Cortena tracks two views of your invoice total: what was extracted from the document and what is calculated from line items and VAT rates. Understanding both helps you fix review queues and pass export checks.
Who this is for: AP clerks and controllers who see total warnings, VAT validation errors, or export preview mismatches on supplier invoices.
1. Extracted total vs calculated total
| Value | Source |
|---|---|
| Extracted total | Read from the invoice PDF, scan, or e-invoice XML |
| Calculated total | Sum of line amounts + VAT lines Cortena computed |
When they differ beyond a small tolerance, the invoice may show Needs review or trigger a workflow condition on totals mismatch. Open line items and check quantity, unit price, VAT rate, and discounts.
2. VAT styles on the invoice
Suppliers present VAT differently. Cortena normalises common patterns:
| Style | Example on document |
|---|---|
| Net + VAT per line | Unit price excl. VAT, VAT % per row |
| Gross lines | Amount includes VAT; Cortena backs out net |
| Summary block only | One subtotal + VAT 19% + total at bottom |
| Mixed rates | 7% and 19% on different lines (common in DE) |
Edit line items on the detail panel if extraction misread a rate or amount. Changes update the calculated total immediately.
3. Export preview uses stored values
Before sending to DATEV, Twinfield, Exact, or Agicap, Cortena's export preview shows exactly what will leave the system, based on saved invoice and match data, not a hidden recalculation at export time.
If preview totals differ from what you expect:
- Fix line items or header totals on the invoice detail.
- Re-check BU / VAT codes on each line.
- Run export. Preview will match what ends up in your accounting system.
4. Workflow and validation
Your workflow may branch on:
- Extracted vs calculated total · send mismatches to review
- Invalid VAT ID · EU VIES check failed
- Missing booking account · line without match
Configure these in Workflow. See Workflow configuration.
5. Quick fixes
| Problem | Try |
|---|---|
| Totals mismatch after scan | Reprocess or fix lines manually |
| Wrong VAT % | Edit line → pick correct BU/VAT code |
| Export rejects VAT | Sync VAT codes from accounting; update guidelines sheet |
Quick reference
| Term | Meaning |
|---|---|
| Extracted total | From document / XML |
| Calculated total | From Cortena line math |
| Export preview | What will be sent · matches stored data |
| Fix mismatch | Edit lines or reprocess |