V36 Imaging System. Release Notes Updated: 02/25/15. Document Number: 36RN211151

Transcription

1 V36 Imaging System Release Notes Updated: 02/25/15 Document Number: 36RN211151

2 Copyright 2015 SEDC All rights reserved. 100 Ashford Center North, Suite 500, Atlanta, GA No part of this document may be copied or reproduced in any form or by any means without the express prior written consent of SEDC. *** Changes and updates are periodically made to the software and services may be reflected in future publications. This publication does not intend to completely document every feature and function of the software; it only provides a general guide. Please consult other documentation in addition to this document. Information in this document is subject to change without notice and does not represent a commitment on the part of SEDC and/or its affiliates. All rights reserved. Other product names mentioned may be trademarks of other vendor/manufacturers. *** This document contains definitions of the control file parameters used with UPN. This document is considered to be proprietary to SEDC (Southeastern Data Cooperative, Inc.) and is intended for internal use only. The information contained in this document is not to be released either in written form or orally to any party, other than the employees of Southeastern Data, without the prior permission of the management of SEDC (Southeastern Data Cooperative, Inc.). Non-conformance to the above will be considered a violation of Section H.1 (Employee Conduct and Work Rules) as contained in the SEDC Employee Handbook and appropriate action may be taken. 2

3 Table of Contents TABLE OF CONTENTS 3 V36 IMAGING RELEASE OVERVIEW 7 PARAMETERS 8 SINGLE DIGIT PARAMETER SINGLE DIGIT PARAMETER 56 8 SINGLE DIGIT PARAMETER SINGLE DIGIT PARAMETER SINGLE DIGIT PARAMETER SINGLE DIGIT PARAMETER SINGLE DIGIT PARAMETER SINGLE DIGIT PARAMETER CONSUMER ACCOUNTING (CA) FEATURES & ENHANCEMENTS 9 CA BATCH PROGRAMS 9 REFUND CHECKS RCHB 9 REFUND CHECKS BUDGET ACCOUNTS - BCHB 10 ADJUSTMENT LETTERS - AJLB 10 CUTOFF NOTICES DISTRICT - CNDB 11 CUTOFF NOTICES - CONB 12 VIEWING CONSUMER CORRESPONDENCE 13 SO FORMS BATH PROGRAM PRINT BARCODE SOFB/SLFB 14 CA INTERACTIVE PROGRAMS 15 SERVICE ORDERS INTO IMAGING 15 VIEWING/OPENING SERVICE ORDERS 16 ENHANCED PRINT SERVICE ORDERS 17 SERVICE ORDER MOBILE SO AND AUTO SO 17 SERVICE ORDER PRINTING 17 LASER PRINTING SERVICES CONTROL FILE 17 SAVING PROGRAMS AND REPORTS 18 3

4 VIEWING PROGRAM AND REPORTS 19 GA BATCH PROGRAM PAYROLL TAX 19 USER MAINTENANCE 21 Imaging Tab 21 Managing Roles 22 RETRIEVER WINDOW 23 Creating a Document 24 Appending or Deleting a Document 24 Opening Document in Adobe 25 Documents from Retriever 25 Imaging Annotation Tools 26 Documents Printing Based on Page Selection 26 New Drop-down in Retriever Dialog Box 27 VIEW DOCUMENTS OUTSIDE OF UPN THOUGH BACK OFFICE APP 28 GETTING UPN DATA 29 SAVING PDF BILLS AND DELINQUENT NOTICES TO IMAGING SYSTEM 29 ACCOUNT HISTORY 29 SAVE CUSTOM FORMS TO IMAGING SYSTEM 30 UTILITY CONSUMER CORRESPONDENCE 31 UTILITY APPLICATIONS CATALOG ADDED 31 SAVING CHECKS IN CASH REGISTER SYSTEM 32 CASH REGISTER VIEW CHECKS 32 CA REMITTANCE CHECKS IMPORT 33 VIEW LOCATION SCREEN DOCUMENTS 34 GENERAL ACCOUNTING (GA) FEATURES & ENHANCEMENTS 35 GA BATCH PROGRAMS 35 AP CHECKS AND AP ACH APPA 35 VIEWING AP CHECKS FROM UPN 36 ACCOUNTS PAYABLE JOURNAL ENTRIES - APJA 36 ACCOUNTS PAYABLE CHECK PRINTING 36 PAYROLL CHECK PRINTING - PPCA 37 GA INTERACTIVE PROGRAMS 37 4

