Transform AP for EnterpriseOne User's Guide

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1 Transform AP for EnterpriseOne User's Guide

2 Transform AP for EnterpriseOne User s Guide Version 1.0 Copyright 2008 Bottomline Technologies, Inc. All rights reserved. Information in this document is subject to change without notice and does not represent a commitment on the part of Bottomline Technologies. Bottomline Technologies makes no warranties with respect to this documentation and disclaims any implied warranties of merchantability or fitness for a particular purpose. No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise without the prior written permission of the publisher. No responsibility for loss occasioned to any person acting or refraining from acting as a result of any material in this publication can be accepted by the author or publisher. Bottomline Technologies and the BT logo are trademarks of Bottomline Technologies, Inc. which may be registered in certain jurisdictions. All other brand and product names are trademarks or registered trademarks of their respective owners. Bottomline Technologies Internet: info@bottomline.com Corporate Drive 115 Chatham Street Portsmouth, NH Reading, RG1 7JX Telephone: (603) (0) Fax: (603) (0)

3 TABLE OF CONTENTS Preface Chapter 1: Introduction Features System Components Processing Overview Identifying invoice type Scanning Processing invoices Approval Routing Multiple G/L distribution lines Escalation Chapter 2: Getting Started Signing in to the Presenter Application Signing Out Changing Your Profile Categories Finding Work Items Presenter Inbox Searching for documents Saving a search notifications Taking and Releasing Ownership Viewing Invoices Installing the Plug-in Chapter 3: Processing Invoices Coding Invoice data entry Copying data from the invoice Vendor details Deleting lines Inserting lines Using a G/L template file Approving Processing a non-po invoice User s Guide iii

4 TABLE OF CONTENTS Processing a PO invoice Chapter 4: Reports Accessing Reports Standard Reports Invoice Audit History Reports Saving Reports ing Reports Invoice History Chapter 5: Working with Scanned Documents Burst Validation Creating a Pattern Changing a Pattern Glossary Index iv User s Guide

5 PREFACE Preface Introduction to Transform AP for EnterpriseOne Transform AP for EnterpriseOne software combines the accounts payable processing within EnterpriseOne systems with Web-based user interaction and document storage to produce an automated accounts payable process. Documentation The Transform AP documentation consists of: Administration, which summarizes the main tasks involved in managing the Transform AP system. User s Guide (this document), which describes the features available for users of the Web-based elements of the Transform AP system. In addition, online help is available for the Presenter application. To see the help, click the help link at the top of any Presenter page. Conventions The following table shows the conventions used in this document. This convention bold type italic type this type this type address hyperlink Indicates Names of elements in the user interface. Menu and option names. Cross-references to other parts of the documentation. Terms that are defined in the glossary. Names of Presenter categories. File paths and file names. The text of messages displayed on the computer screen. User names. Pre-filled values within fields of an online form. Text that you enter in a form or in a command window. Variable parts of a file specification. Information that you enter in a form or in a command window, where the actual text depends on particular circumstances. An address or the address of a document. You cannot click this text to go to the destination shown. The address of a document. Click this text to go to the destination shown. User s Guide v

6 Comments We welcome your suggestions and comments on the Bottomline documentation. Please send them to vi User s Guide

7 CHAPTER 1 Introduction The Transform AP for EnterpriseOne invoice processing system replaces manual accounts payable (AP) processes with electronic capture, workflow, presentation, and storage of invoices. Fully integrated with EnterpriseOne systems, it enables you to manage invoices from both within and alongside the EnterpriseOne system. Figure 1.1: Transform AP Features Features The Transform AP system includes the following features: Capture of incoming supplier invoices. User s Guide 1

8 INTRODUCTION System Components Approval routing and management of invoices, without the need for users to have EnterpriseOne accounts. Display of invoice images alongside invoice data to facilitate coding, checking, correcting, and approval without the need for paper copies of the invoices. Secure, searchable storage of final-form invoices. Records of invoice transactions. Reporting on the progress of invoices through the business. System Components The Transform AP system has the following components: The Transform AP Invoice Connector, which enables EnterpriseOne users to view scanned images of invoices alongside the usual EnterpriseOne forms. The Presenter application, which provides: Processing Overview Secure storage of invoice images Optical Character Recognition (OCR) technology to separate batches of scanned invoices into individual invoices and to identify key data within invoices A Web interface that provides options for working with invoices The Transform AP system processes invoices that are submitted in the form of Portable Document Format (PDF) or Tagged Image File Format (TIFF) files. These files are normally created by the process of scanning paper invoices. Depending on how the system is configured, files can be submitted either by being placed in one or more watched folders or by being sent by to one or more specially-configured accounts. 2 User s Guide

