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Automation

This database includes four automation routines designed to maintain accuracy, consistency, and synchronization in the Debit Note workflow.

1. Invoice Due Date Notification​

If a Debit Note remains unmarked in the "Received" field for 3 days after the due date, the system automatically sends a payment reminder email.

Email Details

This automation ensures overdue payments are followed up promptly.

Flowchart​

2. 🔴 🔵 Item Table Auto Grouping​

a. Charge Items (🔴)​

When items are added to "🔴 計稅品項(暫)" in the Debit Note:

  • The system automatically moves the selected items into "🔴 Charge Items".
  • The temporary field "🔴 計稅品項(暫)" is cleared.
  • In the "🔴 Charge Items" table, the system assigns these items to the corresponding Debit Note No., grouping them under the correct record.

Flowchart - Taxable Items​

b. Non-Taxable Items (🔵)​

When items are added to "🔵 不計稅品項(暫)" in the Debit Note:

  • The system automatically moves the selected items into "🔵 Non-Taxable Charges".
  • The temporary field "🔵 不計稅品項(暫)" is cleared.
  • In the "🔵 Non-Taxable Charges" table, the system assigns these items to the corresponding Debit Note No., grouping them accordingly.

Flowchart - Non-Taxable Items​

3. Auto-Remove Orphan Items (🔴 Charge Items)​

Any record in "🔴 Charge Items" that does not have a linked Debit Note No. is automatically removed.
This prevents outdated or unassigned billable items from remaining in the table.

Flowchart​

4. Auto-Remove Orphan Items (🔵 Non-Taxable Charges)​

Any record in "🔵 Non-Taxable Charges" that does not have a linked Debit Note No. is automatically removed.
This ensures the non-taxable charge list stays clean and synchronized with active Debit Notes.

Flowchart​