Document validation

Document validation gathers the company’s unvalidated documents, regardless of their type and the application where they will be used. The list includes all months and does not change when you select another period in Accounting or Invoicing.

Find documents awaiting review

1. Open Document validation from Documents or the + menu in the header. Documents are grouped by document-date month; those without a date appear separately in Undated. Search by name, business partner or number and use month, type or status filters to narrow the list.
2. Documents being processed remain visible. Wait for analysis to finish before validation. If you opened a batch from the result notification, only documents in that batch not yet validated appear; approved documents are no longer listed.
3. No documents to review confirms the company's work list is empty; open Approval history for previously reviewed documents. No results for these filters means unvalidated documents exist but current criteria hide them. Use Reset filters to return to the full list, including after opening an already approved batch.

Compare the summary with the original

1. The complete summary lets you review the document details, parties, number and date, line items, totals, and VAT where applicable. For bank statements, also compare transactions and balances with the original. Data in Validation is read-only; corrections are made through Moderate.
2. The direction of funds shows the effect on your company. An issued invoice indicates money to be collected, while a received invoice indicates money to be paid; these are expected amounts and do not by themselves confirm payment. On a bank statement, Credit means money coming in and Debit means money going out. A reversal or negative value reverses the direction, while contracts and inventory documents do not confirm a movement of funds.
3. The original appears automatically when you reach the document in the list. For a multi-page PDF, scroll through the preview; pages load as you reach them, so you can continue reviewing without opening each page separately.
4. To read the details, use + and − to zoom in or out and rotate the preview if the document is incorrectly oriented. On a computer, zoom with the mouse wheel and drag the enlarged image. On a phone or tablet, pinch two fingers to zoom in or out and move the image with one finger. Rotation is visual only: the original file remains unchanged.

Choose the appropriate document action

1. The I confirm that the document details are correct checkbox stays visible for each document and becomes available once processing ends. After comparing the original, you can validate the document even if information absent from the original remains unfilled. The checkbox confirms your check; it does not invent or fill in missing details.
2. For all prepared documents on the displayed page, use the confirmation at the end of the page and choose Validate all documents. Filters and pagination determine which documents are included. If a document on the page is still being processed or cannot be validated, the action remains unavailable.
3. If data is missing or a value is incorrect, choose Moderate. On the Document moderation page, complete the fields using the original and wait for automatic-save confirmation. Do not confirm information you cannot verify.
4. For a document added by mistake, choose Move to trash and review the indicated document before confirming. The document can be recovered from the trash for 7 days. If it appears to be a duplicate, first identify which original you must keep.
5. After validation, the document leaves the work list and can be found in Approval history and its category. Matching details in automatic checks does not replace your approval. If you disabled mandatory moderation in Your company, available details may be used before approval; documents still need checking. Only eligible documents and operations are used for accounting records; validating a contract or other supporting document does not create a journal entry.

Related resources

• Documents app guides
• Uploading supporting documents
• Document scanning
• Checking extracted documents
• View Fluxe prices and plans

Practical example

You have an unvalidated August invoice and September receipt. Document validation can show both, regardless of the selected accounting month. Check each original and its period, use Moderate for corrections and validate only the complete document.

Frequently asked questions and solutions

The document disappears from validation after approval. Where can I find it?

Lista urmărește documentele nevalidate. După aprobare caută documentul în categoria lui și în Istoric aprobări. Nu ai documente de verificat confirmă că nu mai sunt documente nevalidate; dacă vezi Niciun rezultat pentru aceste filtre, folosește Resetează filtrele pentru a vedea celelalte documente ale firmei. Verifică data și moneda pentru pagina contabilă în care trebuie folosit; nu îl reîncărca doar pentru că a dispărut din coada de lucru.

The same invoice appears twice. How do I avoid duplicate records?

Compare the supplier, number, date, currency and total, then preview the originals. Keep the complete document and check approval and linked operations before removing the copy. Two files of the same invoice do not justify two purchases.