User Manual Compello Invoice Approval Silverlight modules Version 10

Transcription

1 User Manual Compello Invoice Approval Silverlight modules Version 10

2 Document information 2018 Compello AS. All Rights Reserved. Microsoft, MS-DOS and Windows are registered trademarks of the Microsoft Corporation. Microsoft SQL Server is a registered trademark of the Microsoft Corporation. Microsoft Silverlight is a registered trademark of the Microsoft Corporation. Compello AS accepts no liability for errors in this manual. The information contained herein is subject to change without notice and is not binding for Compello AS. It is illegal to copy this manual in whole or in part, or to convert the contents of this manual to other media, without prior written consent from Compello AS. Version 3 Modified Compello AS IT Fornebu Terminal building Martin Linges vei 25 NO-1367 Snarøya, Norway Postal address: P.O. Box 1 NO-1330 Fornebu, Norway Tel Fax: Support Page 2 of 78

3 Contents Contents... 3 Information... 7 About this manual... 7 Version... 7 Information about Compello Invoice Approval... 9 What you can do with Compello Invoice Approval... 9 Setup... 9 Browser... 9 Browser or desktop icon?... 9 What is the difference? Installing OOBStarter Log in Modules Overview Screen area Buttons and icons General information about Worklists Setting up worklists Modify worklist Change field in header line Changing the setup in posting lines Changing fields in Standard authorisation Transaction image display, save and print History (Extended licence) General information about workflow General information about status Document import Scanning and importing documents Preparations scanning documents Manually transferring files How to import from a scanner folder Working with image files in Document import Enter the scanner series and document type Important information about scanner series Splitting a file into individual pages Splitting a file manually More actions for scanned files Page 3 of 78

4 Creating files as transactions in Compello Invoice Approval Connecting pages to a document Authorising transactions in Document import Changing the client for a transaction Distribution and Bookkeeping About Distribution and Bookkeeping Differences between Distribution and Bookkeeping Worklists and default filter lists View all rows in a transaction How to send transactions to an authoriser How to send a transaction row to an authoriser Distributing the entire transaction simultaneously Distributing several transactions for approval simultaneously Automatic distribution Bookkeeper authorises future rows automatically Icon for distribution status More about Distribution status and authorisation status (GK status) Changing posting status Who can change posting status? When do you change posting status? How to change a posting status More about Posting status Change scanned status or interpretation status how and why Posting data in Distribution, Bookkeeping and Authorisation Posting in header line Date field Text field Table field Creating new rows Deleting one or more rows Posting data on rows Debit and credit fields Ways of working with transactions Workflow Workflow Workflow Cost distribution Distributing costs over multiple departments with a VAT code Accruals with VAT code Accrual using Direct VAT and Net accounting Editing several invoices simultaneously (Multi Edit) Page 4 of 78

5 Selecting transactions to work with simultaneously Setting values Changing posting status Changing Multi Edit selections Adding multiple pages to an invoice (Extended licence) Automatic authorisation of posts Requisitions and PO matching Introduction Required changes in Setup Creating requisitions Matching orders and invoices Authorisation About Authorisation Authorisation from list view Authorisation Reject Forward Distribution Entering data in Authorisation from list view Standard authorisation Viewing data at row level Authorising transactions Rejecting a transaction Forwarding a transaction Adding an authoriser in addition to yourself Entering data in Standard authorisation Mandatory fields Activating Advanced authorisation Adding new rows Archive About archive and extended search Performing a search Must match ALL criteria / Can match ANY criteria Multiple search criteria Combined search Opening search results in Excel (Extended licence) Saving a search in Excel from browser Opening a search in Excel from the desktop/oob version Standard Reports Customised reports Page 5 of 78

6 Editing standard reports Creating a new report More options and functions Rules for posting, control and distribution VAT Calculation Required changes in Setup User options Substitute Changing a password Integration Transferring reference lists to Compello Functions available with an extended licence Compello Analysis Compello Advanced Index Page 6 of 78

7 Information About this manual This document describes how to use Compello Invoice Approval, Silverlight modules. Version Compello Invoice Approval Version 10 Compello Invoice Approval Page 7 of 78

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9 Information about Compello Invoice Approval What you can do with Compello Invoice Approval You can: Import and handle invoices as scanned TIFF and PDF files Receive EHF invoices Enter data in invoices and other transactions Send transactions for approval. Authorise, forward or reject transactions. View and print the transaction image. Match transactions to orders Post transactions for transfer to your financial system. Retrieve transactions from the archive. If you have purchased an extended licence, or if you use Invoice Approval via Software as a Service (in the Cloud) you can also: View a workflow and detailed history for transactions. Export search results in the archives to Excel. Add additional pages to a document when it is in the workflow. Split up a transaction into multiple rows based on periods or other criteria. Prepare posting templates that automatically add lines, post data and distribute based on values that you have entered. Setup Admin. Here you can create and maintain multiple clients and users, configure the screen and reference lists, and view a list of rules. Browser Compello Invoice Approval supports Internet Explorer. Browser or desktop icon? There are two ways to open Compello Invoice Approval: in Internet Explorer, or from a desktop icon OOB ( Out Of Browser ). OOB is a parameter-controlled shortcut to Compello. InvoiceApproval.OOBStarter.exe. Page 9 of 78

10 What is the difference? The two ways of logging on to Invoice Approval are very similar, but the following functions are standard only with Compello.InvoiceApproval.OOBStarter.exe, i.e. OOBStarter, or the desktop icon, and not via the browser. Import scanned files from a defined scanner folder. Open results of archive searches in Excel (with extended licence). Access to the Integration screen for users with an integration that can be run from there. In addition, keyboard shortcuts are slightly simpler with OOBStarter.exe for example, you can use Ctrl+N to create a new row, instead of Alt+Ctrl+N to do the same in a browser. However, the browser version of Invoice Approval can be configured so that these functions are still available. For more information about this, contact Compello Customer Service and Support ( Installing OOBStarter Download/copy in Compello.InvoiceApproval.OOBStarter.exe. Your IT department can find this file for you in the Setup folder on the server (InvoiceApproval\OOB), or you can contact Compello Customer Service and Support ( Copy the file to a separate folder on your PC. 1. Create a shortcut on your desktop by right-clicking the file and selecting Create shortcut. 2. Right-click the shortcut and select Properties. 3. Some information must be added to the Target field. Firstly, the path to the actual exe file that you have copied to your PC. In this example, it is located in C:\Compello. Page 10 of 78