9 INTRODUCTION Processing Overview Identifying invoice type During initial commissioning, the Transform AP system is configured to use one of the following ways to identify the type of an invoice submitted for processing: Watched folder There is a different watched folder for each type of invoice. Table 1.1 shows the folders that the Transform AP application monitors. Table 1.1: Watched folders Use this folder: Inv_No_PO Inv_PO Inv_PreAuthorized Inv_Unknown Pattern_Creation The location of these folders is set during initial configuration, but is normally C:\Documents and Settings\All Users\Application Data\Bottomline Technologies\BTTAP-DATA\ScanD Barcode The value of barcode labels applied to the first page of each invoice can be used to identify the invoice type. For this type of invoice: Invoices without an associated purchase order (non-po invoices). Invoices with an associated purchase order (PO invoices). Preauthorized invoices. Invoices whose type cannot be identified. Invoices to be used for creating new scanning patterns to identify key invoice data. The Transform AP system does not process these invoices. For invoices submitted by , the Transform AP system can be configured to use either the address to which the is sent or information in the subject of the to identify the type of invoices contained in the . Note: If, during the scanning process, the Transform AP system identifies a PO number on an invoice, it classes the invoice as a PO invoice, regardless of how it was submitted. Scanning If multiple invoices are submitted in a batch, the Transform AP system uses Optical Character Recognition (OCR) technology to identify individual invoices within the batch. This process is known as bursting. The application normally uses a blank separator sheet to identify the individual documents within a batch, but it can be configured to use the presence of a barcode on a separator sheet or on the first page of each invoice. The system can be configured to require a user to check that each batch has been burst correctly. This process is known as burst validation. User s Guide 3

10 INTRODUCTION Processing Overview For each invoice, the system can then use OCR technology to identify and record the following key data in each invoice: Invoice date Invoice number Invoice total Processing invoices Purchase order number, when present The system can use either pattern matching or regular expression logic to find and identify data within the document. Users can create new patterns to match invoices from new suppliers, or edit existing patterns when the layout of existing invoices changes. Once the Transform AP system has scanned an individual invoice file, it stores the image of the invoice in the Presenter archive, and enters the invoice details into the EnterpriseOne system. Users can view the stored image of the invoice at any time after this point, either from the Presenter user interface, or by viewing the media attachment from within the EnterpriseOne system. What happens next depends on the type of invoice being processed and on how the system is configured. Non-PO invoices The Transform AP system either routes non-po invoices to Transform AP users who are coders, or places them on a work queue for coding within the EnterpriseOne system. In either case, the coder can view the stored image of the invoice on the same screen as its data fields, check, and if necessary change, the automatically entered information, and add more information to the record. When the coder finishes coding an invoice, the system routes the invoice according to the approval routing rules described in Approval Routing on page 5. PO invoices The Transform AP system places PO invoices on an EnterpriseOne work queue, where EnterpriseOne users can code the invoices and then either match them with their related documents and post them to ledger or forward them to another EnterpriseOne user who can match and post them. If necessary, the EnterpriseOne user can: Forward a PO invoice to a Transform AP user for external approval. Send an asking another user to deal with queries or problems found with the invoice. 4 User s Guide

11 INTRODUCTION Approval Routing Preauthorized invoices The Transform AP system places preauthorized invoices on an EnterpriseOne work queue, where users can review and process them. Unknown invoices Approval Routing The Transform AP system places unidentified invoices on an EnterpriseOne work queue, where users can review and process them. If the user forwards an unknown invoice for external approval, the Transform AP system routes it according to the approval routing rules as described in Approval Routing on page 5. Once an invoice has been approved, the Transform AP system updates the EnterpriseOne record and sends an notification to recipients identified by a configuration setting. The Transform AP system records every action taken on an invoice outside the EnterpriseOne system, and you can view the records associated with an individual invoice. You can also view reports about the invoices in the Transform AP system. When an EnterpriseOne user forwards a PO invoice for external approval, the Transform AP system sends the invoice to the selected approver. Once that person has approved the invoice, the approval process is complete. The Transform AP system routes non-po invoices for approval according to rules that the system administrator specifies. These rules identify the approvers and alternative approvers for each combination of business unit, object account, amount, and currency. The rules can also specify a minimum number of approvers, regardless of the amount, and a minimum amount, below which approval is not necessary. When a non-po invoice has been coded, the Transform AP system routes it to the first approver in the approval route. Once that person has approved the total amount for the appropriate G/L distribution lines, the system routes it to the next approver, who is authorized to approve larger amounts, and so on until the total amount for each unique set of G/L distribution lines has been approved by: A person authorized to approve amounts equal to or greater than the total The required minimum number of approvers Multiple G/L distribution lines When an invoice contains line items that apply to different combinations of business unit and object account, the Transform AP system totals the line items for each separate combination. It then implements the approval routing rules for each of these separate total amounts. Approval of the invoice is complete when the total for each set of G/L distribution lines has been approved. User s Guide 5

