# Uzņēmuma iestatījumi Every Fitek account comes with a set of company-level settings that control how Your invoices are processed, approved, exported, and reported on. This page walks You through all of them - what they do, and why You might want to turn them on (or off). Most of these settings are configured once during onboarding, but You can adjust them at any time. If You're not sure about a change, reach out to Your Fitek contact person first. *** ### Piegādātāji These settings help You keep Your supplier data clean and Your invoice data reliable. If Your daily reports ever show unexpected gaps or mismatches, this is a good place to start looking. #### Pārvaldīt nereģistrētos piegādātājus When this is turned on, Fitek blocks the export of any invoice where the supplier doesn't have a proper ERP code yet. This means You won't accidentally send incomplete data to Your ERP - the invoice simply waits until the supplier is set up correctly. {% hint style="info" %} When to use it: If You want to make sure every exported invoice has a fully registered supplier behind it. {% endhint %} #### Suppliers import: use supplier ERP code as key This tells Fitek to match suppliers by their ERP code only when importing supplier data. It's a simple but important safeguard - without it, You might end up with duplicate supplier records or incorrect matches. {% hint style="info" %} When to use it: If You import supplier data regularly and want to avoid duplicates. {% endhint %} #### Suppliers import: keyword to skip bank account matching Sometimes You have suppliers with generic or placeholder bank accounts (like internal clearing accounts). This setting lets You define a keyword - if a supplier's bank account contains that keyword, Fitek skips the bank account matching step for them. {% hint style="info" %} When to use it: If You have dummy or internal bank accounts that shouldn't be matched during import. {% endhint %} #### Check suppliers against local business register Only where available, Fitek can check Your suppliers against official business registers. This adds an extra layer of validation - You'll know the supplier actually exists and the data matches what's on file publicly. {% hint style="info" %} When to use it: If compliance and data accuracy are priorities for Your organisation. {% endhint %} #### Email and language for new supplier notifications When a new supplier appears in Your system, Fitek can notify a designated person by email. You can also set the language for these notifications, so the right person gets a message they can actually read. {% hint style="info" %} When to use it: Always recommended - it ensures someone follows up on new suppliers promptly. {% endhint %} *** ### Daily reporting Daily reports are one of the most important features in Fitek - they're how Your approvers and administrators stay on top of what's happening with invoices every day. These settings control when reports go out and how often. When enabled, Fitek sends email reports summarising Your invoice activity. This is how most teams keep their workflow visible without logging in to check. {% hint style="info" %} When to use it: Strongly recommended. Without daily reports, invoice bottlenecks can go unnoticed. {% endhint %} #### Daily report time Sets the times of day when daily reports are generated and sent. You can configure up to two report times - for example, one in the morning to see what's waiting, and one at end of day. #### Send reports on these days Specifies which days of the week daily reports are sent. If Your team only processes invoices on weekdays, You can skip weekends to avoid unnecessary noise. #### Who receives the daily reporting email? Depending on roles and company settings: * **Approver / Approver without editing rights / Reviewer** * Receive a daily report about: * Invoices waiting for their approval * POs waiting for their approval * **Administrator / Accountant** * Receive a daily report about: * Invoices “Imported with errors” that need correction * Invoices waiting to be assigned * **Substituents (out-of-office replacements)** * Receive: * Their own pending approvals * Plus pending approvals / error invoices of the user they are replacing {% hint style="info" %} Emails are only sent if there is **something to report** (pending approvals or imported-with-errors invoices). If there’s nothing pending, no email goes out. {% endhint %} *** ### Invoice processing and workflow These settings shape how invoices are handled inside Fitek - from how they're reviewed to what gets checked before approval. #### Allow processing of invoices with 0 monetary amounts Permits zero-value invoices to be processed in Fitek. This comes up more often than You'd expect - pro forma invoices, credit notes that net to zero, or informational documents that still need to go through Your workflow. {% hint style="info" %} When to use it: If Your business regularly receives zero-value invoices that need to be tracked. {% endhint %} #### Combined row name When multiple invoice rows are combined into a single row (for export or display purposes), this setting defines the label that appears on the combined row. For example, You might set it to "Combined items" or something that makes sense in Your context. #### First row's description, include VAT% and grouping criteria Controls how Fitek generates the