Esker Automated AP Program. Step-by-Step Procedure

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Angela King
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1 Esker Automated AP Program Step-by-Step Procedure

Table of Contents Scanning into Esker... 1 Reviewing/Approving AP PDF/Scanned Invoices... 1 Example of a PDF Invoice Scanned into Esker... 2 More Search Tips.

2 Table of Contents Scanning into Esker... 1 Reviewing/Approving AP PDF/Scanned Invoices... 1 Example of a PDF Invoice Scanned into Esker... 2 More Search Tips...11 Search for Project Code...16 Search for GL...19 Adding a Reviewer...20 Send to AP...20 Reviewing/Approving an EDI Invoice...22 Attaching Backup, Packing Slips, etc Esker Notes...28

Scanning into Esker Do you have a clear copy? When scanning invoices into Esker, ensure you have a good, original copy. If you don t, adjust the settings on your machine appropriately.

3 Scanning into Esker Do you have a clear copy? When scanning invoices into Esker, ensure you have a good, original copy. If you don t, adjust the settings on your machine appropriately. Many machines will allow you to darken/lighten the document and increase its DPI. The machines at headquarters allow us to set the DPI up to 600, reverting back to the original setting (200 DPI) after the invoice is scanned. Invoices should always be scanned in the correct page order. This will help Esker find the invoice total. Scan AP invoices to the following address: nmsusa.invoices@process.esker.net Reviewing/Approving AP PDF/Scanned Invoices When placing orders with vendors, it s imperative that the six-digit project code is entered into the vendor s PO area. This six-digit code is how Esker determines the routing of the invoice. After logging into Esker, you will see a screen like the following: Employees with NMS spending authority are called reviewers in Esker. Page 1

When you select My invoices to approve, your list of invoices will appear as follows: If you find an invoice that was sent to you in error, make sure that you send it back to the AP department with a

Do not send the invoice directly to another approver, as it will come back to you to also approve. This will be an issue if you are not an approver for that specific unit.

4 When you select My invoices to approve, your list of invoices will appear as follows: If you find an invoice that was sent to you in error, make sure that you send it back to the AP department with a note showing the Workflow is wrong; if you know who the invoice should go to, please make a note in the appropriate pop-up box so we can direct it to the right approver. Do not send the invoice directly to another approver, as it will come back to you to also approve. This will be an issue if you are not an approver for that specific unit. There will be more details on the Back to AP button in the next section. You can click on the green Start validating button, which will bring up each invoice without requiring you to go back to the main screen. Once an invoice has been approved, it will automatically display the next invoice in your list. Or you can click into one specific invoice to review it. The scanned invoice will appear on the right side of the screen, and the Esker information will appear on the left side. It s very important to review all of the information, as this is going to feed directly into our ERP Costpoint. You will need to verify that the date, invoice number, line items, coding and totals are correct. Example of a PDF Invoice Scanned into Esker Page 2

Once you have reviewed everything for accuracy, you can make changes on the line item or approve it by clicking the green Approve button at the bottom of the screen.

5 Once you have reviewed everything for accuracy, you can make changes on the line item or approve it by clicking the green Approve button at the bottom of the screen. You can move the screens up and down with the bar to the right of each screen. You can move your view left and right by the bar at the bottom of each screen. You can make one side larger or smaller by moving the center line of the screen. Always check the Workflow at the bottom of the left screen to make sure that it is correct. For example, many unit managers only have a spending authority of $5,000. If an invoice is more than $5,000, it will need to be routed to the manager above them. If that manager does not appear in the Workflow, you will need to send it Back to AP as seen on the far left below: If you have issues that you can t solve at this moment, you can put the invoice on hold, and it goes to a different area in your main homepage. The invoice will not move forward or be processed until you take action. Please select a reason from the dropdown menu and comment as to why the invoice is on hold. If you click on the Quit button, you will lose any changes that you have made. Page 3

6 In the image above, the system shows us logged in as Ann and able to approve the invoice. If you are in the Validating mode, once you click Approve, the next invoice will automatically populate: Page 4

If you were working within an individual invoice, after selecting the Approve button, you will be directed back to the main page: Some vendors will be more difficult than others.