11 4. After this path, you must enter the URL for Compello Invoice Approval so that it appears in a browser. So, if the URL is, for example, that is what you enter in the Target field. The first part, in blue, is the path to the actual exe file, while the URL in black is the web address for Compello Invoice Approval: C:\Compello\Compello.InvoiceApproval.OOBStarter.exe 5. Double-click the shortcut to start Compello Invoice Approval. Log in You can log in to Invoice Approval by any of the following routes: Entering the correct address in a browser, as here Clicking the link in a mail notification from Compello (authoriser) Clicking the shortcut to OOBStarter.exe. The Login screen will appear. Page 11 of 78

12 The first time you log in, click the down arrow to show all fields in the Login screen. 1. Enter the correct username and password. 2. Fill in the Client ID field. Below we provide some basic information about this field. SaaS customers (Cloud) should enter the company name in this field. Check with Compello Support that you have the correct format. Customers with their own installation (on premise): In most cases you can leave the suggested customer/cci unchanged in the ClientID field, or enter dbinf.cci. In some cases this file will have a different name, which you will need to get from your IT Manager or from Compello Support. The file you need has the extension.cci, and is located in the Compello\InvoiceApproval folder on the server. The field will be automatically filled in after the first login. Page 12 of 78

13 3. Select the desired language and click Log in. Modules After you have logged in to Compello Invoice Approval, icons for the modules that you have access to will appear. If you have access to Approval (and possibly Archive) you will see:... while a user with access to everything will see: Page 13 of 78

14 Overview Screen area 1 The module you are currently using 2 Other available modules 3 The list of transactions and numbers 4 Filter by client 5 Filter by other values in the list 6 Worklist 7 The header row for the selected invoice 8 Posts for the selected invoice 9 Tab for selecting history 10 The transaction image Buttons and icons Open/close screen Shortcuts and help Open/close the screen in a separate window (useful if you have two screens) Extended search (Archive) Refresh worklist Approval module HTML5 Log out (not in desktop version) Service Centre. Messages, contact Compello Helpdesk. User options Page 14 of 78

15 General information about Worklists The worklists display one row for each transaction that you have access to in that particular module. This row displays general information about the transaction (e.g. supplier, total amount), but you can open it to view the posted rows that contain more data (e.g. general ledger account, row amount, project). The worklist you see first in Distribution (For distribution) displays only transactions that have not yet been sent to an authoriser: However, you can select the Include distributed transactions list to view all transactions that have not been exported. You can view transactions for an individual client by entering the client ID in the Clients filter field. You can further limit the worklist by using the filter field on the right. Enter an archive number to only display one transaction, or one supplier name, etc. You can view a worklist in Authorisation if you have selected Grid-based Approval in User Options. For more information see Authorisation from list view on page 57. Page 15 of 78

16 Setting up worklists Two things affect the appearance of the worklists in Invoice Approval. Admin \Client Setup\Transaction Setup, where you can configure a default setup for the header lines for each module. You can also create a setup for the appearance of the posts. Column Selector at header and row level in Invoice Approval. A transaction setup is used for all users in a particular module. You can choose whether fields are visible, editable, read only or mandatory. Users can customise, but not overwrite, these settings in the Column Selector in Invoice Approval. You cannot, for example, make a mandatory field invisible or optional in Column Selector. Modify worklist For information about Transaction Setup, see the document on Admin. For user-based changes in the worklists, see the following sections. Change field in header line In Distribution, Bookkeeping, or grid-based Approval, open the column selector for the worklist by clicking the icon to the far left. The icon will appear more clearly when you move the cursor over it. 1. The Column Selector will open on the right and display the fields that are available. Fields that are ticked are already visible. Fields that are not ticked can be made visible. 2. Add or remove ticks in fields to make them visible or invisible. 3. Click Save to save your selections, or For this session to make a temporary change. 4. To change the sequence of fields, close the Column Selector and click the field you want to move. 5. Hold the mouse button down and drag the column to where you want it to go. Release the mouse button. 6. Open Column Selector and click Save to save the changes. Page 16 of 78

17 Changing the setup in posting lines 1. You can make similar changes at posting line level. 2. Open the rows in an invoice by clicking on the far left of the header line. 3. Click the icon for Column Selector to the far left where you can see column headers for posts. A new Column Selector will now appear showing the options available for the rows. 4. Add or remove a tick for fields that you do or do not want to see. 5. Click Save to save your changes. Changing fields in Standard authorisation If you want to change which fields are visible in Standard Approval you must first change to Grid-based Approval (see User options), make your changes, as shown above, and then change back to standard Approval. Transaction image display, save and print You can view the transaction image in all modules that have a worklist, either as part of the screen that you are working in or in a separate window, which is useful if you have two screens. Page 17 of 78

18 To view other pages of an invoice, click the thumbnails that are displayed at the bottom of the page. The image you click will be shown full-size. When you hover the cursor over the settings in the top right, the options available to you will appear. Make the image larger or smaller by moving the slider up or down. Restore the original size by clicking Reset. Rotate the image using the two arrows. Click to create a PDF from the document. You can decide which pages you want to include. If you hover the cursor directly over the PDF icon at the top, two other options will appear. o Click All pages to print the entire document. o Click First page to only print page 1. If Adobe Reader is activated in your browser, the PDF file will open there. 4. Use the buttons that are displayed in the top left of the image to either save or print. Page 18 of 78

19 History (Extended licence) Here you can see who has done what with a transaction. You can view the transaction history row by row. You can select whether you see all changes, only the workflow or only data changes, and select what you want to view as a default. General information about workflow If you have the correct access you can always find out where a transaction is in the workflow in Compello Invoice Approval. The invoices are accessible in Distribution and Bookkeeping: After they have been scanned and saved in Compello Windows. After you have marked them in Document import and clicked Create Transaction in Invoice Approval. After they have been automatically imported (XML or PDF, via Compello Services). Until they have been exported to your financial system. Unless they have a status that means that they are not included in the workflow for example, Archive only or Non-transaction. All transactions are always available in Archive using Extended search, assuming you have sufficient access. General information about status The status of a transaction determines where you can find the transaction in Compello Invoice Approval. When a transaction is first imported, it normally has the bookkeeping status Shared List and distribution status Not distributed. Page 19 of 78

20 Invoices can be sent to the financial system with the status Partly posted (if you have this type of integration). The status Partly posted is also used in some integrations for transactions that have been rejected by the financial system. The invoices are ready for export from Compello when they have the status of both Fully posted and Authorised. Transactions that are sent for approval are available for the authoriser in the sequence they are distributed (normally) but are also available in Distribution (with Include distributed transactions) and in Bookkeeping. Invoices with the scanned status Back to import are available in Document import. Page 20 of 78

