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EzzyBills User Guide

Custom workflow tasks

I. How to find EzzyBills workflow tasks?

Workflows are made of “workflow tasks”, which are connected in a order to follow a flow chart. There are many EzzyBills workflow tasks that you can use to construct custom workflows.

Where to find EzzyBills workflow tasks?

  • Login > Workflow > Choose a task: enter a name to search or browse, and choose; then it will appear in the middle box. Click it to select and you will see
  • this new task will appear in the middle box. Select it and you will see detailed description and instructions below.
  • workflow task setting: a workflow task may contain a textbox, where to paste in settings: copy json text from the instructions, paste into this textbox and modify if required. Then click “Save”.

II. How to use EzzyBills UI to create a new workflow

See an example on how to create and use a new workflow

III. Browser user guides

This is not a complete list. To see a complete list, follow instruction in Section I.

This is not a complete list. To see a complete list, follow instruction in Section I.

IV. List of workflow Tasks

This is not a complete list. To see a complete list, follow instruction in Section I.

1. Customize Invoice

(where to insert: right after “Extract”)

1.1 Combine description and discount column more

1.2 READ GL FROM INVOICE/PO NUMBER
The Invoice number or Purchase Order in the format NNNNN/PPP is separated and the PPP part is interpreted as the Account code (GL Code).
1.3 ADD ORDER REFERENCE TO TABLE
The order reference number extracted from the invoice will get added as the first new line in the invoice table.
1.4 TABLE FROM CUSTOM VALUES
It is to construct a table from individual customized reading.

2. “Google Drive Export” or “Export Dropbox”

(where to insert: generally after the “export” to your accounting software) more

3. Extract

3.1 Extract hyperlinks from a pdf file that contains multiple invoices (more)

3.2 Add learning rules

4. “Account Split” (or “Job-Split Bill” for job split)

5.1 Set Invoice Details

  • What is for: specify some invoice data on the header level (not on line levels)
  • Where to insert: right after “Extract”
  • Settings: there are many options, use
    • “job” to set tracking,
    • “account” to set GL account code,
    • “bankaccount” last 4 digits to set the bank account for Spend Money,
    • “description” to set header description,
    • “replace_description” to replace such as from “Freight” to “Delivery Charge”, and
    • “contact_name” to set supplier or customer, and
    • “CHANGE_TAX” to change the tax rate (such as to change tax rate from 10% to 5% if 5% is rate that business can claim – originally done for one Autralian business)

5.2 Set Account Code

  • What is for: to get EzzyBills to set account codes; work for Xero, MYOB, QuickBooks. Use this to 1) set account codes before approval, or 2)set account codes based on your csv file.
  • Notes: If all account codes are the same then we will set the account code at header level; otherwise, it will be on the line level.
  • Where to insert: after “Extract”, before approvals.
  • Settings: default behavior is from invoice history 1) upload a csv file containing “description” and “GL codes” list (sample); 2) option to set header account codes (so that it is never set on lines).

5.3 Set Tracking

  • What is for: converting tracking data: invoice -> accounting software.
  • Where to insert: after “Extract”, before approvals & export.
  • Settings: for you to upload a csv file containing pairs of “Invoice Value” & “Tracking Value”, with later as the value in your accounting software.

5.4. Set Document Type

  • What is for: to change the document type.
  • Where to insert: after “Extract”.
  • Settings: specify types.

5.5. Set Supplier Settings

  • What is for: set supplier data, such as item codes, to override invoice data.
  • Where to insert: after “Extract” and before Export.
  • Setting: you need to upload a csv contain “supplier” and “item codes” columns.

5.6. Change Part

  • What is for: change item codes – change the supplier parts to your parts
  • Where to insert: after “Extract” and before Export.
  • Setting: you need to upload a csv contain 3 columns (“Supplier Part”, “Supplier Description”, “My Part”)

6. Price Adjustment

  • What is for: to adjust the price by a percentage
  • Where to insert: after “Extract”, and before the various Export task (such “Xero Export”).
  • Setting: provide percentage and treatment of shipping charge (screenshot).

7. Invoice Price Check

  • What is for: for line items that tracked for inventory, we will check invoice prices against your prices.
  • Where to insert: after “Extract”.
  • Setting: you will need to provide a list of your prices.

8. Switch Workflow

  • What is for: to provide a switch point, for switch workflows (including to a workflow that belong to another EzzyBills account).
  • Where to insert: just after the workflow task that you want to switch to.
  • Setting: set the workflow to switch to (or the username and workflow)

9. Check PO Exist

  • What is for: used widely to check whether there is a matching PO in your accounting or job management software (xero, quickbooks, simRPO, DEAR etc.)
  • Where to insert: anywhere after “Extract” and before Export (such as “Xero Export”).
  • Settings: set PO matching threshold, check PO received (xero only), whether to do this for receipts, bypass PO check (for switch to a non PO check workflow).

10. Xero Attach Invoice

  • What is for: to attach invoice file to an existing bill in Xero.
  • Where to insert: after “Extract”.

11. Invoice Attachment

  • What is for: read the invoice number from the document and attach this document to the Sale Invoice in MYOB.
  • Where to insert: after “Extract”.

Many others (see Section I, on how to find out more)

  • What is for:
  • Where to insert:
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