5 WORK ORDERS JOB 37 WORK MANAGEMENT 38 SAVE AND VIEW WORK REQUEST 39 SENDING DATA ANALYSIS TO IMAGING 40 VIEWING GA DATA ANALYSIS DOCUMENTS 41 VIEWING EMPLOYEE RECORDS AND EVENTS 42 REQUEST AND REQUISITION 43 APPROVAL SYSTEM 45 SAVING PURCHASE ORDER DOCUMENTS FROM IMAGING SYSTEM 46 SENDING INVOICE DOCUMENTS TO IMAGING 47 VIEWING PURCHASE ORDERS FROM IMAGING SYSTEM 48 SAVING AND VIEWING PO RECEIVING DOCUMENTS 49 IMPORTED INVOICE & INVOICE ENTRY SCREENS 51 SCANNING & VIEWING INVOICES FROM INVOICE ENTRY/IMPORTED INVOICES SCREEN 51 SCANNING FUNCTIONALITY 52 DUPLEX SCANNING FUNCTIONALITY 52 PAYROLL CHECKS VIEW 53 SEND POST CHECKS TO IMAGING 54 INVOICE PACKAGING 54 VOID CHECKS AND VOID INVOICE 55 VOID WATER MARK 56 LINK DOCUMENTS IN RETRIEVER SCREEN 57 PRINT BARCODE FOR ALL DOCUMENTS 58 SAVE MATERIAL TICKET TO IMAGING 58 SAVE AND VIEW VEHICLE DOCUMENTS 59 SAVE AND VIEW OTHER AR INVOICE 60 SENDING AP CREDIT CARDS AND WIRE TRANSFERS TO IMAGING 61 BANK DEPOSITS 61 AUDIT REPORT IMAGING 62 SYSTEM FEATURES & ENHANCEMENTS 63 IMAGING LP FILES IN NIGHTLY BATCH 63 POP UP ALERTS FROM UPN 63 LOG REPORT AND RETRY MECHANISM 64 RETRIEVER IMPORT MANAGEMENT 64 5

6 IMAGING AUDIT SCREEN 66 DOCUMENT ID ON AUDIT SCREEN 67 DOCUMENT MIGRATION 68 DOCUMENT MIGRATION ACCESS 69 NEW TABLES REORG 69 INITIALIZATION SCRIPT 69 RETRIEVER LINK CONFIGURATION DIALOG BOX 70 UTILITY DEFINED DOCUMENT TYPE SCREEN 71 REPLACING DOCUMENT 72 SYSTEM HEALTH REPORT TO UTILITY 73 SAVE DATA NOTIFYING FUNCTIONALITY TO RETRIEVER DIALOG 73 CREATE NEW DOCUMENT TYPE 74 DELETING DOCUMENTS PERMANENTLY FROM IMAGING SYSTEM 75 RECYCLE BIN FUNCTIONALITY 76 DISPLAY INSUFFICIENT PRIVILEGES EDIT 77 SAVE USER SCANNER SETTINGS 77 SUPPORT MULTIPLE DATABASE 78 CA BATCH PROGRAMS CHANGES FOR MULTIPLE DB SUPPORT - AJLB, CNDB, CONB, BCHB, RCHB 78 GA BATCH PROGRAMS IMPORT PROCESS APPA, PPCA, APJA 78 SENDING MS WORD AND MS EXCEL DOCUMENTS TO IMAGING 79 CREATE ANNOTATION PRIVILEGES IN MANAGE ROLE 80 SENDING MULTIPLE DOCUMENTS TO IMAGING THROUGH BACK OFFICE SCANNING 81 6

7 V36 Imaging Release Overview Welcome to the Imaging section of the UPN V36 Release Notes! The New Imaging System project is an integrated part of UPN that allows all UPN documents to be directly sent to the Imaging System. Also the documents can be scanned and uploaded from the Retriever Interface. All the documents saved from various functional interfaces can be retrieved or viewed from the UPN screens using the Retriever icon ( ). For detailed functionality and instructions navigation application, please refer to V36 Imaging System User Guide, which will be available for the general release. The v36 Imaging System section is comprised of the following: Parameters Consumer Accounting (CA) Features & Enhancements General Accounting (GA) Features & Enhancements System Features & Enhancements 7

8 Parameters The following parameters are required for the Imaging System to be accessed from UPN. Single Digit Parameter 605 Single digit, CA parameter 605 provides the functionality to save and display all the documents that are related to Consumer Accounting in the Imaging System. Single Digit Parameter 56 Single digit, CC parameter 56 provides the functionality to save and display all the documents that are related to Capital Credits in the Imaging System. Single Digit Parameter 231 Single digit, GA parameter 231 provides the functionality to save and display all the documents that are related to General Accounting in the Imaging System. Single Digit Parameter 250 Single digit, CA parameter 250 provides new print barcode functionality within the Imaging System. Single Digit Parameter 251 Single digit, GA parameter 251 provides users with the prompt option to scan or upload a document or to always scan and upload a document without prompting. Single Digit Parameter 350 Single digit parameter 350 provides mobile service interface functionality between UPN and Itron s Service-Link product. Single Digit Parameter 604 Single digit parameter 604 indicates whether or not the Automation of Service Orders process is enabled. If enabled, this process will automate the cancelling and processing of certain service orders based on the business rules defined. Single Digit Parameter 631 Single digit, CA parameter 631 provides the Document Migration functionality upon logging into Imaging System. 8

