors other than the selected ones.

Select the vendor(s) to which this should apply.

Document Type

Checks the document type (e.g., Invoice / Credit Memo)

Invoice Number

Checks whether the invoice number contains specific characters, is a specific value, matches specific patterns, or is blank.

Document Text

Checks the entire invoice text layer to see if it contains specific characters, is a specific value, matches specific patterns, or is empty. The text layer refers to all the text appearing in a PDF or in the raw XML data of an e-invoice.

Learn more about the XML structure at here and how to download the XML at here.

If you have two types of invoices from the same supplier, you can, for example, check the supplier and then identify a unique value in the document text—such as the customer number, installation number, or name/initials/contact person, and then route the document through two different workflows and/or with two different account assignments.

It’s also possible to use regex, which is a powerful tool for matching unique patterns. Here, we recommend contacting Futurelink for help with setup or, if applicable, using AI.

For example, it can be used to find unique combinations of letters and numbers—such as a project number.

Dates

These check the selected date field.

You can choose whether it should be a specific date, before or after a selected date, or a date range.

Amount

These check the selected amount field.

You can choose whether the amount should be a specific amount, above or below the selected amount, or whether it is left blank (not present / not deducted from the invoice).

Currency

You can also check whether the currency is or is not a specific currency.

Action

If the selected checks apply, the actions you choose here will be executed. You can add multiple actions to a single automation.

Dates

Calculate Due Date

If you do not want to use the document’s due date or if no due date was found, you can have the system calculate a new due date based on the invoice date and the supplier’s payment terms in your ERP system.

If the due date could not be calculated—for example, if the invoice date could not be found or if there are no payment terms for the vendor—it will fall back to the due date found on the document or no date at all.

Flow

Select how a document should be sent for approval.

Assign to User

The document is assigned to a single user.

Select the user, and choose whether the document should be sent for approval automatically or remain in "Nye dokumenter" so you can simply add the approver, making it ready to be sent manually.

Assign to flow

The document is assigned to an approval workflow.

Select the workflow and choose whether the document should be sent for approval automatically or remain in "Nye dokumenter" with the workflow added so it is ready to be sent manually.

Use the most recently used flow

Automatically select the most recently used flow for documents from the same vendor. Only exported documents are used to select the most recent flow.

Select whether the document should be sent for approval automatically or remain in the "Nye dokumenter" and simply have the workflow added so it is ready to be sent manually.

Use the most frequently used "flow"

Automatically select the most frequently used flow for documents from the same vendor. Only exported documents are used to select the most frequently used flow. This can be used, for example, if 9 out of 10 documents go to the same flow, but there are a few exceptions.

Select how many months to look back, as well as whether the document should be sent for approval automatically or remain in the "Nye dokumenter" and simply have the flow added so it is ready to be sent manually.

Document

Send Comment

Here you can create a comment on the document.

This comment will appear on the document just like all other comments and can be used, for example, to provide an important message to a user regarding something they should pay special attention to.

Approve Document

This action automatically approves the document and can be used, for example, to automatically approve documents below a specified amount for specific suppliers.

Export Document

This action automatically exports the document to the ERP system and can be used, for example, to automatically export all or specific finally approved documents.

Posting

Select how the document should be posted automatically.

Create Posting Lines

Here, you can create a manual posting with one or more lines that will apply every time the action is run.

First, select how the amount should be allocated.

• Manuel indtastning Can be used to create a specific allocation for fixed costs that need to be distributed across multiple lines. You can enter static amounts or formulas for multiple lines.

• Fordel ligeligt Splits the invoice amount across each line.

• Tilføj fuld beløb til første linje Can be used to create multiple lines in advance, but manually allocate them afterward if they change frequently.

• Tilføj restbeløb til sidste linje This is a more advanced manual entry option where, for example, you can enter the fixed fees on the first two lines and then automatically fill in the varying remaining amount on the last line.

You can also manually enter the posting text on each line or simply have the vendor name inserted automatically. Of course, this can still be manually changed on the invoice later if there are exceptions.

Click “Tilføj en ny linje” or use the keyboard shortcut “CTRL + E”

Finally, create all the journal entry lines you wish to use. The variable values are locked and highlighted in blue, as shown below. All the dimensions and values you normally use in journal entries, as well as required fields, will also be displayed here.

Functions

Instead of entering a static amount or leaving the amount as 0, you can choose to create a function by clicking “f(x)” in the amount field.

This opens the list of possible variables and operators.

Example:

1. The amount must be divided equally between two posting lines, where, for example, the total amount is divided by 2 on both lines so that they both end up with 50% of the amount. The remaining accounts and dimensions can be freely selected separately for each posting line.

   

Dynamic Text

Instead of entering static text, you can create dynamic text for each posting line by clicking “T” in the posting text field.

This opens the list of available variables. Remember that you can combine static text and variables.

A simple example is shown here, where the vendor name and invoice number are combined, separated by a hyphen.

Add Most Recently Used Journal Entries

Automatically apply the most recent posting from the same vendor to the next document.