description for invoice rows. You can choose whether to include the VAT percentage and grouping information in the row description. This affects how invoice lines look both inside Fitek and in Your exports. #### Select rounding option Determines how rounding differences are handled. You can disable rounding, add a dedicated rounding row to the invoice, or apply the difference to the largest line item. #### Confirm all action enabled This adds a "confirm all" button to the dashboard that lets approvers approve multiple invoices at once. It's a real time-saver when You have a batch of straightforward invoices, but it also means individual invoices get less scrutiny. {% hint style="info" %} When to use it: If Your team processes high volumes and has other checks in place. {% endhint %} #### Quick confirm action enabled Similar idea, but on a per-invoice level - it adds a quick confirm button directly to each invoice on the dashboard. One click and it's approved. Convenient, but worth being mindful about. {% hint style="info" %} When to use it: For teams where most invoices are routine and don't need detailed review every time. {% endhint %} #### Verify transaction rows on the final confirmation This one requires that all transaction row fields - account, VAT code, and so on - are properly filled in before the invoice can be confirmed and exported. If anything is missing, Fitek won't let the invoice through. {% hint style="info" %} When to use it: Strongly recommended. This is one of Your best safeguards for clean data in Your ERP. {% endhint %} #### Verify CCO on penultimate step confirmation If You use custom cost objectives (dimensions like cost centres, projects, or departments), this setting makes sure they're filled in before the invoice reaches the final approval step. No more "we'll add it later" situations. {% hint style="info" %} When to use it: If You rely on dimension data for reporting and cost allocation. {% endhint %} #### Do not verify transaction rows when purchase order exists When a purchase order is linked to an invoice, this setting tells Fitek to skip the transaction row verification. The logic is simple - if the PO already has the correct account codes and dimensions, there's no need to re-enter them manually. {% hint style="info" %} When to use it: If Your PO data is reliable and You don't want approvers to duplicate work. {% endhint %} #### Transaction rows: VAT amounts manually editable Allows users to manually adjust the VAT amount on individual invoice rows. By default, VAT is calculated automatically, but some situations (like partial VAT deductions or special tax rules) require manual control. {% hint style="info" %} When to use it: If Your accounting team occasionally needs to override calculated VAT amounts. {% endhint %} #### Transaction rows: warn about VAT sum deviations with invoice header When turned on, Fitek shows a warning if the total VAT across all transaction rows doesn't match the VAT amount on the invoice header. It won't block the invoice - just flags the discrepancy so someone can check it. {% hint style="info" %} When to use it: Always a good idea. It catches rounding differences and data entry errors before they reach Your ERP. {% endhint %} *** ### Invoice routing This setting determines where invoices go once they're in. #### Auto assign to contact person When an invoice arrives, Fitek can automatically route it to a designated contact person based on predefined rules. This means invoices don't sit in a general queue - they go directly to whoever needs to handle them. {% hint style="info" %} When to use it: Highly recommended. It reduces processing delays and makes Your workflow much more transparent. {% endhint %} *** ### Integration and export These settings control how and when Your invoice data leaves Fitek and arrives in Your ERP or other systems. Getting these right is essential for accurate and timely reporting. #### Invoices export mode You can choose between two approaches: * On request - System automatically or an user manually triggers the export request from an ERP system. * Disabled - Invoice export from Fitek is disabled. #### Invoice export: confirmation flow user identifier This defines which user identifier (email, username, or employee code) appears in the export file for each approval step. Your ERP needs to recognise this identifier, so make sure it matches what's configured on the ERP side. {% hint style="info" %} When to use it: Always - just make sure the identifier type matches Your ERP's expectations. {% endhint %} #### Export: supplier data in export XML is managed by the application This determines who manages the supplier data in the export - Fitek or the original XML file. When Fitek manages it, the export file includes the full supplier details listed in your suppliers registry. When the setting is turned off, Fitek exports the supplier data that was listed in the original XML file. #### Include invoice rows in the export When enabled, the export file contains not just the invoice header and transaction rows, but also the invoice rows. By default, we recommend this setting to be turned off, as it can cause duplicate transaction rows in your ERP. #### Invoice export: include linked purchase orders information If You match invoices to purchase orders in Fitek, this setting adds that PO information to the