9 Consumer Accounting (CA) Features & Enhancements These are the following Imaging System features and enhancements integrated into the Consumer Accounting (CA) system of UPN: CA Batch Programs CA Interactive Programs CA Batch Programs Refund checks RCHB A new prompt, DO YOU WANT TO SEND CHECKS TO IMAGING?, was added to the program through existing, single digit parameters 77 and 379, whereby if user selects Y, program will create files by check number/mbrsep and files will be Ftp d to imaging server. If the program is creating laser files, then files will be sent to the Imaging system through the bulk import process from the Laser tab when the user selects the Print to as option Imaging and clicks on Print button. (Reference WO85809) 9

10 Refund Checks Budget Accounts - BCHB A new prompt, DO YOU WANT TO SEND CHECKS TO IMAGING?, was added to the Imaging System. If the user selects Y, then the program will create files by check number/mbrsep and files will be Ftp d to the Imaging server. And if the program creates laser xml file, then the file can be sent to Imaging from Laser tab of Program and Reports dialog box. (Reference WO86277) Adjustment Letters - AJLB A new prompt, DO YOU WANT TO SEND LETTERS TO IMAGING? Y/N was added to the Imaging program. If user answers Y, the program will create files by mbrsep and saves it in the Imaging System. 10

11 (Reference WO85924) Cutoff Notices District - CNDB When single digit parameter 605 is set and when the user enters a Y to DO YOU WANT TO SEND NOTICES TO IMAGING? Y/N, notices will be saved in the Imaging system. (Reference WO86279) 11

12 Cutoff Notices - CONB When single digit parameter 605 is set and when the user enters a Y to DO YOU WANT TO SEND NOTICES TO IMAGING? Y/N, notices will be saved in the Imaging system. (Reference WO86280) 12

13 Viewing Consumer Correspondence This feature allows users the ability to view the Consumer Correspondence documents that are sent to Imaging from UPN. The documents that are to be considered in the Consumer Correspondence include Adjustment Letters, Cutoff Notices and Refund Checks and can be found by clicking on the Consumer Correspondence link. (Reference WO86400) 13

14 SO Forms Bath Program Print Barcode SOFB/SLFB This feature allows the ability to print a barcode on all the service order forms generated from the batch programs Service Order Forms and Outdoor Light - Service Order Print. (Reference WO88913) 14

15 CA Interactive Programs Service Orders into Imaging All service orders can be saved to the Imaging System when they are processed successfully. (Reference WO85385) 15

16 Viewing/Opening Service Orders This feature allows users to open and view service order images from the Member Inquiry, Account History and Location Inquiry screens by clicking on the Retriever icon. (Reference WO85386) 16

17 Enhanced Print Service Orders Printed service order transactions will now generate the Service Order XML output while the SO is processed. Release date and job number tags have been added to printed service order transactions. (Reference WO86125) Service Order Mobile SO and Auto SO This feature provides the functionality for Service Orders to be sent to the Imaging System through mobile services if they are processed in UPN along with the mobile system. Additionally, when the service orders are processed through auto SO process, webify services will be used to send processed SO to the Imaging System. (Reference WO86129) Service Order Printing This feature allows the barcode to be printed on all the service orders when they are created, updated or processed. This barcode can later be used to scan and save the documents in bulk. (Reference WO87426) Laser Printing Services Control File Changes have been made to Laser printing services where users can configure values in the ATP, Imaging, and Webify tabs of the Laser Printing Services to send processed service orders from mobile services, webify services (Auto SO) and UPN. (Reference WO86739) 17

18 Saving Programs and Reports This feature allows the Imaging System to save all the batch program reports, including CA, CC, and GA reports generated from Programs and Reports. These batch outputs, or reports, can later be retrieved based on the program, hpuserid, spool id, report description, and date run. (Reference WO85388) 18

19 Viewing Program and Reports Users can view the reports from the Imaging System. The reports sent from the Reports tab to the Imaging System can be viewed using given criteria. In the Programs tab, the user can view whether any of the reports are imaged or not, by looking at the View column. If there is a Retriever dog icon in the View column, there is an imaged report to view. In the Imaging tab, users can search and view the documents that have been sent to Imaging by clicking the Retriever icon. (Reference WO85389) GA Batch Program Payroll Tax Users can retrieve either individual or all reports that were generated by the GA batch programs Payroll Tax Report and Delinquent Notices from the Imaging System with the new dropdown options on the P&R Imaging tab. It also allows users to search Retriever with batch program s four letter mnemonic to obtain all types of reports for that batch program. 19

20 PTRA Reports Example DNTB Reports Example (Reference WO91600) 20

21 User Maintenance This feature provides users who have security admin privileges the functionality to create users and assign roles and privileges in the Imaging System from UPN. It also allows users to create, update, manage roles and assign respective privileges to these roles. Imaging Tab Through the Imaging tab, users can add or remove roles for a UPN user by clicking the Assign button. Clicking on the Remove button will remove that role. A user can also be deleted from Imaging System by selecting the check box Delete user from Imaging and clicking the Change button. Then the roles will not exist for the UPN user. 21

