PaperAgent / Document workflows
Make the filing month follow the date you choose.
A document's filename, issue date and payment date can point to different months. Choose the date basis for each rule so its destination folder and spreadsheet period follow the same deliberate choice.
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For users whose invoices and receipts cross month boundaries or contain several relevant dates.
Your setup
Start with one document.
01
Compare the dates on a sample
Identify the issue, service and payment dates actually supported by the document.
02
Set the rule's date basis
Choose the role used for its folder year/month and spreadsheet period.
03
Preview a boundary case
Check a file with dates in different months and confirm the proposed destination and mapping.
In practice
Know what happens to your files.
Select a supported document date.
PaperAgent rules can use issue date, service date or payment date when the selected value is available. The default is issue date. Choose the role that matches the way you want that document type grouped.
The selected date determines the proposal's period and supplies year and month values to the destination template. Your folder and spreadsheet mapping should therefore agree on the month being used, rather than relying on the filename's wording.
Review dates that are missing or ambiguous.
A due date is not the same as an issue or payment date. Likewise, a date on an attached email is not necessarily evidence of the document's service period. Check the extracted field against the file itself.
If the configured date basis is unavailable, the file needs review. Confirm a supported date with evidence rather than allowing the workflow to silently substitute another role. An invalid or uncertain date should not produce a guessed monthly folder.
Keep date policy separate from reporting conclusions.
A consistent filing policy helps you find documents later, but it does not determine financial or tax treatment by itself. Configure the spreadsheet period your recordkeeping needs and review documents that cross relevant boundaries.
Remembered decisions can reuse a date basis for a recurring merchant. The actual selected date still comes from each new document. Changing a preference does not retroactively move completed files or rewrite historical spreadsheet entries.
Questions before you start
Can I file by payment date?
Yes, a rule can use payment date when a verified value is available. Missing or uncertain payment dates need review.
Does the filename determine the month?
The configured date basis determines the proposed period and folder month. Filename text can match a rule but does not replace that date choice.
Does changing the date basis rewrite completed records?
No. Completed processing is not retroactively changed by updating a rule or remembered preference.
Preview your own document workflow.
Choose one source folder. Check the proposed destination and recording choices before enabling daily processing.
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