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Document validation

Check an imported document, correct its third party, lines and accounts, then validate and book it.

Updated on 10/05/2026 Edit this page

A document analysed by the importer awaits your validation. The validation record shows the original file next to the extracted data: you compare, correct if necessary, then validate. Validation creates the document in the company file and, if you ask for it, the accounting entry.

Opening the "To validate" queue

  1. Open the Documents tab.
  2. Click the To validate filter: its counter shows the number of imported documents awaiting validation.
  3. Click Review on the line of a document.

Checking the record

The record is organised in sections.

Section What you check
Analysis confidence Reliability score of the extraction.
Points to check Warnings: third party not identified, missing totals, gap between the lines and the total, duplicate.
Document Type (Invoice, Credit note, Receipt, VAT stub, Parking ticket, Pro forma), direction (Purchase or Sale), number, date, due date, structured communication, currency.
Supplier or Customer Third party recognised in the company file, or a suggested creation with the details read. The mention "Read from the document" recalls the original value.
Lines Description, quantity, unit price, VAT rate, net amount, account and VAT code of each line.
Totals Computed total from the lines, total Read from the document and Gap, if any.

Correcting the third party

  • To choose another third party, search by name, code or VAT number in the Third party field.
  • To create the third party, click Create and check the suggested name, VAT number, address and IBAN. The third party is created at the time of validation.

The third party must match the direction of the document: a supplier for a purchase, a customer for a sale.

Correcting the lines

  • Edit the description, the quantity, the rate or the amount directly in the grid.
  • The Account field shows the suggested account; replace it if necessary.
  • Choose the appropriate VAT code, for example A21R for a restaurant bill or ACO for construction work under the co-contractor scheme.
  • Add or remove a line with Add a line and Remove the line.
Note

When the analysis finds no line, it builds a single one from the totals. When the lines were printed VAT-inclusive, the VAT-exclusive amounts are recomputed. In both cases, a warning tells you so.

Validating

Two options can be ticked at the bottom of the record:

Option Effect
Book now Creates the journal entry as soon as the document is validated.
Sync to Novadesko (locked for the shop) Sends the document to Novadesko, where the shop sees it without being able to edit it. Available only for a company file linked to Novadesko.

Then:

  1. Click Validate, or Validate and book if the booking option is ticked.
  2. NovaFisko creates the document in the company file, with its lines, its third party and the original file.
  3. If booking is requested, the entry is recorded in the journal chosen by the assignment rules and the document moves to "Booked".
  4. A message confirms: "Document validated and created in the file." or "Document validated and booked: …" with the reference of the entry.

The creation of the document and its booking form a single operation: if the entry is refused (locked period, missing account), nothing is created and you can correct.

To interrupt your check without losing anything, click Save without validating: your corrections are kept and the document stays pending.

Warning

An import flagged as a duplicate requires an explicit confirmation before it is validated. Check that it is not a document already entered before confirming.

Booking later

A document validated without booking appears in the To book filter of the Documents tab, with the mention "Created by the firm".

  1. Check the Accounting account column of each line.
  2. Click Book on the document, or Book all to process the whole filter.
  3. The summary shows the number of documents booked and the list of those left pending, with the reason for each.

A document can only be booked if it has a third party and an account on every line. For a sale without an account, the default sales account (700000) is used.

Ignoring, restoring, deleting

Action Effect
Ignore The document moves to "Ignored" and leaves the Quality checks. Not possible on a booked document.
Restore An ignored document becomes "To book" again.
Delete this import Deletes an import that has not been validated, and its file. A validated import cannot be deleted: its document exists in the company file.
Reverse the entry From Entries: the document becomes "To book" again.
Tip

Fill in the default account and VAT code in the record of your regular suppliers. Their next invoices will arrive in the queue with the right allocation, and validation will come down to a visual check.

See also