22 Managing Roles Through the Manage Role dialog below, Roles can be assigned with respective privileges from the Add Role section, by clicking the Add button to create the role. The added roles will be added to the Role list in the below section. The selected role can be deleted using the Delete button on the bottom. Users can assign privileges to the role. Select a catalog from User Maintenance tree and all the document types along with assigned privileges are shown on the checkbox grid on the right (View, Add, Edit, Delete). The user can select or deselect the check boxes to manage the privileges for the role and for the particular document type. Once a user clicks the Update button, the privileges for the roles are saved. (Reference WO85804) 22

23 Retriever Window The Imaging System has been given a new user interface from which users can perform all of the functions, included but not limited to viewing, creating, updating and deleting documents along with metadata sent to the Imaging System. This feature includes the interface sections Document Key Details, Thumbnails, and Document List. 23

24 Creating a Document Users can create a document into the Imaging System through the Create Document dialog box. This will include the scanning/uploading the document, entering the metadata and saving it to Imaging. Appending or Deleting a Document Users can append or delete document pages sent to the Imaging System through the Append/Delete button. The pages can be appended to the existing documents or deleted from the document loaded on the Retriever main screen. 24

25 Append Document dialog box displaying a document being appended. (Reference WO85806) Opening Document in Adobe When you select a link or PDF button from the Retriever dialog box, the program will open the selected document in a new Adobe Acrobat window. (Reference WO91182) Documents from Retriever Users can documents from Retriever by clicking the button in the toolbar. By clicking the button, the program converts selected document into a PDF/JPG, then attaches it to an . (Reference WO91183) 25

26 Imaging Annotation Tools Users can annotate creating notes on an image, highlight image areas, create freehand lines, create a rectangle shape, save/hide annotations drawn in a document. (Reference WO92324) Documents Printing Based on Page Selection Users can choose the Print Range when printing a document as All for all pages, Pages from to, to specify which pages, and Selection to specify printing a selected portion of the document. (Reference WO91599) 26

27 New Drop-down in Retriever Dialog Box A new drop-down allows users the following options for viewing documents in retriever screen: 5 Documents per page, 25 Documents per page, 50 Documents per page, 75 Documents per page and 100 Documents per page. (Reference WO91854) 27

28 View Documents Outside of UPN though Back Office App Users can search/view documents from Imaging System outside UPN through a back office app. There is no need to login to UPN to view documents from the Imaging System. While Retriever functionality for viewing, has been implemented the Back Office, it does not provide Add, Edit and Delete functions in the Back Office Retriever. The viewing capability allows only the users who have the View privileges assigned to them. A new option, Retriever, was added to the Options dialog. It displays after successful Login to Back Office application. Through this feature user could not update or delete the documents, he could only search and view the documents. (Reference WO91601) 28

29 Getting UPN Data The Create Document screen is enabled for the document types Service Orders, Employee Documents, Job Documents, Purchase Order, PO Receiving Ticket and Invoice. Users can enter the metadata and click Save or click the Get Data button. All the data for that document type will be retrieved from UPN and displayed in metadata columns. All fields must conform to the following for all of these Document Types: must be filled out; the SO Number field can only contain digits and cannot be greater than 8 digits. (Reference WO87121) Saving PDF Bills and Delinquent Notices to Imaging System This feature allows users to save and view the PDF Bills and Delinquent Notices in the Imaging System. (Reference WO85810) Account History This feature allows you to view the PDF Bills and Delinquent notices in the Account History screen and OSCP from the Imaging System. (Reference WO86233) 29

30 Save Custom Forms to Imaging System This feature allows for users to save Custom Forms to the Imaging System. Users can send the Custom forms to the Imaging System and retrieve the applications through the Applications Retriever link on the Inquiry screen. Custom Forms are launched from the UPN Main screen, Service Order screen, OL Service Order screen, and Create Arrangement screen. (Reference WO85923) 30

31 Utility Consumer Correspondence A new utility defined Consumer Correspondence catalog has been added to give the ability to add documents under this catalog. Along with the Consumer Correspondence Catalog, the document under this new catalog will be displayed when Consumer Correspondence is clicked on the Customer tab of the CA Inquiry screen. (Reference WO88321) Utility Applications Catalog Added A new utility defined Applications Catalog has been added to give the ability to add documents under this catalog. Along with CA Applications catalog, the documents under this new catalog should be displayed when the Applications is clicked on the Customer tab of CA Inquiry screen. (Reference WO88322) 31

32 Saving Checks in Cash Register System Users now have the ability to save checks to the Imaging System from the Cash Register System. Existing single digit parameter 605 indicates that the Imaging System is being used and single digit parameter 474 details ACH Processing and Check Image Archival. (Reference WO88345) Cash Register View Checks Through proprietary, single digit parameter 556 and 605, this feature provides the ability to view the checks from the Imaging System in the Cash Register and Payments dialog boxes within UPN as well as convert the Web dialog to.net dialog. Cash Register Dialog Box Example 32

