How it works

1. Upstream creation of an Excel or CSV file containing internal invoice or time information
   
2. Import file into Abraxio
   
1. File selection and loading
   
2. Import configuration: mapping of file columns to Abraxio data (saved for future imports)
   
3. Verify file content and submit batch for processing in Abraxio
   
3. Reconciliation with your budget
   
1. Mass processing of invoices automatically reconciled with your budget lines
   
2. Individual manual processing of invoices or residual internal time
   

At the end of step 2, you have created a batch of invoices or internal times to process. Your budget has not yet been charged.

The aim of step 3 is then to define the budget lines to be allocated.

The level of automation depends directly on the ability to automatically find the budget lines to be allocated. To do this, Abraxio searches for correlations between budget lines and invoices/internal time to be integrated using their qualifying data: Supplier, purchase order number, invoice/internal time label, project code/wording, category, type of purchase, accounting reference, personalized analysis dimensions, etc. It is therefore essential to have sufficient qualified data in both the invoice/internal time file and the budget lines to obtain a good result. Increasing this automation rate is therefore an iterative process of data enrichment.

Access to mass import functions

Source file import

1. From the Dashboard, "..." menu in the title bar:
   

1. From all Finance module screens, the "..." menu in the title bar
   

Mass processing

1. From your Department budget, Consumption / Mass integration menu:
   

Loading process

The file loading process consists of 5 steps.

Step 1 "Selection"

1. Select the type of import to be performed: Your invoices or Your internal times
   
2. Select the Fiscal year to import
   

1. Click on Browse to select the file you wish to import. The file can be in xlsx or csv format.
   
2. If you do not have a ready-to-use file, you can download the Abraxio template. This will allow you to see the data that can be injected into Abraxio to develop a specific export from a third party tool or to feed it with Excel manipulations.

Accepted file formats :

1. CSV files :
   
1. .csv extension
   
2. Field separator: comma "," or semicolon ";".
   
3. Date: DD/MM/YYYY or YYYY/MM/DD, DD-MM-YYYY or YYYY-MM-DD, DD.MM.YYYY or YYYY.MM.DD
   
2. Excel files :
   
1. .xlsx, .xlsm extension
   
2. The tab named "Data" is taken into account, otherwise the 1st tab is taken into account
   

1. By default, this mapping is based on column labels. Abraxio remembers the matches you make, so the next time you import a similar file, the configuration will be automatically proposed.
   
2. For an efficient import, you need to fill in the correspondences for the mandatory data (invoice number, invoice date, etc.), but also as many columns as possible that will help the automati search for the budget lines to be charged (supplier, accounting reference, purchase order number, project code, analytical dimensions, etc.).
   
3. Once completed, tick the box "Save this configuration" to save this correspondence for the next import.
   

1. Green: data in a row is recognized
   
2. Orange: one or more data items in a row are not recognized, but this does not prevent further integration. You can see the details of the problem by hovering over the relevant cell.
   
3. Red: a required data element is not recognized. The row will not be imported. A 'download rejected' button will appear allowing you to retrieve the rejected rows, re-qualify them and then re-import them. In the last column of this file you'll find an explanation of the rejection.
   

Lines with warnings should get your attention. You will not be blocked in the import process, but the missing data will not contribute to the automatic reconciliation process with your budget. These are often suppliers, accounting references or analytical dimensions that are not referenced in Abraxio and that you should enrich in Abraxio.

Step 5 "Finalization"

Mass processing - Overview

1. Header
   
2. List of the invoices to be integrated
   
3. Detailed editing block
   

Header: Lots to be processed

1. Selection of the fiscal year to which to post the invoices
   
2. Selection of a batch of invoices to be integrated for this fiscal year
   
3. Batches to process: number of batches in which invoices remain to be integrated
   
4. Invoices to be integrated: number of invoices to be integrated in all the batches
   

A batch corresponds to an imported file and therefore contains a set of internal invoices or times.
When a batch is fully processed, it disappears from the list of batches.