21 Document import Scanning and importing documents Below we take a look at two methods of transferring transactions to Invoice Approval: Manually drag and drop PDF/TIFF files from any folder Import PDF/TIFF files from a defined folder (Import from Scanner folder) In addition, TIFF files can be imported via Compello Windows. TIFF, PDF and XML files can be imported automatically via these services: Compello Services and InvoiceApprovalXMLImport; however, we do not describe these methods here. Preparations scanning documents The files that you transfer to Document import must be in PDF or TIFF format. These should be black and white with a resolution of 300 dpi. The size of a page should be between 50 KB and 150 KB. You should try to match these settings if you are doing the scanning yourself. Files that arrive in attachments can naturally vary. While the system will be able to handle most of these, this cannot be guaranteed. Manually transferring files Criteria You need at least one correct number series for your transactions in Admin\Client Setup\Reference lists\ 1. Log in and open Document import. 2. In Windows Explorer, navigate to the folder that contains your scanned files. Arrange the screen so that you can see both the folder with the files and Document import. Page 21 of 78

22 3. Click once on the files you want to import, hold the left mouse button down and drag into the open area in Document import. 4. Release the mouse button and minimise Windows Explorer. Unless you have access to only one client, a dialog box will open. 5. In the Client field, enter a space to view all clients. Click on the one you want to use. 6. In the Scanner series field, follow the instructions above or enter the first characters of the series you want to select this will filter out all other options. 7. Filling in the field Document type works in the same way. 8. Click OK. A message will appear saying that the files have been imported. It can take some time to import files with many pages. 9. When the import has been completed, the files you have imported will appear on the left. An overview of all the pages will appear at the bottom, but the page you are focusing on will be displayed on the right. Page 22 of 78

23 How to import from a scanner folder There are two types of scanner folder: Network scanner folder Local scanner folder A network scanner folder is available for all users. This will normally be the location where the network scanner saves your scanned documents, and where PDF Collector, if you use it, saves attachments from your mailbox. This folder is defined in Admin\Client Setup, as shown here. For more information about Admin, see the document Compello Invoice Approval_Setup.pdf. Each user also has a local scanner folder. You can define its location in User options by logging in via Out- Of-Browser. Page 23 of 78

24 Make sure that you have scanned/copied/moved the files to your scanner folder. They can either be TIFF or PDF files. 1. Open Invoice Approval from the desktop icon (Out-of-Browser). 2. Click the correct scanner folder icon (the one that reads C:\ is local). Your files will be imported. 3. Select the correct client, scanner series and document type if these are not automatically displayed, and click OK. The files are displayed in the list on the left. Working with image files in Document import You must handle files that have arrived in Document import correctly before they are further processed in the system. Files that consist of multiple invoices must be split. If you have scanned a multi-page transaction and have one TIFF file per page, these must be connected. Sometimes you need to change the order of the pages or rotate them. The files must then be sent for further processing in the system. Enter the scanner series and document type Once the files have been imported, text will appear in the Client ID field. Make sure that the scanner series and document type are also entered. If there is more than one scanner series or document type for the client, you must select which one you want to use. Page 24 of 78

25 1. Enter the first letter of the document type or scanner series you want to use, or enter a space to view all your options. 2. Click the one you want to use. The fields for document type and scanner series function in the same way. Important information about scanner series. You create the scanner series in Admin in Client Setup\Scanner series. You can also use the setup in Compello Windows. (Settings\client\Reference lists\scanner series). If the client you are using has been created in Admin, you do not need to adjust the follow-on page series, as this is done automatically. If the client has been created from an older version of Compello.exe, or already exists, you must create/connect the scanner series with the sub page series in Compello.exe if you do not already have what you need. It is important that the series you create for document import: Is NOT a bar code series. Is connected to a series of follow-on pages that has not been used before in Compello Windows Has not already been used in Compello Windows. Splitting a file into individual pages If the file you have imported only consists of single-page invoices, you can easily split these. 1. To ensure that the files are automatically forwarded when they have been split, tick Create transaction automatically on split. 2. Click Split. The file is split into individual pages, which then disappear from Document import. You will now be able to find the pages, with their archive number, in other modules in Invoice Approval. Splitting a file manually If the scanned file consists of invoices with multiple pages, you must review all the pages and split them in the right place. A preview appears at the bottom of the screen, while the page you are focusing on is displayed in full size on the right. Page 25 of 78

26 1. Hold down the Shift or Ctrl key and click all pages that belong to a transaction, as shown here. 2. Click Create new file from selected pages. These pages will be merged to create a document with the selected pages. 3. You can also decide what will be the first page of a transaction. The screen below shows a transaction with six pages. The focus is on page 4, so this will be page 1 of a new transaction. 4. Click to show that this page is page 1 of the next transaction. 5. The previous four pages are now created as a transaction. 6. Split the other pages of the file you have imported. More actions for scanned files Use or to remove a page or a scanned file from Document import. Use to move a selected page if you want to change the order of the pages from the order in which they were scanned. Creating files as transactions in Compello Invoice Approval You must now create these documents in the workflow to be able to access and work with them in Invoice Approval. Until this is done, the transactions are only available in Document import. The transactions are also not sent to Invoice Reader until this point. All the files must have a scanner series and a client before they can be created. Once you have split all the files you need to, and you are sure that they all have a scanner series and the correct client, select all the rows in the list. Page 26 of 78

27 7. Click. The transactions will disappear from the list and will now appear in Distribution and Bookkeeping and be searchable in Archive. The transaction is simultaneously read in Invoice Reader. Connecting pages to a document If your scanner creates one page per TIFF file, you can connect these in Document import if your invoice consists of several pages. This involves slightly more work than splitting a TIFF file that consists of multiple invoices, so we recommend that you create multi-page files if you have the option. 1. Hold down the Shift or Ctrl key and click on all the pages that belong to an invoice. 2. Make sure that page 1 is the one shown in the Connect to field. 3. Click Connect. 4. The list in Document import changes to show that you have now merged multiple pages. You can now forward and create a transaction from these pages. Page 27 of 78

28 Authorising transactions in Document import If you do not need to send the transaction for authorisation, and you have the appropriate rights, you can 1 tick the option No further authorisation. Changing the client for a transaction If you have scanned a transaction to the wrong client, you can send the transaction back to Document import from other modules, for example Distribution or Bookkeeping, by changing the field Sc. status to Back to import. The transaction will now appear in Document import again. 1. Open Document import. The transactions appear in the list on the left with the status Rescan. 2. If there is more than one transaction, select the transactions you want to move to another client. 3. If you have only marked one transaction, change the client ID in the list and then enter the scanner series and document type again (you must do this even if they are the same for the new client). 1 You must have access to Scanning, Distribution and Approval and have the access right Automatic approval in Doc. import. Page 28 of 78