33 Payments Dialog Box (Reference WO88346) CA Remittance Checks Import This enhancement creates the ability to import the images of CA Payment Checks to the Imaging System. Documents will be imported to the Imaging System and a log file will be written on the server in the Remittance folder, which is accessible from the Remittance Upload interface. (Reference WO88351) 33

34 View Location Screen Documents This feature gives the ability to view Location related documents, such as Service Orders and Job Documents of a specific location, from the Location screen by clicking the Retriever icon. (Reference WO89019) 34

35 General Accounting (GA) Features & Enhancements These are the following Imaging System features and enhancements integrated into the General Accounting (GA) system of UPN: GA Batch Programs GA Interactive Programs GA Batch Programs AP Checks and AP ACH APPA This feature allows for individual files of checks to be created based on Check Number/Employee Number and also on a metadata file. From the Laser tab, checks can be split into individual files and sent to the Imaging System by The user can select the laser files, then choose Imaging from the Print To: drop-down field and click the Print button. The Accounts Payable Check Printing (APPA) program is run to generate the laser files for check printing. (Reference WO86541) 35

36 Viewing AP Checks from UPN This feature allows users to view the AP checks and payroll checks sent to the Imaging System from UPN s GA screens. Below is a graphic showing an AP check. (Reference WO86743) Accounts Payable Journal Entries - APJA This feature creates a metadata file for the Accounts Payable ACH Payment Notification and AP Other Payments Notification and initiates the process to send the files to the Imaging System. The documents are placed in the Imports folder when the laser files are sent to Imaging from the Laser tab of the Programs and Reports dialog box. The metadata created in this program will initiate the Imaging process of all the files from the Imports folder. (Reference WO85807) Accounts Payable Check Printing A new tag, BANKACCT, has been added to the laser XML outputs of the batch program APPRTCKS. This Bank Account will be sent as metadata along with other columns when the AP Checks/AP ACH and Drafts are sent to Imaging from the Laser tab. (Reference WO86234) 36

37 Payroll Check Printing - PPCA This feature allows for individual files of checks to be created based on Check Number/Employee Number and also on a metadata file. From the Laser tab, checks can be split into individual files and sent to the Imaging System by selecting the laser files and clicking the Print button. (Reference WO86542) GA Interactive Programs Work Orders Job This feature allows for any job related documents to be saved to and retrieved from the Imaging System s Document tab of the Job Inquiry screen. The Documents tab will be available on Job Inquiry screen always when the Imaging parameter is set. Imaged documents can be viewed directly from Documents tab by selecting the Retriever icon. If a user has privileges to add/update/append/delete the job documents, these functions can be performed through the Retriever dialog box. (Reference WO85487) 37

38 Work Management This feature allows any job related documents to be updated to and retrieved from the Documents tab of the Job Inquiry dialog box from Work Management screen. These documents can be stored in the Imaging System directly from the Documents tab by scanning or uploading them through the Retriever dialog box, and can later be retrieved by clicking the Retriever icon. For instance, staking sheets will automatically appear here from Futura if it is in use. If user has privileges to add, update, append, and delete the job documents, they can do so through the Retriever dialog box. (Reference WO85436) 38

39 Save and View Work Request This feature provides the ability to save the Work Request documents to the Imaging System and view those documents from the Documents tab in Work Request dialog box. (Reference WO89018) 39

40 Sending Data Analysis to Imaging This feature allows for the Data Analysis reports to be sent to Imaging based on the Document Types. GA Data Analysis reports are generated based on different options and date ranges. When the documents are sent to Imaging using the Print option, the Data Analysis reports are sent to the Imaging system. When the option Printer Type is selected as Imaging and the Print button is clicked, the document will be sent to the Imaging system. The graphic below depicts a Data Analysis document being sent to Imaging. (Reference WO86399) 40

41 Viewing GA Data Analysis Documents This feature allows users to view the Data Analysis documents that are imaged from various screens. The following Analysis Documents can be saved and retrieved from the Imaging System - IAAA - Account Analysis; IACA - AP Checks; IAIA - AP Invoice Item Analysis; IBSA - Budget Summary Variance; IF7A - From 7 Analysis; IGLA - General Ledger; IGTA - GL Transaction Inquiry; ILAA - Loan Activity Inquiry; ITBA - Trail Balance; ITVA - Trail Balance Variance; IIDA - Item ID Analysis; IPNA - Project No Pay; IPRA Project; IPOA - PO Item Analysis; IVOA - Voucher Analysis; IJAA - Job Analysis; IJNA - Job No Pay; and IJEA - Job Employee No Pay. Below is an example of documents in the Budget Item ID screen. (Reference WO86670) 41