12 INTRODUCTION Approval Routing When processing an invoice with multiple G/L distribution lines, the approver sees an image of the whole invoice. In addition, the invoice coding displays all the line items, but highlights the appropriate lines for the approver s attention. Escalation The system can be configured to send a warning to an approver who fails to process an invoice within a given amount of time. If the approver continues to take no action, after a further set amount of time, the system notifies, and routes the invoice to, the next approver in the route. This process is known as escalation. 6 User s Guide

13 CHAPTER 2 Getting Started This chapter describes the basic concepts of working with the Transform AP system, and the tasks involved in using the system. Signing in to the Presenter Application To work with invoices from outside the EnterpriseOne system, you must sign in to the Presenter component of the Transform AP system. To do this, you need to know: The Internet address (URL) for the Presenter application Whether to sign in as a Web user or a Windows user Your Presenter user name If you sign in as a Windows user, this is the same as your Windows user name. Your Presenter password If you sign in as a Windows user, this is the same as your Windows password. Your Transform AP administrator can give you this information. To sign in to the Presenter application: 1. In a Web browser, enter the Internet address for the Presenter application. This address takes the following form: <server> is the name of the computer where the Presenter application is installed. Alternatively, if you receive an notification of an invoice for you to process, and you have not already signed in to the Presenter application, click the link in the notification to display the Sign In page. Note: Add the Presenter address to your list of favorites so that you don t have to type it every time you need to sign in. User s Guide 7

14 GETTING STARTED Signing Out Signing Out 2. On the Sign In page, select the type of user you are signing in as. 3. Enter your user name and password. 4. Click Sign In. To see the Presenter help, click the help link at the top of any Presenter page. To sign out from the Presenter application: Click the sign out link at the top of any page. Changing Your Profile You can change the following details of your Presenter account: The address the system uses when sending s to you. Your Out of Office setting. Select Out of Office when you are going to be away from the office. If you are an approver, when this setting is selected, the Transform AP system routes invoices that you normally approve to an alternative approver. Your Presenter password, if you are a Web user. The type of notifications to receive. Table 2.1 shows the options you can select. Table 2.1: notifications Select this: Action Information All None To change the details of your account: 1. Sign in to the Presenter application as described in Signing in to the Presenter Application on page Click My Account. To receive notifications when: An invoice is waiting for you to code or approve it An invoice has been escalated to you because the assigned approver has not processed it within the required amount of time An approver has rejected an invoice that you coded An invoice has been waiting for you to approve it for longer than is allowed at your site and will be escalated if you do not process it within a set amount of time An invoice for which you are responsible has received all the necessary approvals Any event occurs that triggers either an Action or an Information notification Never 3. Change the details as required. 8 User s Guide

15 GETTING STARTED Categories Categories 4. Click Save. If you select Out of Office, when you click Save, a prompt asks whether you want to review documents that you own. Click either: OK to see a list of any documents that you own so that you can process them or, if necessary, release them to make them available for other users to process. Cancel to continue, leaving your ownership of documents unchanged. See Taking and Releasing Ownership on page 12 for more information. The Transform AP system stores invoices in categories, which provide a way of organizing documents that share certain features. Table 2.2 shows the categories you use, according to your role. Table 2.2: Transform AP categories If your work involves: Checking that the Transform AP system has correctly separated scanned batches of invoices into individual invoices, and fixing any problems with bursting. Coding invoices. Approving invoices. Creating patterns for invoices from new suppliers. The Transform AP system uses patterns to identify the supplier of an invoice and to find information such as the invoice date, number, and total value within the invoice. Changing patterns when a supplier changes the design of their invoices. Checking invoices after they have been approved. You work with documents in this category: Scanned_Batches TAP_Documents TAP_Documents TAP_Doc_Scan Scanning_Patterns TAP_Voucher and TAP_Audit_History Finding Work Items Security rules define the categories and invoices you are allowed to access. This means that you might not be able to see the same invoices as other users with different roles or responsibilities. You can find items that are available for you to work with in the following ways: Looking at the Inbox section of your Presenter Home page Searching for items Using notifications User s Guide 9