Therefore, if there are percentages, or if the numbers do not appear on the invoice correctly, Esker does not make changes to fix the errors.

7 If you were working within an individual invoice, after selecting the Approve button, you will be directed back to the main page: Some vendors will be more difficult than others. Esker does not technically calculate math, but it will check the math. Therefore, if there are percentages, or if the numbers do not appear on the invoice correctly, Esker does not make changes to fix the errors. These are the most time-consuming invoices, as you have to tell the system where each number is and enter items manually. Alsco invoices are a mystery, and the only way we have found to get them entered is to do so manually. Once the system learns, we hope that it will fill in the essentials, and we will only have to fill in the unit price. You cannot make changes to the header (vendor and invoice details at the top) when the screen looks like this: If you are an AP specialist, you can correct anything in the header. If you are a reviewer/approver, you can send items to AP for correction. Or if you want to make the corrections yourself, once you are within the invoice, you can click on Panes in the black Esker bar on the top left, and change the view to include the vendor and/or invoice details. Page 5

8 Once you select Invoice Details, the screen will appear similar to the below image and allow you to change the invoice number if Esker has not read the information correctly: Page 6

9 Below is an example of a Lynden freight invoice that has a few items to note: 1. The price is $77 per hundred pounds. There are 6,812 pounds of freight. 2. There is a $6 fuel surcharge with the same issue. 3. There are taxes of 6.25% on the subtotal of the above two numbers. This is one of the more difficult types of invoices you will see, but once we put several through Esker, the system will start to learn where the items are located and will be able to fill in the majority of the information. Esker has read the name incorrectly, but has populated the invoice number, date and amount correctly in the header section: If you are an AP specialist, your screen will allow you to make changes to the header information, or if you are a reviewer, you can click on Panes to access the header information. First, correct the vendor name by clicking into the Name field on the upper-right side of the Esker side of the screen. Type Lynden, and either the vendor name or multiple vendors that have the same name will appear. Page 7

10 There is only one Lynden in the system, so this is what appears. When you highlight the name with your mouse and click, the name will populate with the remit address. You can also select the green dots to the right of the name and type some letters from the name. If you don t get the correct response, you can type the whole name or add an asterisk at the end, and it will display anything with those letters in it: Page 8

11 To view the items, click on the green arrow at the bottom of the pop-up. Page 9

12 You can also search by other words in the name, such as Cargo. Page 10

Note that the amount in the line item portion of the screen shows as 0.00. The one line item that populated is already coded.

13 More Search Tips On the left side of the Esker screen, the invoice number, date and amount are correct, so we will not make any changes. The balance is in red because it is not reading the line items correctly from the invoice. Note that the amount in the line item portion of the screen shows as The one line item that populated is already coded. This populated automatically as we have processed Lynden invoices previously, and the system is starting to learn the coding for these freight invoices. Page 11

Select the SKU field on the Esker side of the screen where TAX is displayed.

14 Normally, we would want to take the first line and auto populate the rest of the line items. However, the system did not pick up the first line, so we will fill that in with the first line from the invoice, and then see if it will auto populate. Select the SKU field on the Esker side of the screen where TAX is displayed. Then, on the right side, draw a box around the FRT from the first line of the invoice, and double click to have it populate in Esker. Repeat the action with the freight charge and click again to bring it into Esker. Since automatically calculating dollars is an issue, we will have to enter this information manually. Double click on the Total so the system learns to bring the amount into the line. After the invoices go through a couple of times, the system will learn and populate the majority of this information and only leave blank the information you have typed in. When entering information into Esker, you will need to draw boxes around the words, but you can double click on the numbers. Once you enter one to two lines like this, you can select the two arrows that form a circle auto complete the next lines. Page 12