42 Viewing Employee Records and Events Users can save, view, and update employee documents through the Employee tab of the Employee Records and Event List dialog boxes by scanning or uploading documents through the Imaging System. While employee records are password protected, Employee/Event records are still viewable by HR from the Retriever dialog box once they are in the Imaging System. (Reference WO86727) 42

43 Request and Requisition Single Digit Parameter 224 allows the GA Request Documents and the GA Requisition Documents to be saved to the Imaging System in the Request Detail screen and Requisition Detail screen. A Retriever icon will be displayed beside the command buttons at the bottom of the Detail screen of the Request and Validate Request menus. A Retriever icon will also be added below the list grid in the Inquiry screens of the GA Request, GA Validate GA Requisition and GA Validate Requisition screens. If a document exists, when the Retriever icon is clicked, the document will appear in the Retriever interface. Below is an example of the Request Detail screen displaying the Retriever icon. 43

44 The following is an example of the Requisition Detail screen displaying the Retriever icon. (Reference WO88221) 44

45 Approval System The Retriever icon will display an Option drop-down field of the Approval Requests screen when selecting the following options: AP Invoice, All Requisitions, Specific Requisition, General Requisition, Material Requisition, Vehicle Parts Requisition, and Purchase Order. When the Retriever icon is clicked, the respective document(s) will be displayed in the Retriever interface. (Reference WO88232) 45

46 Saving Purchase Order Documents from Imaging System Users can save or send purchase orders documents from the Imaging System s PO Inquiry screen and the Purchase Order Detail dialog by using the following paths: PO Inquiry screen: GA Main Menu > Purchase Orders > PO Inquiry > enter required information and click Search > inquired PO information will display in tabs; OR Purchase Order Detail dialog box: GA Main Menu > Purchase Orders > Purchase Order. Ensure Specific PO Number is selected from the Options: drop-down field and enter a purchase order number > click Add; Below is an example of a Purchase Order document being sent to Imaging through the Purchase Order Detail dialog box. (Reference WO86883) 46

47 Sending Invoice Documents to Imaging This feature allows users to send and view Invoice Documents to the Imaging System from the Invoice Entry dialog box. Invoice Documents can also be viewed from the Invoice Posting screen, Invoice Packaging, Imported Invoices screen, and AP Inquiry screen. (Reference WO87424) 47

48 Viewing Purchase Orders from Imaging System This feature allows the users the ability to view purchase orders from the Imaging System s PO Inquiry dialog box and AP Inquiry dialog box. Below is an example of a PO through PO Inquiry screen by clicking the Add to Imaging button. (Reference WO86884) 48

49 Saving and Viewing PO Receiving Documents This feature allows users to send PO Receiving Documents to the Imaging System from PO Receiving dialog box using the Add to Imaging button. Example of saving PO Receiving Documents Further, this feature allows users to view PO Receiving Documents from the Imaging System from the Ticket Search dialog box using the Retriever icon. 49

50 Example of viewing PO Receiving Documents Example of PO Receiving Document (Reference WO86885) 50

51 Imported Invoice & Invoice Entry Screens Invoice documents can be sent to Imaging from Imported Invoice and Invoice Entry screens. (Reference WO88372) Scanning & Viewing Invoices from Invoice Entry/Imported Invoices Screen This feature gives users the ability to scan and view invoices from the Invoice Entry or Imported Invoices dialog boxes. The following graphic is an example of imported invoices. (Reference WO87425) 51

52 Scanning Functionality Scanning functionality using barcodes has been enhanced for the Service Orders, Employee Documents, Job Documents, Purchase Orders, PO Receiving Tickets and AP Invoice Documents. When the Scan button is clicked, all documents will be saved to the Imaging System. When barcode is not used, the document is scanned, the metadata is entered manually and the document is saved. (Reference WO88272) Duplex Scanning Functionality This feature provides duplex scanning functionality in the Imaging System to scan both sides of a document. The Duplex field will default to No. Users will have to change the Duplex field to Yes to scan a document on both sides and then label the images as 1 and 2 to differentiate between sides. (Reference WO91190) 52

53 Payroll Checks View This feature allows you to view the imaged documents of payroll checks from various places in UPN, such as the Pay Stub dialog box and Employee Self Service dialog box. The following is an example of the Pay Stub dialog box. (Reference WO88371) 53

54 Send Post Checks to Imaging This feature allows you to send the AP Checks and other payment notifications generated from Post Checks to the Imaging System. These documents are saved under the AP Checks document type. (Reference WO89020) Invoice Packaging This feature allows for packaging to be done for all documents related to Request, Requisition, Purchase Order, PO Receiving Ticket, AP Invoice and AP checks whenever the documents are created from UPN. The documents can be linked to each other while the documents are created, through the Key fields. The documents linked can be viewed from the respective screens from where the documents can be viewed. For example, when an AP check is viewed, the documents related to the AP CHECK such as AP Invoice, PO, PO receiving ticket, Requisition and Request can be viewed in the Retriever Interface. Note: The Invoice Packaging feature does not require the Approvals system to be in place. (Reference WO88273) 54