16 GETTING STARTED Finding Work Items Presenter Inbox The Home page opens when you sign in to the Presenter application as described in Signing in to the Presenter Application on page 7. The Inbox section is the last item on the page. To see the items in your Inbox: 1. If the arrow button in the Inbox header is pointing to the right, click it to show a list of categories that contain documents in your inbox. Figure 2.1: Opening the Inbox Searching for documents The Inbox lists the categories that contain: Available documents that you can work on. Owned documents that you have reserved for working on, and that no other user can see. 2. If the arrow button next to a category name is pointing to the right, click it to show a list of documents in the category. Alternatively, click on the category s name to display a list of the invoices on the Results page, which displays more details of the invoices. You can search a single category, or across multiple categories. To search a single category for invoices: 1. Sign in to the Presenter application as described in Signing in to the Presenter Application on page Click Search. 3. Select the Category of invoices to search for. Table 2.2 on page 9 shows the available categories. 4. Enter details of the invoices in the search form and then click Submit Query. You can enter as much or as little information as you like. If the settings on your system allow it, you can leave the form empty to search for all the invoices that you have permission to see in the selected category. 10 User s Guide

17 GETTING STARTED Finding Work Items To search more than one category for invoices: 1. Sign in to the Presenter application as described in Signing in to the Presenter Application on page Click Search. 3. On the Search page, click Multi Category. 4. Select a Category and then click the Change Category button. Figure 2.2: Change Category button Saving a search Repeat this until you have selected all the categories you want to search, and they are listed below the Category selection box. To remove a category from the search list, select its name in the Category selection box and then click the Change Category button. As an alternative to selecting each category in turn, click All Categories to search all categories you have permission to access, or Inbox Categories to search all Inbox-enabled categories you have permission to access. 5. In the search form, enter details of the invoices and then click Submit Query. You can enter as much or as little information as you like. If the settings on your system allow it, you can leave the form empty to search for all the invoices that you have permission to see in the selected categories. The invoices that match your search criteria are listed on the Results page. You can customize the Results page to change what information is displayed about the invoices found, and to change the order in which the information is displayed. See the Presenter help for details of how to do this. If you often use the same search criteria to search for invoices, you can save these criteria to avoid having to enter them every time. To save a search: 1. Search for the invoices in the normal way, and then on the Results page, click Save Search. 2. On the Save Search page, enter a Title and a Description for the search and then click Save Search. User s Guide 11

18 GETTING STARTED Taking and Releasing Ownership notifications To use a saved search: 1. On the Favorites tab, click Saved Searches. 2. In the list of searches you have saved, click the View button in the Type column for the search you want to use. If you have enabled notifications for actions, you receive notifications when an invoice requires your attention The you receive contains a link to the invoice concerned. Click the link to take ownership and open the invoice. If you are not already using the Presenter application, the Sign In page appears. Once you have signed in, the invoice opens. See Changing Your Profile on page 8 for information about how to enable notifications. Taking and Releasing Ownership You must take ownership of an invoice before you can code or approve it, or use it to create a new pattern. This stops other users from working with the document at the same time. When you finish coding or approving an invoice, your ownership of the invoice is automatically released and the document is removed from your Inbox. After taking ownership of an invoice, if you decide not to work on it, you can release it from ownership so that another user can work on it. To take ownership of an invoice from the Inbox, either: In the Available documents column, click the green arrow next to the invoice to take ownership and move the invoice to the Owned documents column without opening it. Click the document details to take ownership and open it at the same time. 12 User s Guide

19 GETTING STARTED Taking and Releasing Ownership To take ownership of an invoice from the search Results page, either: In the DocType column, click the green arrow to take ownership of the document in the same row without opening the invoice. Figure 2.3: Taking ownership In the DocType column, click the document icon to take ownership and open the document in that row. Figure 2.4: Taking ownership and viewing When you take ownership of an invoice on the search Results page, the green arrow changes direction to point left, and your user name appears in the DocType column to show that you are the owner. In Figure 2.4:, user pjohnson has taken ownership of the first two documents in the list. When you click a link to an invoice in an notification, you automatically take ownership of the document and open it at the same time. To release ownership of an invoice: Click the green left-pointing arrow next to the invoice, either in the Owned documents column of the Inbox, or on the search Results page. Figure 2.5: Releasing ownership User s Guide 13

