A clarification is a targeted question about an invoice. As soon as you respond to the clarification, the invoice returns to the Inbox with the status Clarified and your colleagues can continue processing it.
Requirements
A clarification has been assigned to you.
Find a clarification
When someone assigns you a clarification, Candis notifies you by email and in the desktop app.
Candis also shows the invoices to be clarified in several places:
In the Clarification tab, you see all clarifications assigned to you. The counter on the tab shows the number of clarifications assigned to you.
On the dashboard, under My tasks, you'll find the Clarification line. It shows the invoices you're responsible for responding to. Clicking it opens the Clarification tab.
The Clarification tab contains additional columns:
Waiting since: shows how long a clarification has been waiting – starting with "just now", "3 hours", "1 day", and so on. Candis sorts the newest clarifications at the top by default. If a clarification has been waiting longer than 7 days, Candis marks the row red.
Clarification reason: shows the selected reason.
Triggered by: shows the person who sent the invoice for clarification.
Assigned to: shows the responsible person or several people.
Respond to a clarification
Open the invoice in the Clarification tab. Candis shows you a card with the clarification reason, the comment from the person who triggered it, and the fields to fill in. Which fields you see depends on the clarification reason.
Invoice coding: cost center, cost object, general ledger account
Fill in the required details. Candis shows a separate field for each required detail – cost center, cost object, and/or general ledger account. All fields are mandatory.
If the right value isn't in the list, select the New… button in the dropdown list. Candis turns the field into a text field where you enter the value directly. Use Back to list to return to the selection.
You can optionally add a comment.
Note: Values you enter as free text via New… are not written directly into the invoice coding field; instead, Candis records them as a comment in the history. Values you select from the list are written by Candis into the appropriate invoice coding field (cost center, cost object, or general ledger account).
Incorrect invoice
Respond to the query in the free-text field.
Other reason
Respond to the query in the free-text field.
Once you've filled in all required fields, select Mark as done.
What happens after you respond
As soon as you select Mark as done, Candis does the following:
Candis moves the invoice back to the Inbox and sets the status to Clarified.
Candis records all details and responses in the invoice's history.
Candis takes you to the next invoice in the Clarification tab.
Tip: Even after you've responded to a clarification, you keep read access to the invoice.
Forward or cancel a clarification
Forward: If another person is better suited to respond to the clarification, you can forward it. The clarification reason stays unchanged.
Cancel: You can cancel a clarification without having responded to it. A reason is mandatory. The invoice returns to its previous status.
Second clarification round
An already clarified invoice can go into clarification again – for example, if another detail is still missing after the first response. The process is the same as the first round. Candis keeps the complete history of all rounds. The new clarification is independent of the previous one: new reason, new assigned person, new comment.
Examples
Add a cost center: You're assigned a clarification with the reason Invoice coding. You select the cost center from the list and select Mark as done. The invoice returns to the Inbox as clarified and the cost center appears in the processing form.
New value not in the list: You're asked to add a cost object that hasn't been created in Candis yet. You select New…, enter the cost object as free text, and select Mark as done. Candis records the value as a comment in the history.
Pass on the query: You're not the right contact. You forward the clarification to the responsible colleague without changing the clarification reason.