55 Void Checks and Void Invoice This feature allows for the Invoices and Checks documents to be voided in the Imaging System as they ve been voided in UPN. To void the invoices and checks, the metadata of the existing document will be updated through the Update button. (Reference WO89339) 55

56 Void Water Mark Through this feature, a Void water mark has been added for voided invoices and voided checks documents in the Imaging System when the checks/invoices are voided from UPN. (Reference WO90210) 56

57 Link Documents in Retriever Screen This enhancement provides the document linking feature via the Link button in the Document Key Details section of Retriever. This is available for documents that already have the linking feature in UPN for the following document types: Request, Requisition, Purchase Order, PO Receiving Ticket, AP Invoice, and AP Payment. The following two graphics depict linking a document and a notification that the document has been linked successfully. (Reference WO88696) 57

58 Print Barcode for All Documents The Print Barcode feature in the Imaging System allows users to print barcodes for Purchase Orders (PO), PO Receiving Tickets, Employee Records, Job and Vendor Invoice Documents, which can be used in the scanning process. The following example displays an example of the Purchase Order screen with the Print Bar Code button. Save Material Ticket to Imaging This feature allows Material Tickets of the Jobs to be sent to Imaging from the Print Material Ticket screen. (Reference WO88914) 58

59 Save and View Vehicle Documents This feature provides the ability of saving the Vehicle documents to the Imaging System from the Fleet Management Repair Orders dialog box. In the Vehicle Inquiry dialog box, the Documents tab displays all the imaged documents in a grid and users can save the documents to the Imaging System using the Retriever interface. (Reference WO89016) 59

60 Save and View Other AR Invoice This feature provides the ability to save and view the Other Accounts Receivable Invoice documents in the Imaging System. The documents can be sent to Imaging from the AR Entry screen and AR Invoice / CM Print in the Other Accounts Receivable screen. The document can be viewed from the Other AR Inquiry screen. AR Entry Dialog Box Example (Reference WO89017) 60

61 Sending AP Credit Cards and Wire Transfers to Imaging This feature offers the ability to send Accounts Payable credit cards and wire transfers to the Imaging System. (Reference WO88204) Bank Deposits This feature allows users to save bank deposit documents to the Imaging System and view those documents related to bank deposits from the Bank Reconciliation s Bank Deposit tab. (Reference WO90503) 61

62 Audit Report Imaging This feature allows users to save the Audit Report documents to the Imaging System and view those documents related to Audit Report from the Bank Reconciliation s Bank Reconciliation tab. (Reference WO90660) 62

63 System Features & Enhancements These are the following Imaging System features and enhancements integrated into the UPN System. Imaging LP Files in Nightly Batch This feature allows for the outputs from the batch programs run in the nightly batch jobs to be sent to the Imaging System and Ftp d to the Imaging Server. The Imaging helper service will pick up the files and send these documents to the Imaging System. Report files that are generated as part of nightly job process should be Ftp d onto D:\Imports\PreProcessor\NightlyJobs Folder. (Reference WO89015) Pop Up Alerts from UPN This feature allows pop up alerts to display based on the timestamp and HP User ID for all of the success and failure messages. (Reference WO89263) 63

64 Log Report and Retry Mechanism A new Report screen has been created to report the Imaging log information and for the Retry Mechanism of the failure documents. A search section is found at the top and a grid with search details is at the bottom. Based on time duration and various inputs given in the screen, all the log records are displayed in the Grid below. For the failures, a Retry icon has been placed in the grid for the retry mechanism. When the Retry icon is clicked, the document will be sent to Imaging with the Catalog, Document Type and Metadata available in the Log Table, if Retry is available. (Reference WO89264) Retriever Import Management The Retriever Import Management interface is launched and visible only to users with Administrator rights, where they can view import history in the Imaging System. 64

65 When the user clicks OK, The Retriever Import Management screen appears. The Search option is provided based on Import Name and From Date and Thru Date. Based on the search performed, the import details are displayed in the Imports List grid. The Imports List will have the details of Catalog, Import Date, and Processing time, Import ID, Import Name and Failures. The Errors List is displayed in the grid below the Imports List. The records in the Imports List can be deleted when the Purge icon is clicked. The user can view failures, if any, in the Imports List. When the Import log is deleted, the corresponding Error List also will be deleted, if records exist. (Reference WO89340) 65

66 Imaging Audit Screen A new screen, Retriever Auditing, has been created to view all the details of required audits based on the User, Audit, Audit Types, and the dates entered. The Audit List is displayed with all the audit details, such as Audit type, Catalog Name, Message, User name and Audit date Time in this section based on the search criteria selected above. (Reference WO89341) 66

67 Document ID on Audit Screen A Document ID column was created to the Auditing screen to identify the document type and document details. The Document ID column displays the ID as a link, making it easier to click and open. (Reference WO90182) 67