20 GETTING STARTED Viewing Invoices Viewing Invoices Table 2.3 describes how to open an invoice that you own. Table 2.3: Viewing an invoice To view an invoice from: Your Inbox Click: The document link As shown here Search Results The document icon in the DocType column Notification The click here link Installing the Plug-in Some Transform AP features are enabled by means of special plug-in software. The first time you select an option that uses a plug-in, a message appears, prompting you to download and install the plug-in. When this message appears: 1. Click the link to download the plug-in. 2. Click Run to start the installation. If a security warning appears, click Run to confirm that you want to run the software. 3. In the Setup window, click Next. 4. If a message tells you that some files are locked, close all Transform AP or Presenter windows (including the window showing the link to download the plugin), and then click OK. 5. In the window that tells you that the installation is complete, click OK. 14 User s Guide

21 CHAPTER 3 Processing Invoices Coding This chapter describes how to code and process invoices for approval. The tasks you can perform depend on whether you are a coder or an approver, and on the type of invoice. If you are an approver for non-po invoices, the invoices you can work on depend on the object account, business unit, total, and currency of G/L distribution lines within the invoice. When a non-po invoice contains multiple G/L distribution lines and you have responsibility for approving more than one set of these lines, the Transform AP system calculates the most efficient approval route for the invoice. However, it is possible that you must approve different sets of lines on the same invoice at different points in the approval process. In this case, the system routes the invoice to you more than once. When an invoice is waiting for coding, it appears in your inbox, in the TAP_Documents category. If you have enabled notifications for actions, you receive a notification for each new invoice. To code an invoice: 1. Open the invoice as described in Viewing Invoices on page 14. The View Document window opens to display the invoice coding form at the top and an image of the invoice below 2. On the Invoice Coding page, enter details of the invoice. Table 3.1 describes the different parts of the coding form in more detail. 3. Click Submit. 4. In response to the prompt, click Yes to complete coding and send the invoice for approval. If you are the first approver in the approval route for the invoice, click Yes to approve the items for which you are responsible and to send the invoice to the next approver in the route. If more than one person is authorized to approve the same items at the first point in the approval route, select one of these people from the drop-down list that appears, and then click OK. User s Guide 15

22 PROCESSING INVOICES Coding Note: An asterisk (*) next to an approver s name in the list indicates that the approver is out of the office. If you choose this approver, the Transform AP system sends the invoice to the alternative approver, if one has been specified, in addition to your selected approver. If no alternative approver has been specified, the system routes the invoice to your selected approver. This delays the next stage of approval until the approver returns to the office. Invoice data entry Table 3.1 describes the Invoice Coding form. Table 3.1: Invoice coding Field or button Description Vendor The vendor name or number, as stored in the EnterpriseOne system. If you know this name or number, type it in the box; otherwise, click Vendor Lookup to display the Vendor Details page where you can search for the number. See Vendor details on page 17. Invoice Date The date of the invoice. If the Transform AP system enters this automatically, check that it is correct. To enter or change a date, click the calendar icon next to the field to open a calendar where you can click a date to enter it in the correct format. Invoice Number If the Transform AP system enters this automatically, check that it is correct and change it if necessary. Invoice Amount The total value of the invoice. If the Transform AP system enters this automatically, check that it is correct and change it if necessary. Invoice Currency The currency of the invoice. To choose a different currency from the one displayed, either: Click the arrow next to the field and then in the list that appears, click the currency. The list shows all the currencies that are valid in your EnterpriseOne system. Type the first letter of the currency code and then, if necessary, use the arrow keys to scroll up or down to the correct code. Upload G/L You can upload a file that contains the G/L information instead of entering it in the coding form. See Using a G/L template file on page 18 for Template file details. G/L Account The general ledger (G/L) account number that applies to the line item. This number is composed of the business unit and object account numbers that apply to the item. Click the magnifying glass icon next to the field to display the G/L Account Lookup form, where you can search for this number. G/L Account Description Explanation A description of the G/L account. The Transform AP system enters this automatically when you click Validate G/L Coding or Submit, or when you click Use Selected on the G/L Account Lookup form. A description of the item. You can leave this blank. 16 User s Guide

