AP Invoice Separation

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Suzan George
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1 AP Invoice Separation

2 Invoice Separation Functions 1. Split at this page 2. Mark remaining pages as attachments 3. Merge with next/previous document 4. Add as attachment to previous document 5. Page resequencing 2

3 Invoice Separation Examples 3

4 To manually separate Multi-Page invoices: Open the Verify Application. 4

5 Select the company specific Separation queue. 5

6 A list of the Multi-Page batch scans is displayed. Select the applicable batch containing the Multi-Page invoices that need to be separated. 6

7 The Invoice Separation page is displayed. The left pane displays a listing of all scanned pages (invoices and attachments) that are contained in the batch. The right pane displays the corresponding image of the highlighted page in the left pane. 7

8 Viewing the Right Pane: If the orientation of the displayed image needs to be adjusted, use the corresponding left or right green arrow buttons (located on the top toolbar) to rotate the image accordingly. 8

Understanding the Left Pane: The pages listed in the left pane are all of the invoices and associated attachments that were scanned as part of the batch.

9 Understanding the Left Pane: The pages listed in the left pane are all of the invoices and associated attachments that were scanned as part of the batch. All of these invoices and attachments are listed as separate Sheets (numbered and indented) under one overall Document. All Sheets that are part of the same Multi- Page invoice need to be manually separated under their own unique Document. When the Invoice Separation process is completed, separate numbered Documents will be created for each Multi-Page invoice. 9

A separate Document needs to be created for each Multi- Page invoice and needs to include all

10 A Document contains all corresponding scanned Sheets (invoice and attachments) that are part of a Multi-Page invoice. A separate Document needs to be created for each Multi- Page invoice and needs to include all associated scanned Sheets. To separate a Multi-Page invoice from the rest of the batch, you need to manually create a split after the last Sheet associated with that particular Multi-Page invoice. 10

11 To separate a Multi-Page invoice from the rest of the batch: 1. Select the first Sheet that is NOT part of the Multi-Page invoice. In this example, Sheet_1904 and Sheet_1905 are part of the same Multi-Page invoice. Therefore, you would select Sheet_1906 because it is the first sheet not associated with that invoice. 2. Right-click to display a pop-up menu. 3. Click the Split at this Page option. 11

When Split at this Page option is selected, the scanned batch becomes separated into two Documents: The first Document now contains only the Sheets associated with the first Multi-Page invoice.

12 When Split at this Page option is selected, the scanned batch becomes separated into two Documents: The first Document now contains only the Sheets associated with the first Multi-Page invoice. In this example, Document_1903 now includes only Sheet_1904 and Sheet_1905, which are all part of the same Multi-Page invoice. A second Document is created and now contains all of the remaining Sheets in the scanned batch. In this example, Document_1930 is created and includes the remaining Sheet_1906. Next you will need to separate and identify which of the Sheets associated with the Document are invoices and which are attachments. 12

13 Remember, a Multi-Page invoice consists of the invoice and any attachments associated with that invoice. Generally, the attachments do not need to be analyzed and verified. To reduce processing time, these attachment Sheets can be marked as attachments and as a result, will be bypassed from the verification process. 13

14 To mark the appropriate sheets in the invoice as attachments: 1. Right-click on the invoice page containing the data to be analyzed and verified. If there are multiple invoice pages containing data to be analyzed and verified, you should right-click on the last Sheet containing this data. 2. Select the Mark remaining pages as attachment option. This will identify all subsequent Sheets within the Document as attachments and make them inactive during the OCR and verification process. 14

15 Notice that the Sheet marked as attachment is now greyed-out in the Document, indicating that it is inactive. In this example, Sheet_1904 is the invoice page (active) and Sheet_1905 is an attachment (inactive). 15

Repeat this Invoice Separation procedure for each of the remaining Multi-Page invoices (and their associated attachments) in the scanned batch.

16 Repeat this Invoice Separation procedure for each of the remaining Multi-Page invoices (and their associated attachments) in the scanned batch. When the Invoice Separation process is successfully completed, separate numbered Documents will be created for each Multi- Page invoice and all attachment Sheets associated with each Document will be identified. 16

If document page order requires resequencing: If you need to change the order of the scanned sheets, you can drag and drop the Sheet that needs to be moved to

17 If document page order requires resequencing: If you need to change the order of the scanned sheets, you can drag and drop the Sheet that needs to be moved to its correct location within the Document. In this example, Sheet_1905 is in the wrong location and needs to be moved to a location immediately after Sheet_

18 Notice that the Sheet numbers remain the same, but are now sequenced in the correct order. 18

19 If you need to merge several documents into one, you can do so by using the Merge with Next Document/Merge with Previous Document options. In this example, Document 1903 and Document 1927 are actually all pages relating to the same document. 19

20 To merge the two documents: 1. Right-click on any invoice page within the documents to be merged. 2. Select the Merge with Next Document or Merge with Previous Document (depending on which is appropriate in your given case). 20

21 Notice that the Sheet numbers are now listed under a single Document number. 21

22 If a Document is made up entirely of attachment pages that support a prior document, you can Add as Attachment to Previous Document. In this example, Document 1920 is actually made up of supporting documents for Document

23 To add attachments to a previous document: 1. Right-click on any page within the document to be marked as an attachment. 2. Select the Add as Attachment to Previous Document option. 23

24 Notice that the Sheet numbers are now listed under a single Document number and the pages that were previously a separate document are now marked as attachments (greyed-out). 24

Commit Job for Verification After all of the invoices and their associated attachments have been separated and marked, the batch can be committed for verification.

25 Commit Job for Verification After all of the invoices and their associated attachments have been separated and marked, the batch can be committed for verification. To commit a batch: Click File > Commit job. Send Job to Supervisor Invoices that contain areas of concern can be sent to the Supervisor queue for clarification and resolution. To send an invoice to the Supervisor queue: Click File > Send job to supervisor. 25

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