15 Sometimes, this action will fill all of the lines 100 percent, sometimes it won t fill in any, and sometimes it s somewhere in between. As Esker learns our invoices and our line item expectations, more and more will be filled in automatically. As the line items are filled out, the header information changes to let you know if it is complete or out of balance: This filled in the first and last line, so we will need to insert the second line. You can either click on the three green lines to the left of the FRT on the first line and add a line below, or click on the second line on the three green lines to the left of TAX and add a line above: Page 13

This happens frequently when the letters are too close to the lines of the cell. If this happens, select the cell and remove the incorrect information.

16 Proceed by going through the process of drawing the boxes and clicking on the numbers again. If we do this correctly the first few times, Esker will learn, and we won t have to do it each time. Sometimes Esker will add extra characters or won t read something correctly. This happens frequently when the letters are too close to the lines of the cell. If this happens, select the cell and remove the incorrect information. A box usually appears with the correct words to match yours; select it to populate the cell. This is how the system learns. While it may seem easier to type out these SKUs and descriptions, it does not help the system learn anything. Now the header information shows that the invoice is balanced. Page 14

The best way to train the system to populate the project is to make sure that it appears on the invoice. If the vendor has a PO section, the six-digit project code should appear there.

17 The best way to train the system to populate the project is to make sure that it appears on the invoice. If the vendor has a PO section, the six-digit project code should appear there. If the project code is on the invoice, you should click into the Mapped Project ID in the header, then double click on the project code on the invoice to populate it. Tab to bring it down for all of the lines. By clicking, you are training the system so next time you won t have to. It will start to learn where the six-digit project code is for that vendor and will auto populate. When the project code is not on the invoice, you will need to type it into the Mapped Project ID in the header. If you have already entered all of your line items, this will automatically populate all of the lines with the project. If you only have one line in the line item area, it will not populate added lines. You will need to copy and paste those. Page 15

Search for Project Code If you don t know the exact project code, you can look it up in the area with the three green dots. Select the dots and a pop-up box will appear.

18 Search for Project Code If you don t know the exact project code, you can look it up in the area with the three green dots. Select the dots and a pop-up box will appear. You can type words in the field, and it will let you know the items containing those words. If you cannot locate what you are looking for, add an asterisk (*). Page 16

19 Page 17

20 This shows the first 10 possibilities. The green arrows at the bottom will advance you to the next page. Page 18

Search for GL This also works in the GL Account area. Once all of the lines are populated, the header information balances. The invoice is equal to the net amount.

This is ready to send for approval. Select the Approve button at the bottom of the screen to approve. If it is over your dollar limit, it will route to the next approver.

21 Search for GL This also works in the GL Account area. Once all of the lines are populated, the header information balances. The invoice is equal to the net amount. If there are any issues on the amounts entered on the line items, these areas will not balance, and there will be a red box in the balance area indicating the amount needed to balance. This is ready to send for approval. Select the Approve button at the bottom of the screen to approve. If it is over your dollar limit, it will route to the next approver. Please make sure you check this area before approving. This indicates that an AP specialist had the invoice first and entered the project code and line items. Because it is over Linda s spend limit of $5,000, it automatically added Glenn as an additional approver. Page 19

We can change this in the system so you don t have to keep adding the name. Send to AP Here is an example of a Reviewer/Approver screen.

