Date: 15.01.2025 (2025-01-15)
Danail Vara (15.01.2025) [14.01.26, 17:37:32] Max: Hey quick Q: how should a credit note be handled? Is it booked similar to an invoice into DATEV? How does Agicap handle it? 🙏🏼🙏🏼🙏🏼
[14.01.26, 21:16:03] Max: and one more question: what is the approval logic at Vara? are there strict rules that e.g. Stefan or Jonas or Philipp etc. have to approve an invoice? Or is it always you and Rory?
[14.01.26, 22:48:33] Danail Vara: Hey man 1. Do you wanna have a quick call tomorrow actually so that I can show you for 5 minutes. Overall logic is the same, you just need to know which invoice corresponds to exact credit note. Also to distinguish which credit note is a discount and which is a refund. I think with an example its relatively straightforward let me know if you want to do it
2. Approval process depends on transaction type and priority. If it is a high priority/high influence transaction (let's say for our business model cloud computing costs) I have a responsible lead from said department signal the approval to me since I suppose that they know contractual details, payment terms, agreed amounts etc. But for recurring/casual transaction even if department specific, finance department is a sufficient figure for approval
Credit Notes • Agicap: separate menu under AP • Problem: Credit Notes go to the same inbox as invoices -> sometimes it is assigned incorrectly to the inboxes -> high error rate; he has to delete it manually from invoice and upload to Credit notes • Discount vs. Refund is important for accounting • Normally it should have the number of the invoice it is linked to -> credit note number and invoice number it refers to - but some do not have the invoice number • Vara has 1 - 2 per month on average • Linking to invoice number is not mandatory but not must have (more for internal purposes) -> should be done it automatically • Getting it to Datev: same procedure like with invoices; he pushes form Agicap to Datev and then automatically it is sent to tax advisor; the only thing he has to do in DUO is to do reconciliation - independent from • If reconciliation is done after sending to tax advisor -> high risk that we miss sth. • Sidenote: they had some open posten on accident that Danail forget • Approvals: • Highly influential: team leads or C-Level has to approve • Anja gets the approval notification per email • Most invoices can be done with him and Rory (he knows in his head which one have to be verified: either orally agreed or large invoice) • They decide approval workflow • Purchase Request: • They do it via Slack