23 PROCESSING INVOICES Coding Table 3.1: Invoice coding Field or button Amount Clear G/L Coding Validate G/L Coding Comments/ Notes Submit Delete On Hold Cancel Save Description The value of the line item. When you first start coding an invoice, the first line contains the invoice amount, if the system has identified this amount. Click this to clear all the G/L lines you have entered so that you can restart coding. Click this to display the total value of the G/L line items you have entered and the descriptions for each G/L account. When you have finished coding the invoice, the total value of the line items must match the figure in the Invoice Amount field. Comments about the invoice. Comments that you enter here are saved with the invoice record and can be seen in the EnterpriseOne Remarks field. Users outside the EnterpriseOne system can also see these comments in the routing history or in the audit record for the invoice. Click this when you have finished coding the invoice. The Transform AP system checks that the total value of the line items matches the Invoice Amount, and displays details of the vendor identified by the contents of the Vendor field. See Coding on page 15 for more information. Click this to delete the invoice. When you click Delete, the Transform AP system prompts you to select a reason for deleting the invoice and to enter a comment. When you have done this, click Yes to complete the deletion process. Click this to save the information you have entered and to mark the invoice as being on hold while you look for information about the invoice. Click this to clear the form of all information you have entered. Click this to save the information you have entered and close the invoice. The status of the invoice does not change. Copying data from the invoice Vendor details To copy information from the invoice and paste it into the coding form: 1. Click in the invoice image and drag a box round the text you want to copy. 2. In the form, click where you want to paste the text and then press CTRL/V. To find the details of the supplier: 1. In the View Document window, click Vendor Lookup. 2. On the Vendor Details form, enter any details you have about the vendor s number or name, or leave the form blank, and then click Search. If you enter a partial number or name, use an asterisk (*) to show where there are missing characters. For example, to look for vendors whose vendor number starts with the number 4, type 4* in the Vendor Number field. A list of vendors that match the details you enter appears. If you leave the search form blank, the list contains all the vendors in the EnterpriseOne system. User s Guide 17

24 PROCESSING INVOICES Coding Deleting lines Inserting lines 3. From the list, select check box 1 next to the vendor that matches the invoice, and then click Use Selected. The coding form is redisplayed, showing the Vendor and summary details of the selected vendor. To delete a single line: 1. Replace the line number with a hyphen (-). 2. Click Validate G/L Coding. To delete all G/L lines: Click Clear G/L Coding. When entering details of line items from the invoice, if you miss a line, you can add it later. To add a line item: Using a G/L template file 1. In the next available line, delete the existing line number and enter the number of the line you are adding. 2. Enter details of the item in the normal way. 3. Click Validate G/L Coding to refresh the display, and then check that the lines appear in the correct order. If necessary, change the line numbers of any items that are in the wrong order. You can create a file that contains the G/L coding information for an invoice and upload it to the coding form instead of entering the information into the form. This is useful, for instance, if you frequently code invoices that contain the same G/L line information. 1 When a check box contains a tick, it is selected; when it is empty, it is cleared. Click a check box to change whether it is selected or cleared 18 User s Guide

25 PROCESSING INVOICES Approving Approving The file is a simple text file that contains a header line, followed by a line for each G/L line, as shown in Figure 3.1. Figure 3.1: G/L template file G/L Account,Explanation,Amount ,sundries, ,other, ,, ,no standard amount for this, The header line must be exactly as shown in the example. Each G/L line contains the following values, separated by a comma: G/L account number A description of the line item The value of the line item You can omit values from a line, but not the commas, which indicate which value is missing. In the example, the description is missing from the third G/L line, and the amount is missing from the fourth line. To upload a G/L template file: 1. On the coding form, next to the Upload G/L Template file field, click Browse. 2. In the Choose file window, browse to the folder containing the template file, select the file, and then click Open. 3. On the coding form, click Upload. After uploading a G/L template file, to display empty G/L lines where you can enter more values, click Validate G/L Coding. When an invoice is waiting for your approval, it appears in your inbox, in the TAP_Documents category. If you have enabled notifications for actions, you receive a notification for each invoice waiting for your approval. Processing a non-po invoice Note: If you have responsibility for approving different sets of G/L distribution lines or different amounts, it is possible that the same non-po invoice is sent to you more than once. To process a non-po invoice for approval: 1. Open the invoice as described in Viewing Invoices on page 14. User s Guide 19

