When to turn on automatic invoice export in Datamolino
Turn it on for a document type only after the capture, coding, approval and exception route are complete and tested for that workflow.
Decide what should trigger export
Automatic export is useful when a document has reached the same complete state every time. Define that state first. It may include capture review, saved accounting instructions, a completed approval stage and a final export check.
Use contact-level auto-export for suppliers whose routine invoices follow that stable route. Use export after approval when the approval is the final required business decision. Keep those settings separate from the decision to use a manual export for changed purchases.
Check the route with real examples
Test a routine invoice, a changed supplier description, a missing required coding field, a duplicate warning and an approval rejection or incomplete stage. Inspect the resulting export status and the destination accounting record for each case.
The auto-export guide covers the settings. The approval export guide covers the approval-specific route.
Keep a visible owner for exceptions
Name the person who reviews unresolved documents and export failures. Keep a short operating note that identifies the enabled route, why it suits the supplier or folder, and the review owner. Revisit it when the chart of accounts, supplier purchase pattern or approval workflow changes.
Use Document History and Audit Trail to investigate an incident. They show the recorded actions and help the team decide the next step.
Leave it manual where a person still has a decision
Keep manual export when a client approves a purchase before finance completes its coding, or when a document is still waiting for a source or accounting decision. Use the post-approval coding guide for that sequence.
Automatic export follows a complete process. A clear manual handover is better when the next action belongs to a person.