68 Document Migration Through this feature, the user with administrator s rights can move documents and their metadata from one document type to another. This is a bulk operation to be managed from a separate back office application. The Document Migration feature is a back office application that allows users to move documents from Source catalog or document to Destination catalog or document. Users can search for the documents to be migrated based on catalog, document type, metadata and also using date ranges. The documents can be viewed from the Document List grid. The documents should be moved from any Catalog or Document type to any Catalog or Document type. (Reference WO90093 and WO91195) 68

69 Document Migration Access A new, proprietary single digit parameter 631 was assigned for Document Migration Access. Users cannot change or update the Control File. If they do, a similar message will appear. (Reference WO91186) New Tables Reorg A new table structure has been created to store configured Retriever link data in Websdb Schema. Records will be inserted or updated in the new tables based on the performed activity on the Retriever Link configuration dialog box. (Reference WO90555) Initialization Script Through this feature, scripts were created to insert records into RETRIEVERLINKMSTR and LINKCONFIG tables to store configured Retriever link data. (Reference WO90556) 69

70 Retriever Link Configuration Dialog box A new Retriever Link Configuration dialog box was created for someone with Administrator s access only, to configure the existing Imaging document type to the predefined Retriever Link. (Reference WO90565) 70

71 Utility Defined Document Type Screen Through this feature and single digit parameters 605, 231, and 56, multiple changes were made to the Document Key Fields of the Imaging System. Move Up and Move Down buttons were added to the Associated Fields section for the user to arrange fields and a text box was created to implement searching ability. (Reference WO90566) 71

72 Replacing Document This feature allows the user to configure the Imaging system to automatically replace older documents with newer versions in the case where all the metadata matches exactly. (Reference WO91184) 72

73 System Health Report to Utility This feature allows the Imaging System to generate a timely health report, including overall system diagnostics and report current state of the system. This report will be ed to the specified address(es) set by the system administrator. The interval that the report is created and sent are also set by the system administrator, as well as having the capability to generate a health report on demand. (Reference WO 91185) Save Data Notifying Functionality to Retriever Dialog A new display message box opens when a user tries to close the Retriever window, asking Do you want to save document key fields changes? This message box will appear if any changes are made to the image's metadata before the close window button, X is clicked. If user clicks the Save button, then make no more changes before clicking the close window, the message box will not appear. (Reference WO 91191) 73

74 Create New Document Type A new document type, Member Documents and catalog CC Member Documents has been added to the Capital Credits (CC) system and implemented Retriever functionality along with the Retriever link functionality. The Retriever Icon has been added to the Inquiry screen in the CC system. The user should save all CC Member documents into document type Member Documents in the Imaging system and can then view them from the CC Inquiry dialog box. (Reference WO and WO91584) 74

75 Deleting Documents Permanently from Imaging System This feature deletes a document permanently from the Imaging system when it is deleted from the Retriever screen. (Reference WO91288) 75

76 Recycle Bin Functionality This feature provides the functionality to delete a document permanently or temporarily from the Imaging System and two new columns, Restore and Delete were created in the Document List. (Reference WO92166) 76

77 Display Insufficient Privileges Edit A message box has been created stating Insufficient Privileges to view the document Please contact system administrator when the user does not have privileges for the document type. These privileges edit message boxes will display when the user tries to view, create, edit, or update the document in the Imaging system. (Reference WO91290, WO91291) Save User Scanner settings This feature provides the functionality to save specific scanner settings in the common database and display same settings from any machine and in any session for that user. (Reference WO 91596) 77

78 Support Multiple Database To support the multiple CA, GA, and CC databases, this feature added a new drop-down field, Schema Name, above the Catalog drop-down in the Document Key Details section. Additionally, the field Instance Name was added in Create Document dialog box for all documents types. See both new fields in the Create Document dialog box example below. (Reference WO91597) CA Batch Programs Changes for Multiple DB Support - AJLB, CNDB, CONB, BCHB, RCHB This feature allows the Imaging System to support multiple schemas for all document types for CA batch programs Adjustment Letters (AJLB), Cutoff Notices District (CNDB), Cutoff Notices (CONB), Refund Checks Budget Acct (BCHB), and Refund Checks (RCHB). (Reference WO92458) GA Batch Programs Import Process APPA, PPCA, APJA This feature allows the Imaging System to support multiple schemas for all document types for GA batch programs Account Payable Check Printing (APPA), Payroll Print Checks (PPCA), and Account Payable Journal Entries (APJA)

79 Sending MS Word and MS Excel Documents to Imaging This feature provides the functionality to send MS Word documents (.doc,.docx) and MS Excel spreadsheets (.xls,.xlsx) to Imaging and also to retrieve these formats from the Imaging System. (Reference WO 91598) 79

80 Create Annotation Privileges in Manage Role This feature gives create and update annotation privileges in the Manage Role dialog box to assign document type wise annotations privileges to the Role. (Reference WO92790) 80

81 Sending Multiple Documents to Imaging through Back Office Scanning This feature allows users to send selected pages to a selected Document Type from the back office scanning. (Reference WO92397) 81