29 4. Forward these in the workflow, where they will now appear with the correct client. The transaction will have a new archive number, and text in the comments field will indicate that the transaction has been recreated. 5. The first version of the transaction that was in the wrong client does not disappear, but appears in Archive with comments explaining what has happened. Page 29 of 78

30 Distribution and Bookkeeping About Distribution and Bookkeeping NB: Here we describe the Bookkeeping module in Compello Web Silverlight, which should not be confused with the new module Bookkeeping. Bookkeeping is activated using the same icon once your setup is correct (see separate documents about the new Bookkeeping module). Distribution and Bookkeeping in Compello Web Silverlight have many functions in common, depending on your level of access. You can check your access rights in Admin\Client Setup\Users You have access to Distribution per client, making it easier to control what appears there. In Bookkeeping, you can view transactions for all clients, unless this has been restricted. If you have access to Bookkeeping, you can change the posting status both in Bookkeeping and in other modules. If you have access to Distribution but not to Bookkeeping, you can view, but not change, the posting status. You can enter data in the same way in both modules, but the setup of the fields may differ. You can distribute, print or view transaction images in the same way in both modules Differences between Distribution and Bookkeeping Worklists and default filter lists Bookkeeping and Distribution have different default filter lists. In Distribution the lists are based on distribution status, and in Bookkeeping on posting status. The default list in Distribution is For distribution i.e. transactions that have not yet been sent to an authoriser. To view other transactions here, select the list Include distributed transactions, or Wrongly distributed/return. In Bookkeeping the filter lists are based on posting status. Page 30 of 78

31 The first worklist that appears in Bookkeeping is called Bookkeeping. Here you can view all transactions, regardless of status, that have not been exported or that have been excluded from the workflow in another way. Other worklists based on the status in Bookkeeping are also available, so you can easily view all transactions with the status Partly posted or Fully posted. You can perform further filtering by additionally selecting distribution/approval status in order to view, for example, all transactions with the status Partly posted and Authorised. View all rows in a transaction Click on the far left of the header row to view all rows in a transaction, or press Alt+Ctrl+T (Ctrl+T in the desktop version). All rows and entered data will then appear. Page 31 of 78

32 How to send transactions to an authoriser In Compello Invoice Approval you can distribute each row of a transaction individually, or you can distribute the entire transaction, including all rows, to your selected authoriser. Please note that all rows must be authorised by all authorisers entered in the rows before the transaction can be transferred to the financial system. If you choose to distribute the entire transaction from the header row, you do not have as many options as when you distribute the transaction row by row. How to send a transaction row to an authoriser 1. Open the rows for the transaction by clicking or pressing Alt+Ctrl+T. 2. Click. A dialog box will appear where you can distribute the row. If you enter a space in the field at the top, a list of available authorisers will appear. To find a particular authoriser, you can filter the list by entering one or more characters from either the first name, surname or user ID of the person you are searching for. 3. Click the name of the person you want to distribute to so that it appears in the box below. You can enter several authorisers, but each one of them must then authorise the row. You can change the order of users by marking a name and using the up/down arrows. The default setting is for rows and transactions to be distributed to authorisers in order. The authoriser at the top of the list must authorise a transaction before it becomes visible to the person below. Untick In order if you want everyone in the row to receive the transaction simultaneously. Page 32 of 78

33 Distributing the entire transaction simultaneously It can be a good idea to distribute a transaction from the header row so that all posts are distributed simultaneously. This is particularly useful if your transaction has many rows that all need to be distributed to the same person. 1. Click the same icon as before, but this time in the header row. The dialog box Distribution will appear. 2. Select authorisers in the same way as described above. All the rows, apart from the first row if this only contains credit posts for suppliers will be distributed to the person you select. The row-level distribution will display authorisers for each row. The transaction-level distribution will display the combined distribution for all rows, including the System -authorised row You cannot change the order of the users when theyr are entered in the header row. Transactions that are distributed to several authorisers in this way are sent in order by default. Distributing several transactions for approval simultaneously If you use this function, all the rows in the selected transactions are simultaneously distributed to your selected authoriser(s), apart from any credit rows automatically authorised by System. If authorisers are already set up for a transaction, the new authorisers will be added. 1. Select the transactions you want to distribute and click the Distribution tab in the Multi Edit box. 2. Select the user you want to distribute to in the normal manner, i.e. by entering some characters from the name or ID, or by entering a space to view several users. 3. When you have selected all your authorisers, click Distribute. All the selected transactions will then be distributed. 2 Row 1 is automatically authorised by System if the row has a supplier but no account, and if the transaction also contains multiple rows. Page 33 of 78

34 Automatic distribution If you define rules for automatic distribution, you do not need to select authorisers for your transactions manually. You can, for example, create rules that distribute transactions to a person by entering a certain project and/or account. You can read more about these rules in Rules for posting, control and distribution. Bookkeeper authorises future rows automatically The transaction shown above only has one row and this has been authorised. If you want to create more rows for the transaction without having to send the new rows for authorisation, do the following: 1. Hover the cursor over the icon for posting status to open the menu. 2. Click Authorise automatically. 3. New rows that you create will now be authorised automatically. 4. When you have finished your data entry, change the posting status to Fully posted. 5. The transaction is now ready for transfer. NB: When you have selected Authorise automatically for a transaction, you cannot change the status for this transaction, but you can distribute the authorised rows to an authoriser if you change your mind. Page 34 of 78

35 Icon for distribution status The distribution icon changes to display the status of the transaction or row, but will also always have the same practical function: i.e. it will open the Distribution box to allow you to: View who has authorised, and who still needs to authorise, the transaction. Distribute transactions or rows to other authorisers. Remove authorisers (in Distribution and Bookkeeping). More about Distribution status and authorisation status (GK status) Status Row level Transaction level Distributed Authorised Authorised in document import Not distributed/for distribution Wrongly distrib/return The row has been distributed to one or more authorisers. The transaction may have been authorised by some, but not all, authorisers. All users in this row have authorised the transaction. The row displays the icon Authorised in Scanning. The row has not been distributed to any users. One or more authorisers have rejected the transaction. See comment. You must remove or replace the user for the transaction before transfer. All rows have been distributed. Some rows may have been authorised, but not all. All users in all rows have authorised the transaction. The transaction is ready for transfer when it also has the status Fully posted. The transaction has been authorised and is ready for transfer when it also has the status Fully posted. The transaction has one or more undistributed rows. The transaction contains a row that has been rejected by a user. You must remove or replace the user for the transaction before transfer. Page 35 of 78

