Samples (workflow portal)

A user with the 'Portal administrator' role can specify whether to prepare samples of all transactions processed by the back office (documents and bank transactions) and if so, what percentage.

ATTENTION!

In a Basic portal, the Samples functionality is not available.

The indicated percentage determines the frequency of the samples. With a percentage of 2%, 2 out of 100 entries are picked as samples.

The Samples functionality must be activated and set by the portal administrator at the top right of the back office portal by clicking on Settings. 

From this screen, a user with the role 'Portal Administrator' can:

• delete unverified samples
• review a sample.

ATTENTION!

The Samples functionality is not available in a Basic portal.

In the accountant portal, click on Workflow and then click on Samples to view and review all samples from the sample check.

The following screen is opened:

Filters

In this screen you can filter the data shown by the period in which the prepared samples were processed.

In addition, you can use an extended filter by clicking on the filter button in the upper right of the search bar/filter bar:

This allows you to filter the data shown by::

• Document type: 
  • All
  • Invoice (purchase and sales invoice)
  • Purchase invoice
  • Sales invoice
  • Electronic bank statement
  • Salary slip
  • Opening balance sheet.
• Processing type:
  • All
  • Automatic
  • Manual.

ATTENTION!

Once you select more than one filter in the expanded filter, they are applied as AND criteria.

Delete unverified samples

To remove all unverified samples, click on the Delete samples button.

The following screen is opened:

Click on the OK button to actually remove all samples from the portal.

Review sample

To start reviewing a sample, click on the document type to open the sample:

To the right of the now-opened screen you will find the section where you can rate the sample.

Select Correct if no errors are present in the processed document or bank transaction or specify the error made in the entry under Mistake. Additional comments can be added if necessary.

Click on the Save button which saves the review and automatically opens the next sample.

View reviewed samples

Once all the prepared samples have been reviewed, the report of reviewed samples can be viewed.

For a detailed description see the article 'Samples' report.