List of the invoices to be integrated

1. If only one budget line is found, it will be displayed in the Budget Line column, along with the associated purchase order, if applicable.
   
2. If several lines are candidates, a "Select a budget line" message appears, the number of candidates is displayed, and the drop-down list proposes the candidates.
   
3. If no line is a candidate, the message "Select a budget line" appears
   

1. A color code for data that may be common between the import file and the selected budget line:
   

1. Green: the data matches, i.e. it's the same in the invoice and the proposed budget line
   
2. Gray: the data is not populated in the invoice file, but is populated in the budget line
   
3. Yellow: the data is entered in the invoice file, but not in the budget line
   
4. Red: data is inconsistent between invoice and budget line
   

1. A confidence score (Trust): number of matching criteria (in green) / number of criteria
   

1. Check the box to the left of the line ready for integration
   
2. Click on the + Integrate button below the table and confirm
   

1. Integrated invoices: lines already processed
   
2. Recognized invoices: lines for which the budget line recognition confidence score is strictly greater than 50%
   
3. Invoices to confirm : lines for which the budget line recognition confidence score is less than or equal to 50%
   
4. Invoices to qualify: lines for which a budget line has not yet been associated
   

Mass operations:

Below the table is a list of functions that can be applied to the selected rows:

1. Integrate: Create internal invoices / time sheets in Abraxio with charging to budget lines
   
2. Delete: Delete import rows
   
3. Change Fiscal Year: move selected rows to another fiscal year. You must then select the fiscal year to edit
   

1. Assign a single row to a person responsible for its processing
   
2. Edit/select budget lines and related purchase orders
   

Mass Invoice Processing

1. Invoice number (max. 20 characters)
   
2. Invoice date
   
3. Vendor
   
4. Period to be invoiced Fiscal year: start and end dates. If the end date is not filled in, the start date will be used.
   
5. Amount Excluding VAT or Including VAT according to your configuration
   
6. VAT if you work in mixed mode Excl. VAT / Incl. VAT
   
7. Purchase Order (Option): if you work with purchase orders in Abraxio, we recommend that you fill in the purchase order number.
   
8. CAPEX: if this information is filled in the import file, it will be taken into account, otherwise the CAPEX policy entered in the assigned budget line will be used.
   

1. Accounting reference
   
2. Project code or name
   
3. Analytical dimensions
   

Mass processing of internal times

1. Collaborator reference (email for instance)
   
2. Month charged
   
3. Number of MD (man days)
   

1. ADR (optional): if your budget lines use resources, the ADR is not required and the resource's ADR will be taken into account. Otherwise, if you want to evaluate internal costs in €, this ADR (Average Daily Rate) must be filled in.
   
2. Reference (optional): this information is optional and can be used to fill in a source system identifier.
   

1. Label: this field is very important. It can contain the label of the budget line, the label of the resource, or the first name and last name of the person
   
2. Accounting reference
   
3. Project code or name
   
4. Analytical dimensions
   

If you have created a budget with nominative budget lines, enter the first and last name of the person in the Label field of the import file.

Tips to proceed your integration

1. In particular, check the Purchase Orders column if you're using purchase orders.
   
2. Integrate
   

1. Check the conflicting criteria (in red) and those not completed (in gray or yellow). If necessary, modify the budget row.
   
2. In particular, check the Purchase Orders column if you use purchase orders.
   
3. Integrate
   
4. If necessary, enrich the qualification of your budget lines: all gray, yellow or red zones should draw your attention to the qualification of your budget lines and invoices. This can be normal and voluntary, but it is by improving these qualifications that you will increase the automation of your imports.
   

1. For each import line, manually select the budget line to be allocated and, if applicable, the associated purchase order.
   
2. Integrate: you can work in a list in the table and then integrate en masse at the end, or go to the creation for each line in the detail block at the bottom of the screen.
   
3. You can also assign lines to different people. These people can then go to the mass import screen, apply a filter to the rows assigned to them, and finish processing.