Select how the amount should be distributed. Keep in mind that it only takes the line items from the last exported document for the same vendor. Some of these distributions will yield the same result if there is only one posting line on the last document.

• Blank Takes the lines from the last document but does not enter any amounts.

• Fordel ligeligt Takes the lines from the last document and splits the amount on the document across each line.

• Tilføj fuld beløb til første linje Takes the lines from the last document but enters the entire amount on the top line so you can allocate it manually.

• Tilføj restbeløb til første linje Takes the lines from the last document but enters any amount difference on the top line so that the posting still balances.

• Tilføj restbeløb på en ny linje Takes the lines from the last document but enters any amount difference as a completely new line so it is more visible.

Finally, choose whether to leave the posting text blank, copy it from the lines in the previous document, or simply insert the vendor name.

Add the most frequently used posting lines

Unlike “Most Recently Used,” this feature uses multiple documents from a previous period to determine which one was used most frequently. This ensures that a single, one-off entry won’t automatically become the basis for all future documents.

Choose how far back it should look. Keep in mind that longer periods provide a broader basis for decision-making, but a shorter period yields faster results if the accounting entry ever needs to be changed.

Select how the amount should be distributed. Keep in mind that it only takes the lines from the last exported document from the same vendor. Some of these distributions will yield the same result if there is only one accounting line on the last document.

• Blank Takes the lines from the last document but does not enter any amounts.

• Fordel ligeligt Takes the lines from the last document and splits the amount on the document across each line.

• Tilføj fuld beløb til første linje Takes the lines from the last document but enters the entire amount on the top line so you can manually allocate it.

• Tilføj restbeløb til første linje Takes the lines from the last document but enters any difference in amount on the top line so that the posting still balances.

• Tilføj restbeløb på en ny linje Takes the lines from the previous document but enters any amount difference as a completely new line so it’s more visible.

Finally, choose whether to leave the posting text blank, copy it from the lines of the previous document, or simply insert the vendor name.

Loop

Loop can be used to go through all item lines in a document, check values in the item lines, and perform actions for each item line, such as adding comments or creating journal entries.

Loops are displayed in their own box in the automation section.

Check

Checks in a loop examine the actual line item information, such as item number, description, unit price, quantity, etc.

Action

Send Comment

Can be used to add a comment to the document if an item line meets specific checks. Comments are described in detail at here.

Create Posting Lines

This action creates one accounting line per line item that has passed the checks you set up before the action.

In the amount field, you can create a formula using the amounts and percentages that are potentially available in the line item.

Similarly, in the posting text, you can combine static text with values from the item line.

History

The history shows the total number of item lines, how many passed through each check, and finally, how many transactions were performed in each transaction.

In this example, it shows that there were 75 line items, of which 62 had a VAT rate of 25 and therefore triggered 62 actions, while 13 of them proceeded to the next check, where another 13 actions were performed because the VAT rate was not 25.

Save

Once your automation contains one event and at least one action, you can save it. Click “Gem automatisering” in the upper right corner.

Next, give it a name and a description. Try to make the description and name as descriptive as possible so you can remember what it does in the future and to make it easier for your colleagues down the line.

You can select “Gem” to simply save it without activating it. This is useful if, for example, you’re just experimenting or didn’t have time to finish it completely so it can be activated.

Alternatively, if it’s completely ready for use, you can click “Gem og aktiver.”

Test Automation

Edit and Delete Automations

You can edit, deactivate, and delete all existing automations.

Edit

In the overview, you can open an automation by clicking “Se.”

From there, you can make any desired changes and save them afterward. If you want to change the name or description, you can do so from the "3 prikker" section at the top and then select "Rediger navn og beskrivelse."

You can also enable or disable automation using the button at the top.

Delete

An automation can be deleted by clicking “3 prikker” at the top and then “Slet automatisering.”

Automation Settings

If you click the “3 prikker” button at the top and select “Automatiseringsindstillinger,” you’ll see a few additional settings you can enable for the automation.

Automatically stop other automations

This setting ensures that no further automations run once the current automation has performed at least one action on the document. This can be useful if, for example, you have many automations that initiate approval workflows or perform accounting entries, and you want to ensure that they aren’t overwritten later.

It’s also recommended to enable this if, for example, you’ve created an automation for automatic export after final approval and you also have other automations that run on final approval (so the document doesn’t get stuck in an endless loop).

Stop on Validation Error

This setting can be used to stop an action in an automation if a validation would have flagged or blocked the action.

Examples:

• If you have set up a validation rule stating that duplicates must not be exported, as well as an automation to automatically export finally approved documents, this will prevent that automation from exporting the document.

• If you have set up a validation rule requiring that a document be posted before it can be sent for approval, and an automation to automatically send it for approval, the document will remain in “New Documents” if the posting has not been completed by another automation.

History

All automations run on a document can be found in the activity log, along with their names and what actions were performed. If multiple automations were run on a document, they will be displayed in the chronological order in which they were executed.

It will also be possible to see the “path” it took, where blue indicates that the check matched, and red indicates that the check did not match. This is only displayed if at least one action has been performed on the document.