26 PROCESSING INVOICES Approving A window opens to display the invoice information at the top and an image of the invoice below. The lines for your approval are highlighted. The presence of a check box 1 next to a line means that there is another person in the approver list who can approve the line. 2. Check the details of the invoice and, optionally, enter your Comments/Notes. Comments that you enter are stored in the routing history of the invoice, and can be seen by approvers who follow you in the approval route and by users who have access to the TAP_Audit_History category. 3. Clear the check box 1 next to any lines you want to refer to another approver. If you do this, when you click Approve, you can select the approver to process these lines. Any other highlighted lines are approved when you click Approve. No check box is displayed when no other approver is available. 4. Click one of the buttons listed in Table 3.2. Table 3.2: Non-PO invoice approval actions Click: Approve Reject On Hold Cancel To: Approve the selected lines and send the invoice to the next person in the approval route, or, if you are the last person in the route, to finish the approval process. If more than one person is authorized to approve items at the next point in the approval route, or if you have cleared the check box next to any lines, select an approver from the drop-down list that appears, and then click OK to send the invoice to the selected person. An asterisk (*) next to an approver s name in the list indicates that the approver is out of the office. If you choose this approver, the Transform AP system sends the invoice to the alternative approver, if one has been specified, in addition to your selected approver. If no alternative approver has been specified, the system routes the invoice to your selected approver. This delays the next stage of approval until the approver returns to the office Reject the invoice and send it back to the coder. When you click Reject, the Transform AP system prompts you to select a reason for rejecting an invoice and to enter a comment. When you have done this, click Yes to complete the rejection process. Save any comments you have entered, mark the invoice as being on hold, and keep your ownership of the invoice. Do this, for example, if you need to find more information about the invoice before you approve it. The Transform AP system does not escalate invoices that are on hold. Close the invoice and keep your ownership, but without saving any comments. If escalation is enabled, you must approve invoices within the amount of time your administrator has specified. If you have enabled information notifications, you receive a reminder to approve the invoice before the system sends it to the next approver in the approval route. 1 When a check box contains a tick, it is selected; when it is empty, it is cleared. Click a check box to change whether it is selected or cleared. 20 User s Guide

27 PROCESSING INVOICES Approving Note: If you are going to be away from the office for some time, select the Out of Office setting in your Presenter account so that while you are away the Transform AP system can route invoices to an alternative approver, if the system administrator has identified one. See Changing Your Profile on page 8. Processing a PO invoice To process a PO invoice: 1. Open the invoice as described in Viewing Invoices on page 14. A window opens to display the invoice information at the top and an image of the invoice below. 2. Check the details of the invoice and, optionally, enter your Comments/Notes. Comments that you enter are stored in the routing history of the invoice. Users to whom you forward the invoice and those who have access to the TAP_Audit_History category can see these comments. 3. Click one of the buttons listed in Table 3.3 Table 3.3: PO Invoice approval actions Click: To: Forward To Forward the invoice to the approver you select from the drop-down list. You must enter a comment in the Comments/Notes box before you can forward an invoice. Approve Approve the invoice. Reject Reject the invoice and notify the EnterpriseOne user who forwarded the invoice to you. When you click Reject, the Transform AP system prompts you to select a reason for rejecting an invoice and to enter a comment. When you have done this, click Yes to complete the rejection process. On Hold Save any comments you have entered, mark the invoice as being on hold, and keep your ownership of the invoice. Do this, for example, if you need to find more information about the invoice before you approve it. Cancel Close the invoice and keep your ownership, but without saving any comments. User s Guide 21

28 PROCESSING INVOICES Approving 22 User s Guide

29 CHAPTER 4 Reports Accessing Reports Standard Reports This chapter describes how to create and view reports about the documents within the Transform AP system. To access the Transform AP reporting options: 1. Browse to the Transform AP management page: TransformAP.fsp <server> is the name of the computer where the Presenter application is installed. 2. If the Presenter Sign In page appears, sign in as described in Signing in to the Presenter Application on page Click the Reporting tab. Two types of report are available: Standard reports, which present standard information about all the documents in the Transform AP system. Invoice Audit History reports, which present information about invoices that you specify. Use standard reports to list invoices that: Have not started processing (New Invoices) A coder or approver has put on hold (On Hold) Are in the process of being routed for approval (Pending Approval) You can list all invoices that are pending approval, or those that have been waiting for a particular approver s approval for more than 1, 7, 14, or 28 days. User s Guide 23

30 REPORTS Invoice Audit History Reports An approver has rejected (Rejected) Alternatively, you can list All Invoices in the system. If you have appropriate access rights, you can also see additional reports of the activities that have taken place within the Transform AP system. See the Administration guide for more information. To view a standard report: 1. On the Reporting page, click Standard Reports. 2. In the Report Type box, select Invoices and then click Select. 3. Select the Report Name, and then click Run Report. Invoice Audit History Reports Saving Reports To view an Invoice Audit History report: 1. On the Reporting page, click Invoice Audit History. 2. Enter details of the invoices to report on. You do not have to put a value in every field of the form. 3. Specify the information to display in the report. When the box next to a field is selected (as indicated by a tick) the information is displayed in the report. Click a box to select or clear it. 4. Click Run Report. When you run a report, the results are displayed on the Reporting tab. Click a link to display the results in a separate window so that you can print or save the report in the following formats: Printable (HTML) XML CSV (comma-separated values), in which each record in the report is presented as a list of values, separated by commas. If you save a CSV report as a text file on your computer, you can then open it in a spreadsheet application. 24 User s Guide

