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Glimps reads the whole document, not just the total. Header fields, every line, the VAT split, and the payment details.

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What it takes off the document

By default the due date is derived on purpose. Suppliers print all sorts of things in a due date field. Your payment condition is the agreement, so Glimps uses that. To use the date printed on the invoice instead, see Due date.

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The math check

Glimps adds the lines up and holds the result against the totals on the document. If it does not add up, the invoice says so and waits. Usually the reading is at fault, not the invoice. Glimps reads the document again at a closer level before it bothers you. Two kinds of lines are handled on their own:
  • Deposits, such as crate or bottle deposits, are read as lines of their own, so they count in the sum.
  • Freight or shipping costs that only appear in the totals block are added to the lines, so the lines add up to the total.
If the document itself is wrong, or the difference is explainable, you can record an override with a reason. Your name, the values, and your reason go into the audit trail. See Checks.

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Credit notes

A credit note is recognised as its own kind of document. The amounts are stored positive, with the type marking it as credit. Glimps takes care of the signs when it books.
A credit note that refuses to send usually points at a line that is negative where the header is not, or the other way around. Open the lines and check that the whole document points the same way.

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Group headers and subtotals

Long invoices often repeat their totals in group headers. Glimps notices when a header row was counted as a line, folds it back, and checks the sum again.

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Several invoices in one file

If a PDF looks like it holds more than one invoice, Glimps says so instead of guessing. You choose: split it, or keep it as one. The same happens the other way. If a file looks like an attachment to an invoice in the same mail, Glimps asks whether to merge them. Nothing is booked while the question is open. Pages with a supplier’s terms and conditions are never merged into the invoice.

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Protected PDFs

A PDF that is protected against printing, copying or editing is read like any other PDF.

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Long documents

There is no page limit and no shortcut for long documents. A forty page invoice goes through the same line by line reading as a one page invoice. Glimps reads a long document in parts and puts the lines back together, so the math check runs over the whole invoice.

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When the reading is wrong

Correct the field on the invoice and save. Two things happen:
  1. The invoice moves on with your value.
  2. Glimps learns. Coding you correct becomes the better guess for the next invoice from that supplier.
If the whole document was read badly, use Reprocess to read it again from scratch. See Reprocessing.