36 Automatically authorised New rows are automatically authorised in advance by a bookkeeper. Changing posting status Posting status is one of the most important statuses in Compello Invoice Approval and determines whether the transaction is ready for transfer to the financial system. Who can change posting status? You must have access to Bookkeeping to be able to change a posting status. When you have access, you can also change the status from Distribution or grid-based Authorisation. When do you change posting status? You change posting status when a transaction is ready for transfer to a financial system, either when it is to be posted (status Fully posted) or pre-registered (Partly posted). You can change a transaction to Fully posted before it has been authorised, as long as it balances. If you do this, the transaction is transferred as soon as it has been authorised by the final authoriser, after which it will not be available for a final check. Many users want to check transactions before transfer and therefore wait to change the status to Fully posted until the transaction has been authorised. The transaction must balance before it can be changed to Fully posted. This means that debit and credit totals must be the same, so that the Diff field displays New option in Compello 10 you can choose whether the transaction requires more than one authoriser to change the posting status to Fully posted. A check is carried out for each line This is performed in Admin Web\Client Setup\Info You can assign a transaction the status Partly posted at any time. If the integration supports this, data is made available for your financial system (pre-registration). Normally, as a minimum requirement, supplier, invoice number and amount details must be entered. To completely remove a transaction from a workflow, select the status Archive only. How to change a posting status 1. Position the cursor over the icon for posting status to open the menu. Page 36 of 78

37 2. Select the preferred status. You can also use the keyboard shortcuts F9, Shift+F9, F8 and Shift+F8. The icon for the transaction will be changed to show the status you have selected. 3. Transactions with the status Fully posted and Authorised will disappear from the worklists when they have been transferred to your financial system, and will now only be available in Archive. 4. If a transaction has the status Archive only it will disappear from the workflow when you run the next update. After this they will be available in Archive. More about Posting status Status Who can see it? Where is the transaction? More Shared list Automatically authorised To payroll system Confirm interpreted data Exported to payroll system Users in Distribution and Bookkeeping. Archive, Distribution, Bookkeeping and in Approval if it has been distributed. Most transactions have this status on import to the system. View details here View details here View details here Status used by Compello Travel Expenses Status used by Compello Invoice Reader Status used by Compello Travel Expenses Status set to validate interpreted data Change scanned status or interpretation status how and why The default scanned status for a transaction is Imported. The transaction must have this status to be included in the workflow. Page 37 of 78

38 However, you may need to change this status if: You have imported a transaction to the wrong client. The transaction scan was not performed correctly and the image is not visible. You want to add or remove multiple pages. You want to resend a transaction to the reader. The menu for Scanning status (Sc. status) looks like this. The default scanned status is Imported. To move a transaction to another client, or to add or remove pages, select the status Back to import. Retrieve the transaction in Document import and view Changing the client for a transaction. Transactions with the status Back to import will only be available in Document import and in Archive. If the image is poor and you need to scan and import it again, select the status Rejected. The transaction is excluded from the workflow and is only available in Archive. You can send a transaction to Invoice Reader again by selecting Send to Invoice Reader. The transaction will remain in the worklists, but the data may change on updating if the transaction has been interpreted. Page 38 of 78

39 Posting data in Distribution, Bookkeeping and Authorisation This section describes all functions used to register data for a transaction. These functions are available in Distribution, Bookkeeping, and list-based Authorisation. Posting in header line Here you can change the fields Doc. type, Due date, Transaction date, Order no. and CID in the header row without opening the posts. The supplier and amount are visible in the header row, but can only be changed or added in the post. The following fields cannot be changed: Archive number, Client ID, Diff. You can navigate between the fields using TAB or ENTER. Date field 1. Click the Due date or Transaction date field. 2. Enter the day and month using any separator, for example or 01,07 or The format will change to the format that has been defined on the PC and the current year is added, for example If you want to use a year other than the current year, enter the entire date, with separators. 4. You can also click the calendar and select the correct date. Text field You can enter either figures or letters in text fields such as Order no., Invoice number and CID. The CID field automatically checks certain formats, and if the data entered fails the checks a warning message appears, but you can still enter data. Page 39 of 78

40 Table field In a table field you can only enter values that exist in the relevant table. The header row only contains the table field Doc. type. You fill in a table field as follows: 1. Click in the Doc. type field. 2. Enter a space to view all available document types, or enter the first few characters of the name. 3. Press ENTER for the one you want to use. Creating new rows In Distribution, Bookkeeping and grid-based Authorisation, you can create a new row by clicking in the header row. You can also use the keyboard shortcuts Ctrl+Alt+N in a browser or Alt+N in the desktop version. Deleting one or more rows To delete a row in a transaction, click the delete icon on the far left of the row. If you want to delete multiple rows simultaneously, select the rows by clicking them while holding down the CTRL or SHIFT key. Then use the delete icon next to Functions. Posting data on rows Enter data in rows in the same way as in the header row. SeePosting in. Page 40 of 78

41 If you are in the final field of one of the rows and press TAB or ENTER, you will go to the first editable field in the next row, or if you are in the last row, to the first editable field in the header line of the next transaction. Debit and credit fields These two fields are table fields, where you can select values from a list, as described in Table field. What makes these two fields slightly different is that you can select from values in three different tables: Chart of Accounts (H), Supplier (S) and Customer (C). If you want to post data to an incoming invoice, enter the supplier in the field Credit, and the account in Debit. You do the opposite for a credit note. This means the amount is always positive. In the example below we assume that Invoice Reader has not entered the supplier for you. 1. Click the Credit field. 2. A field will appear displaying S for Supplier, which means that Invoice Approval is searching directly in your supplier list to find the value you will use. However, if you need values from the other two tables, you must first select the correct debit/credit type (H for general ledger account, or C for Customer). 3. Select the table and value you want as described in Table field. Compello Invoice Approval always suggests S (Supplier) in the field Credit and A (Account) in Debit. If you post a credit note, you must select S for Debit and then H will automatically appear in Credit. An incoming invoice that has been posted in a row looks like this: Page 41 of 78

42 While a credit note looks like this, with the supplier in the Debit field and the account in the Credit field. You can also post this type of transaction over two rows: one for credit and one for debit. Or you can split the amount over multiple rows if required. Page 42 of 78