22 Adding a Reviewer If Glenn s name didn t appear, Linda could click on the + by her name and add Glenn. Please let us know right away when items over your limit are not being auto populated with the next manager. We can change this in the system so you don t have to keep adding the name. Send to AP Here is an example of a Reviewer/Approver screen. Note that there is no access to the header information. If you are a Reviewer/Approver and there are errors in this area, you can send it back to AP. We will make the boxes and put the correct information in the right area for you. The button is at the bottom of the screen at the far left. Page 20

23 When you click on the Back to AP button, you will get a pop-up that asks you for the reason and gives you a dropdown menu and an area to type. The dropdown has several options: Incorrect Data Capture Wrong Workflow Wrong Analytical assignment Project/GL Account Missing Other Reason Please use the correct reason and type in any information that would be helpful, such as the invoice number is wrong, this is not mine it should go to MCC, etc. Remember, at this time AP is not responsible for knowing all of the project IDs and the correct coding for each invoice. This is still a unit responsibility. The Reviewer/Approver should have access to the line item detail and be able to add the correct project ID and GL codes. If you have a large invoice, you can copy past the GL information down from the top line. If you have made all of the approvals, and a portion of this invoice is for another unit that you don t have authority to approve, you can send it back to the AP specialist for your group with the appropriate notes in this pop-up and they will forward to the correct unit. Do not send direct to another unit as this causes a loop. Remember, if it is yours to approve and doesn t read the line items correctly, you have two options: 1. Send it back to AP. We will ensure all the line items are correct and send it back to you to review and approve. 2. Highlight the information for the first couple of line items and click the Auto complete next lines icon. If the lines don t fill in, you can click into the Esker form on the left in the correct area, make boxes around the information on the right screen, click, and bring them into the left screen. Once all the information is correct in the header and line items, you can approve, and the invoice will go to AP for review and to post from Esker into Costpoint. Page 21

When managers/approvers log in to Esker, you will see a screen similar to this: When you are in the Vendor Invoices tab, in the

24 Reviewing/Approving an EDI Invoice Invoices that are EDI are very easy to approve, as they load into Esker electronically with all the information already populated. Right now, Sysco is the main one that is coming in EDI. When managers/approvers log in to Esker, you will see a screen similar to this: When you are in the Vendor Invoices tab, in the View field, click on the dropdown menu for the My Invoices to approve option, and the screen will look like this: Note the View field says My Invoices to Approve. Page 22

25 EDI invoices are the BEST! Click the Start Validating button and the first invoice will appear: Note all of the line items are populated with all the information, including the project and GL code. If you are this manager, you will need to double check the amount on the Sysco invoice with the amount showing in the Esker screen on the left. Also check to ensure invoice dates, invoice numbers and line items appear with correct coding. If all is correct, click the green Approve button. The system automatically loads the next invoice. These are super quick to review process. Page 23

If you have a large invoice, please make sure you scroll to the last page on the right side by using the arrows, and to the bottom on the left by scrolling down.

26 If you have a large invoice, please make sure you scroll to the last page on the right side by using the arrows, and to the bottom on the left by scrolling down. This view is page 2 of 2 as indicated: We have found one issue with the EDI invoices. There is a small percentage that are $.01 different from the amount appearing in Esker. There is a rounding issue, but we can fix that by changing a line by $.01 before approving. Out of these 28 invoices, there weren t any with a rounding issue. Here is an example of the $.01 error: Page 24

27 Below is an example of the correction. Click into line 1 and change the first item by $.01. Double check that the Totals match on each side Click Approve. Page 25

If you have emails, packing slips, letters, internet order forms, etc.

28 Attaching Backup, Packing Slips, etc. When you are in the approval screen, you can attach paperwork that will be saved with the invoice. If you have s, packing slips, letters, internet order forms, etc., you can attach them to your invoice within the Esker system. When you are in the approval screen, click on the paperclip on the top left corner of the Esker side. You will get a pop-up to add the attachment. Select Browse, find the document, and select OK. Page 26

29 The attachment will add as the last page. You can see this in the top left of your approval screen. This now has a third page. Page 27

30 Esker Notes: Page 28

Entering a Purchase Order (Formerly DPO) - DO NOT USE SAFARI

Entering a Purchase Order (Formerly DPO) - DO NOT USE SAFARI Select the Finance Tab at the top right of the screen. Select Purchase Orders from menu list on the left side of page. Select or to start a