31 REPORTS ing Reports ing Reports Invoice History To send a report to an recipient: 1. Run a standard or Invoice Audit History report as described above. 2. In the field above the report, enter the recipient s address, and then click . The Transform AP system attaches HTML, XML, and CSV versions of the report to an , which it sends to the specified recipient. For any invoice in the Transform AP system, you can see a record of the actions that have been taken on the invoice. To see the history of an invoice while you are processing it for coding or approval, click the Routing History tab. To see the history of an invoice that is not in your Inbox: 1. Search for the invoice in the TAP_Voucher category, as described in Searching for documents on page Open the invoice to view it. 3. In the View Document window, click the Related Documents button. Figure 4.1: Related Documents A list appears, showing documents that have a value in common with the invoice you are viewing appears. One of these documents is in the TAP_Audit_History category. Figure 4.2: Audit history document 4. Click the icon in the DocType column to view the document. User s Guide 25

32 REPORTS Invoice History 26 User s Guide

33 CHAPTER 5 Working with Scanned Documents Burst Validation This chapter describes how to: Check that the Transform AP system has correctly separated a scanned batch of invoices into individual invoices, and specify how to separate batches that the OCR process cannot separate automatically. This process is called burst validation. Create new patterns so that the Transform AP system can recognise invoices from a new supplier. Change the patterns that the Transform AP system uses to identify invoices from a particular supplier. Do this when the supplier changes the layout of their invoices. When a scanned batch is ready for burst validation, the batch is listed in your Inbox, in the Scanned_Batches category. Figure 5.1: Inbox item When burst validation is enabled, the Transform AP system treats all scanned files as batches, even when they contain only a single invoice. User s Guide 27

34 WORKING WITH SCANNED DOCUMENTS Burst Validation To check that a scanned batch has been burst correctly: 1. Open the batch document as described in Viewing Invoices on page 14 to view individual pages within the batch alongside information that the bursting process identified about the page and about the document to which it belongs. Figure 5.2: Burst validation In this window, you can view each page in the batch. Note: On first opening this window, you must click anywhere in the window before you can use the options or buttons. Click the arrow buttons or select a page number from the drop-down list above the document display to move between pages. 2. Check the information about each page in the batch, and if necessary, change the values shown. You can: Move the page to a different position within the batch. To do this, enter its target position in the Move to before batch page box, and then click Move. Change the page s designation as a first page of an invoice. To do this, click the First Page box to select or clear it, as appropriate. Delete the page from the batch. To do this, select Delete Page. Change the value of a barcode on the page (if your system uses barcodes to identify invoices within a batch). 28 User s Guide

35 Creating a Pattern WORKING WITH SCANNED DOCUMENTS Creating a Pattern To do this, type the correct number in the Found Barcode Value field. 3. When you are satisfied that the pages are in the correct order and that all the information about each page is correct, click Finish. 4. In the Burst Summary window, check the summary of bursting actions, and if it is correct, click OK. Otherwise, click Cancel to return to the burst validation window and correct the problems. 5. In the Burst Submitted window, click OK. To create a pattern for a new supplier s invoices: 1. Scan a sample invoice from the supplier and place the scanned file in the <data>\scand\pattern_creation folder. (<data> is the Transform AP data path. Your Transform AP administrator can tell you where this is.) The Transform AP system removes the file from the Pattern_Creation folder. If burst validation is enabled at your site, the system stores the file in the Scanned_Batches category until a user uses burst validation to process the file. After burst validation, the system stores the file in the TAP_Doc_Scan category. If burst validation is not enabled, the Transform AP system stores the file in the TAP_Doc_Scan category. When the invoice is in the TAP_Doc_Scan category, it appears in your Inbox. 2. Open the invoice, either from your Inbox or from the Results page. Figure 5.3: Creating a pattern 3. Click anywhere in the document display to activate the controls, and then click Edit Pattern in the toolbar to the left of the invoice. User s Guide 29

36 WORKING WITH SCANNED DOCUMENTS Creating a Pattern Red boxes appear on the image, representing the following information about the invoice: Invoice date Invoice number Invoice total PO number 4. Click and drag each box to the position where the information is displayed on the invoice. If necessary, drag an edge of a box to resize it. Figure 5.4: Locating key information If the invoices for which you are creating a pattern do not contain a Purchase Order number, either: Make the PONumber box as small as possible and move it to an empty part of the invoice. Right-click the PONumber box, point to position, and then click Static. 30 User s Guide

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