43 Ways of working with transactions Together, the distribution status and posting status determine how the system processes transactions until they can be transferred to the financial system for payment. Below are some ways of doing this. Workflow 1 1. Scan/Import the transaction. 2. Check data from Invoice Reader and enter other values. 3. Distribute the transactions to one or more authorisers. Here you also change the status to Partly posted if the transactions have been sent to the financial system (provided that your integration supports this). 4. The transactions are authorised by users who enter data, create new rows, etc. Finally, when everyone has authorised the transaction, the status changes to Authorised. 5. A bookkeeper changes the status to Fully posted. The transaction is now both fully posted and authorised and can be transferred to the financial system. Workflow 2 1. Scan/Import the transaction. 2. Check data from Invoice Reader and enter other values. 3. Distribute the transactions to one or more authorisers, and tick simultaneous. 4. Change status to Fully posted. 5. The transactions are authorised by users who enter data, create new rows, etc. Finally, when everyone has authorised the transaction, the status changes to Authorised. 6. Once the final authoriser has authorised the transaction, the transaction is transferred to the financial system. Workflow 3 The transactions are deemed to be already authorised when they are imported to Compello. 1. Scan/Import the transaction. 2. Use the function Further authorisation not required in Document import. 3. Check data from Invoice Reader and enter other values. 4. Change status to Fully posted. When the transactions are both authorised and fully posted, they can be transferred to the financial system. Page 43 of 78

44 Cost distribution If you have purchased an extended licence for Advanced functions for Compello Invoice Approval, you can easily split the total of an invoice over multiple cost centres, projects, and/or over a period. You can do this if you only enter a gross amount and tax code, or a net amount and no code, but the methods are different. Distributing costs over multiple departments with a VAT code In this example the invoice amount is distributed over multiple departments. You can also distribute the total over multiple projects or any other dimension. Open the post for the invoice you want to split. Check that you have entered the gross amount. 1. Click on the left of the post. Do not tick Direct VAT and Net Accounting. You must enter the gross amount in the Amount field. 2. Change Split transaction based on from Month to None. 3. Select the dimension you want to use (for example Department) in field 2. In the screen above Department is selected, and you can view all available options. 4. Select whether you want to distribute the costs as a percentage (%), as specific amounts or in equal amounts. 5. Click Select next to the department you want to include so that these appear next to the table. 6. For each department, enter the percentage of the total that you want to distribute. The difference is displayed in red while you are entering data to make sure that you get the correct result. 7. When you have split the total, enter the Expense account. Page 44 of 78

45 8. Enter the Tax code if you need to. 9. Click Execute. After a few seconds the rows will be created and contain the correct departments, accounts and VAT code. The rows are distributed in the normal way. Page 45 of 78

46 Accruals with VAT code If you want to distribute the costs over a period of time (accrual), you can do this either individually or combined by splitting the total over multiple departments/projects. The procedure is the same in each case. 1. Make sure that the supplier is registered, and has the correct amount. 2. Click to open Cost distribution. 3. Enter the correct percentage for VAT (in Norway 25%), as shown below. The amounts will change from gross amounts to net amounts. 4. Select how you want to split the invoice, either by Period or by Month. If you select Month you must select the start date. 5. Select the number of months you want to split the total over. 6. Select Expense account and Periodisation account. 7. Enter the VAT code if you need to. You will see the following: 8. Click Execute. The invoice will be distributed to rows with the cost and period for each month. Page 46 of 78

47 Accrual using Direct VAT and Net accounting If you do not use VAT codes to calculate VAT, but want to enter VAT amounts directly and not have net amounts in the supplier line, the procedure is slightly different. 1. Enter the gross amount and VAT amount in the first line. 2. Click Cost distribution. 3. Tick Direct VAT and Net Accounting. The Amount will then automatically be changed to a net amount. 4. As above, select how you want to split the costs, for example by Month, and starting with the Transaction date on the invoice. 5. Enter values in the fields Expense account and Periodisation account. 6. Click Execute. The lines will be created. Page 47 of 78

48 Remember that you can also combine Cost distribution with dimensions to distribute costs over a period. Page 48 of 78

49 Editing several invoices simultaneously (Multi Edit) You can change the status of, or enter data in, several invoices simultaneously. You can change status such as posting status, transaction status and scanner status. This means that you can change many transactions simultaneously to Fully posted and thus prepare them for export. You can also send several transactions back to Document import if you need to change the client, and if required set many transactions at once as Archive only. You can distribute more than one transaction simultaneously to the same user(s). You can authorise several transactions simultaneously from grid-based Authorisation. You can change certain values in the header row for many transactions simultaneously, for example document type or comments. Selecting transactions to work with simultaneously To select multiple transactions, click a row. Hold down either SHIFT or CTRL while selecting more transactions. 1. Click a transaction. 2. Hold down SHIFT and use the mouse or arrow keys to mark rows on the invoice. 3. Use CTRL instead of SHIFT to select invoices that are not next to each other in the list. 4. The menu for Mult iedit will open on the right. Page 49 of 78

50 Setting values Enter data, for example a new document type, and click Save. The value will be displayed for all the transactions you selected. Changing posting status 1. If you want to change the posting status of multiple invoices simultaneously, open Bookkeeping from the Multiedit menu. 2. Select the status you want to enter, for example Partly posted. 3. The invoices will be updated with the new posting status. Changing Multi Edit selections You can change the scanner status for multiple transactions and send them to Invoice Reader or back to Document import. If you are working in grid-based Authorisation you can select and authorise multiple transactions simultaneously. By selecting Match order to invoice and Match, you can import order lines to multiple transactions. Adding multiple pages to an invoice (Extended licence) You can add new pages to an invoice while they are still in Distribution, Bookkeeping or grid-based Authorisation. This function requires an extended licence. 1. Open an invoice image. 2. Open the folder that contains the TIFF or PDF file(s) you want to add. 3. Click the file you want to add and drag and drop it over the existing image. 4. The new pages will be added as extra pages when you drop the file over the image. Page 50 of 78

51 Automatic authorisation of posts This function allows you to create new rows in an authorised invoice, without needing to resend them for authorisation. For more information, see Bookkeeper authorises future rows automatically on page 34. Page 51 of 78

52 Requisitions and PO matching Introduction You can import rows from an order or requisition to the correct invoice in Invoice Approval. The invoice may have come from another system via XML import, or you can create your own in the Requisitions module. You must have a licence for orders, the correct setup and the same order number on requisitions as on the invoice. Commented [AG1]: Fore bestilling in Norwegian presumably should be for bestilling? Required changes in Setup 1. Your document type must be defined in the document group Requisition/Order. You can do this in Admin\Client Setup\Doc.type, as shown here. 2. You must create a separate scanner series for requisitions. The number will be used (often) both as an archive number, as usual, and also as an order number. Page 52 of 78