export. Your ERP can then use it to close or update the corresponding PO. {% hint style="info" %} When to use it: If You use purchase order matching. {% endhint %} #### Invoice export: files to include This group of settings lets You choose exactly which files are attached to the export package. You can toggle each one independently: * Original invoice PDF - the PDF of the invoice as it was received. * Original invoice XML - the structured XML data of the invoice. * Other PDFs - any additional PDF attachments. * Non-PDF files - other document types attached to the invoice. * Links - any URLs linked to the invoice. * Document link - a direct link back to the invoice in Fitek. {% hint style="info" %} When to use it: Configure this based on what Your ERP or archive system needs. Most setups include at least the original PDF and XML. {% endhint %} #### Send imported sales invoices automatically When enabled, imported sales invoices are automatically forwarded to the next step in Your workflow - no manual action needed. This keeps things moving, especially if You process a high volume of sales invoices. {% hint style="info" %} When to use it: If You want sales invoices to flow through without manual intervention. {% endhint %} *** ### Integrations and API These settings control how Fitek communicates with Your ERP and other external systems through APIs. Most of them are configured during implementation and rarely need to change afterwards. #### Allow dimension APIs to create custom cost objectives When enabled, external systems can create new cost centres and dimensions (CCOs) in Fitek through the API. This is useful if Your ERP or master data system is the source of truth for dimensions - changes there will automatically appear in Fitek. {% hint style="info" %} When to use it: If You manage dimensions in Your ERP and want them synced to Fitek automatically. {% endhint %} #### Notify external API about invoice status changes Sends a notification to an external system whenever an invoice changes status - for example, when it's approved or exported. This is helpful if You have dashboards, workflows, or other tools that need to react to what's happening in Fitek. {% hint style="info" %} When to use it: If You have an external system that tracks or responds to invoice statuses. {% endhint %} #### Notify external API about purchase order status changes Same idea as above, but for purchase orders. When a PO status changes in Fitek, the connected system gets a notification. {% hint style="info" %} When to use it: If Your procurement or ERP system needs real-time PO updates from Fitek. {% endhint %} #### Push ready-for-export invoices to external URL Instead of waiting for someone to trigger an export, Fitek can automatically push invoices to a specified URL as soon as they're ready. This is one step beyond the standard automatic export - it sends data to a custom endpoint You define. {% hint style="info" %} When to use it: If You use middleware or a custom integration layer between Fitek and Your ERP. {% endhint %} #### Mid-layer endpoint Specifies the URL of a middleware system that sits between Fitek and Your ERP. If Your integration uses a mid-layer (for data transformation, routing, or logging), this is where You tell Fitek where to send the data. {% hint style="info" %} When to use it: Only if Your integration architecture includes middleware. Your implementation partner will know. {% endhint %} *** ### Invoice import and data transformation These settings affect what happens to invoice data as it comes into Fitek. #### Overwrite values with related dimension When enabled, certain fields (like cost centre) can be automatically overwritten by data from a related dimension during import. This is useful if Your dimension structure carries default values that should override what's on the invoice. {% hint style="info" %} When to use it: If Your dimension setup includes default values that should take priority during import. {% endhint %} *** ### Financial settings These settings affect how financial data appears and is processed. *** #### Default currency Sets the base currency for Your company in Fitek. This affects monetary limits, amount displays, and reporting. *** #### Monetary amounts: decimal precision Defines how many decimal places are used for item price, quantity, net, VAT, and total amounts. The right precision depends on Your industry and accounting requirements - most companies use two decimals, but some need more. #### **1. Item price decimals (unit price precision)** **What it is:**\ This setting controls how many decimal places You can use for the unit price of each item on Your invoice. **Options:** * 2 decimals (e.g., 10.25) * 4 decimals (e.g., 10.2579) * 7 decimals (e.g., 10.2579432) **Where it applies:** * When You import invoices * When You edit invoice rows in Fitek * When You export invoices **Real-life examples:** * **Energy or fuel billing:** Your supplier charges €0.1234567 per kWh. With 7 decimals, You keep the exact price and avoid rounding losses. * **Foreign currency invoices:** Unit prices like $1.2345678 can be stored and exported without losing precision. *** #### **2. Item quantity decimals (quantity precision)** **What it is:**\ This setting controls how many decimal places You can use for quantities (like weight, volume, or hours). **Options:** * 2 decimals (e.g., 5.25 kg) * 4 decimals (e.g., 5.2579 liters) * 7 decimals (e.g., 5.2579432 hours) **Where it applies:** * When You import invoices * When You edit invoice rows in Fitek * When You export invoices **Real-life examples:** * **Raw materials:** You receive 0.1234567 tons of steel. With 7 decimals, You keep the exact amount for accurate costing. * **Consulting or services:** You bill 1.375 hours (1 hour and 22.5 minutes) for a project. With 3 decimals or more, You avoid rounding up or down. *** #### **3. NET, VAT, and total sums decimals (totals precision)** **What it is:**\ This setting controls how many decimal places are used for NET, VAT, and total sums -both on invoice rows and on the invoice header. **Options:** * 2 decimals (e.g., 100.25) * 4 decimals (e.g., 100.2579) **Where it applies:** * When You view or edit invoices in Fitek * When You import or export invoices (API v3) **Real-life examples:** * **Legal compliance:** In Croatia, the law requires all monetary values to have exactly 2 decimals. With this setting, You can be sure Your invoices always match the legal requirement. * **High-precision accounting:** If Your ERP or accounting system uses 4 decimals for totals, You can match that in Fitek to avoid reconciliation issues. **How rounding works:** * If the digit after Your chosen decimal place is 4 or less, Fitek rounds down (e.g., 0.4543 → 0.45). * If it’s 5 or higher, Fitek rounds up (e.g., 0.4553 → 0.46). *** #### **Why does this matter for You?** * **Stay compliant:** Easily meet local legal requirements for decimals * **Avoid rounding errors:** Keep Your numbers accurate, especially when dealing with large volumes or high-precision pricing. * **Smooth integrations:** Match the decimal settings of Your ERP or accounting system to avoid mismatches and manual corrections. *** #### **Quick reference table** | Setting | What it controls | Options | | --------------- | ------------------- | ---------- | | Item Price | Unit price decimals | 2, 4, or 7 | | Item Quantity | Quantity decimals | 2, 4, or 7 | | NET, VAT, Total | Sums decimals | 2 or 4 | {% hint style="info" %} If You’re not sure which setting is best for Your business, think about the most precise numbers You receive from suppliers or need for Your own billing. It’s always safer to allow more decimals if Your industry uses them! {% endhint %} *** ### Display #### Make the ERP ID number visible on the invoice header Shows the ERP system's unique invoice ID directly on the invoice header inside Fitek. This makes it easier for users to cross-reference invoices between Fitek and the ERP without switching between systems. When to use it: If Your users frequently look up invoices in both Fitek and the ERP. *** ### Login and access Controls which login methods are available to Your users. If Your organisation uses single sign-on, You can disable other methods to keep things simple and secure. #### Allow login with email and password Lets users sign in using their email address and a password. This is the most common login method. #### Allow login with username and password Lets users sign in using a username (instead of email) and a password. Some organisations prefer this when email addresses aren't practical as login identifiers. #### Custom login URL Allows You to set a custom login page URL - for example, if You use SSO or want a branded login experience. When configured, users are redirected to this URL instead of the standard Fitek login page. *** ### Company contact and support These settings define the contact and support information that Your users see inside Fitek. #### Company contact details Stores Your company's contact information. This can be displayed in the interface and included in exports. #### Support email address The email address shown to users when they need help. If You have an internal helpdesk that handles Fitek questions, point this to Your own team. Otherwise, leave the default Fitek support details. #### Support phone The phone number shown for support queries. #### Support text A custom message shown to users in the support area. You can use this to add helpful context - like "for urgent issues, contact IT directly" or links to internal resources. #### User manual link Sets the URL that appears on the dashboard when users click for help. You can point it to Your own internal documentation or to the Fitek support portal. When to use it: Always configure this - it saves Your team time when they have questions. *** ### Getting the most out of Your settings All of the settings above contribute to the quality of Your daily work in one way or another. Here's a practical summary of what matters most: * Complete data - turn on transaction row verification and CCO verification so nothing gets exported with missing fields. * Timely exports - use automatic export mode so confirmed invoices reach Your ERP without manual intervention. * Clean supplier data - enable unregistered supplier management and business register checks to avoid gaps and errors. * Accurate mapping - make sure Your export user identifiers and supplier data ownership are aligned with Your ERP. If Your reports look off, start by checking these settings. More often than not, a small configuration change is all it takes. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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