53 3. Finally, you must select Match invoice to requisition/order. 4. Once you have done this, you can import existing order lines to the invoice. 5. If you want to create requisitions in Compello instead of importing them, you must have access to the Requisition module for the client you want to work with. 6. When you log out and in again, these two icons will appear: list of existing requisitions create a requisition Creating requisitions 1. Click the icon to create a requisition. Page 53 of 78

54 2. Once the screen has opened, select client, scanner series, transaction type (document type) and supplier from the fields at the top. 3. Next fill out the fields for Description, Unit price and Volume. 4. Enter a comment if you wish. 5. Click Send. A requisition is created, with a separate image. Page 54 of 78

55 6. Requisitions can be posted, distributed and authorised in exactly the same way as other transactions. The more of the workflow that is performed for requisitions, the less there is to do after the rows have been imported to the invoice. Matching orders and invoices 1. Select the correct invoice and check that the order number is correct. 2. Click Functions and select Match order to invoice. The screen for matching orders will open. 3. Click Find to find orders that match. All open orders (i.e. orders that have not been used for other invoices) are shown in the list. NB: You can view all the open orders from this supplier by ticking Exclude Order no. from search criteria. You can also include transactions that have already been matched to an invoice by ticking the box Include previously matched. 4. Tick the box Selected for the rows you want to import. 5. Tick the box Automatically authorised if the row does not require any further approval (if it has already been authorised as an order). 6. Click Match. 7. The order rows will be imported into the invoice. Page 55 of 78

56 Authorisation About Authorisation Authorisation is the module used by most users in Compello Invoice Approval. Here you can select between two display options: Standard authorisation There is no worklist, so browse the invoice images using a mouse or with the arrow keys. To create lines, view posts that have not yet been sent to you, and add a new authoriser, select Advanced Authorisation in User options You can view but not change header information for the transaction. Authorisation from list view A worklist appears containing transactions that need to be authorised by the user, as in Distribution or Bookkeeping You can always view all rows and always create new rows. You can change header information in the transaction as long as Transaction setup permits this. Page 56 of 78

57 Authorisation from list view If you select authorisation from list view, a screen will appear similar to the one in Distribution and Bookkeeping. A column with an icon for authorisation will also appear. Authorisation You can authorise in two ways: 1. Click, in the header row. All lines in the transaction that have been distributed to you will then be authorised. You can also use this method if you do not have to enter data in the posts. 2. Open the row, enter or check data and click the authorisation icon. 3. You can use the keyboard shortcut Alt+Ctrl+G or (in the OOB/desktop version) Ctrl+G, both in the header row and for each post. 4. When you have authorised the transaction/row the authorisation icon will change to a green tick: Reject If you cannot authorise the transaction yourself, or the transaction cannot be authorised, you must reject it. 1. Click the authorisation icon, and select Return/Wrongly sent in the menu. Page 57 of 78

58 2. In the Add comment field, explain why you are rejecting the transaction. The icon will change to show that the transaction has been rejected. The distributor/bookkeeper must now manually process the transaction before it can be forwarded in the workflow. Forward You can use the Forward function when you want someone else to authorise a transaction. To do this, enter the name of the authoriser who will authorise instead of you. The difference between reject and forward is that the person you forward to will authorise the transaction, and the distributor/bookkeeper does not need to manually adjust the transaction. 1. Click the authorisation icon, and select Forward from the menu. 2. Enter a space to view a list of authorisers, or enter the first letters of the name to filter the list. 3. Click the name of the person you want to forward the transaction to. The icon for forwarded will appear. Page 58 of 78

59 Distribution To send a post to someone other than yourself, follow the instructions in How to send a transaction row to an authoriser but remember that the icon you click to open Distribution will be different, showing that the row has been distributed. 1. Click the icon and Distribution will open. You can see which authorisers have already authorised and who has not yet received the row 2. Enter a space to view a list of authorisers, or enter the first letters of the name to filter the list. 3. Click the name of the person you want to enter in the workflow. 4. Authorise the transaction if you do not want the other authoriser to authorise it first. Entering data in Authorisation from list view You enter data in the same way as you do in Distribution or Bookkeeping. See Posting data in Distribution, Bookkeeping and Authorisation. Page 59 of 78

60 Standard authorisation 1. Header information for selected transaction. 2. Icons for approval, reject or forward. 3. You can add a comment here. 4. Information about the workflow (who has received the transaction). You can add an authoriser here. 5. Image of transaction, with icons for printing/saving PDFs, zoom and rotate. 6. Buttons for rotating the image. 7. Preview of last transaction. 8. Details: Click here to view posts. 9. Buttons for next and previous transactions. Viewing data at row level You will need to view data for the posts that have been distributed to you. 1. Click anywhere on the row with under the image. The rows for the transaction that have been distributed to you will be opened. If you have selected Advanced authorisation in User options, all the rows in the transaction in addition to your own will appear. Page 60 of 78

61 Authorising transactions If you do not want to enter any data, but only authorise, reject or forward, use the large icons to the left of the invoice image. 1. To authorise, click. All rows in the relevant transaction that have been distributed to you will then be authorised. 2. If a red symbol appears above the image, and the transaction is not authorised, this is because your settings require you to enter data before you can authorise. Rejecting a transaction If you do not want to or cannot authorise a transaction you can return it to Distribution/ Bookkeeping. 1. Click to Reject. 2. You must enter a comment to be able to reject a transaction. 3. Once you have entered a comment, click Reject. A transaction that has been rejected must be processed by a distributor/bookkeeper before it can be exported to your financial system. Forwarding a transaction If you cannot authorise a transaction yourself, you can forward the transaction to another authoriser who you know can do this. 1. Click Forward. 2. You must enter the authoriser who is to receive the transaction. Either enter part of the name of the user or enter a space to select from the list Page 61 of 78

62 3. Select the authoriser you want to forward to and click Forward Transactions that are forwarded will not get stuck in the system, and there is no need for a bookkeeper to manually process them. Adding an authoriser in addition to yourself This is not the same function as forwarding. Sometimes you will need to send the transaction to another authoriser in addition to yourself. In such cases you must do this before you authorise the transaction yourself. 1. On the left of the screen, click Workflow. The workflow for the first row will appear. 2. Use the arrow keys to go to the row you want to distribute, or click the row under Details. 3. Enter the name in the search box, or enter a space to display all available users. 4. Select the person you want to send the transaction to. The user will be added to the workflow. 5. If you want the other authoriser to authorise before you, do not authorise the transaction yourself now. Log out or go to the next transaction in your list. When the other authoriser has authorised the transaction, it will reappear in your list. Page 62 of 78

63 You can authorise the transaction immediately, but then the transaction will not reappear in your list when it has been authorised by the other authoriser. Entering data in Standard authorisation You can enter data in all fields, if your transaction setup permits this. 1. Click anywhere in the row with at the bottom of the screen. Your rows will then appear, or, if you have selected Advanced authorisation in User options, all the rows will appear. 2. Click the field where you want to enter data. 3. Enter a space to view all the contents of the table, if it is a table field, or enter the first few letters of the Value or Description to filter the contents. 4. Click the value you want to enter and press ENTER or TAB. Mandatory fields These fields are marked in yellow and must be filled in before you can authorise. If you try to authorise without entering data in mandatory fields, an error message like this will appear. Once you have filled in the relevant fields, you can authorise the transaction. Page 63 of 78

64 Activating Advanced authorisation Advanced authorisation enables you to view all posts for a transaction, not just those distributed to you. You can enter new rows or send rows/transactions to other authorisers in addition to yourself. 1. To enter new rows in Standard authorisation you must activate Advanced authorisation. The user makes this selection. 2. Select User options. 3. Tick Advanced authorisation. 4. Click Save. 5. Log out and in again to activate the change. Adding new rows To add new rows, activate Advanced authorisation. There will always be a new, empty row under Details. You can enter data in this row (and a new empty row will then be automatically created), or you can ignore it. The screen below shows a transaction with an empty row at the bottom. Page 64 of 78

65 Archive About archive and extended search All users in Compello Invoice Approval can use extended archive search but the result depends on user access. If you have access to Global archive, you can search the entire database. If you have access to Client archive for one or more clients, you can search transactions for this/these client(s). If your access is restricted to, for example, Department or project, this will affect your search results. If you are an authoriser and have no other rights, you will only get hits from transactions that have been distributed to you or authorised by you. User rights are set up in the Compello Windows client or in Admin. Performing a search 1. Click to search in Archive. A screen will appear where you can enter your search criteria. 2. Select the client you want to search in, or leave the field blank if you want to search in all clients. Remember that you will only see names of the various dimensions if you are searching by client. Otherwise, you will see the generic name, for example Dimension1. 3. Select one or more search criteria, for example Account. 4. In the middle field, enter the correct operator. If you select Equals you must enter the whole description. Page 65 of 78

66 5. Enter the value you want to search for in the field on the right. Below you can see a search for transactions where the account contains 63 (you can enter part of the account name instead of the value). A new row will appear where you can enter additional criteria if you want to. 6. Click Search. The result will be listed in all modules you have access to (for example Distribution, Bookkeeping), but remember that transactions that are only listed under Archive include transactions that have either been exported or have the status Archive only. Must match ALL criteria / Can match ANY criteria There are two main ways of searching: Searches where criteria limit the search and narrow the result Searches where extra criteria are added to the search and expand the result If you add an extra criterion to the previous search (account contains 100) the search will appear as follows: We have selected Must match ALL so that the search only returns transactions where both an account that contains 100 and a project that contains 200 appear on the same row. This will therefore result in fewer hits than the previous search. If, on the other hand, we select Can match ANY the search will return all transactions that contain either the stipulated account and the project, resulting in more hits. Multiple search criteria Searching for an archive number will result in a maximum of one transaction per client (if you have created the same scanner series for multiple clients). Searching for a Transaction date greater than or less than will probably generate a much greater number of hits. Page 66 of 78

67 Combined search In a combined search, Compello Invoice Approval returns transactions containing both criteria, not necessarily on the same row. Opening search results in Excel (Extended licence) You can open your search in Excel. Saving a search in Excel from browser If you use Compello Invoice Approval via a browser, for example Internet Explorer, you can save your search as an XML file that can subsequently be opened in Excel. 1. Perform a search, as shown above. 2. Tick Save as Excel file. 3. Click Start search. 4. Select where you want to save the file and click OK. The file will be saved as an Excel XML file. 5. Open Excel and select Open. 6. Search for the Excel XML file and open it. Opening a search in Excel from the desktop/oob version If you open Compello Invoice Approval from an icon on the desktop, you can export the search result directly to Excel. 1. Perform a search, as shown above. 2. Tick Open search result in Excel. 3. Click Show/hide columns to select which information you want to be included in your search. You can read more about this below. Page 67 of 78

68 4. Define your search in the Excel column on the left, and tick the fields you want to be included in your search result. There is also an option to view who has authorised the row. 5. On the right, select which rows you want to include: All rows from all transactions that satisfy the search criteria Only rows that contain what you are searching for. Only header rows from transactions that satisfy your search criteria. 6. When you have selected fields and rows, click OK. 7. Click Start search. 8. Excel will open with your search results. Standard Reports The archive module in Invoice Approval includes some standard reports that provide you with information about the transactions in your system 1. Click to open Extended search. 2. In the search field at the top, select Standard reports. 3. Select the report you want to use. As these will open in Excel, you must run these from the desktop icon and not from a browser unless it has been customised to allow Excel searches. Customised reports With knowledge of SQL, you create your own reports, or customise the standard reports. You will need to be familiar with the Compello database. Page 68 of 78

69 Editing standard reports If you customise an existing report: 1. Click to open Extended search 2. Select Add/Change report from the menu. 3. Select the report you want to change. 4. Enter your changes If you have changed the SQL you can check that it is still valid by clicking the SQL button on the right of the SQL string. 5. If you want to discard your changes, click Reset. 6. When you have entered your changes, click Save. Creating a new report You can prepare a new report from scratch, or you can copy SQL from an existing report and customise it. 1. Click to open Extended search. 2. Select Add/Change report from the menu. 3. Click Create new. 4. Enter a name for the report in Title field. 5. Copy in SQL for your report (you must be familiar with both SQL in general and Compello's database) 6. In the Descriptions field, enter the name of the column headings you want, separated by semicolons. 7. Check that the SQL is valid by clicking the SQL button. 8. Click Save. The report will appear in your list of standard reports. Page 69 of 78

70 More options and functions Rules for posting, control and distribution Rules can be used to: Distribute transactions automatically to authorisers, based on items that have been posted to the transaction. Enter data automatically, based on other information. You can also define rules dependent on posting status, document type or particular users. Compello 10 includes a new bookkeeper module that offers extended options for rules and templates. We recommend that you use this module to create and maintain rules. VAT Calculation You can display a calculation of the VAT amount if you want to. These values are not transferred to the financial system, as the system uses the VAT code you have registered. Required changes in Setup 1. Make the VAT Calculation field visible via Admin Web\Client Setup\Transaction Setup 2. Edit the field Description of Tax codes in Admin Web\Client Setup\Reference lists 3. Enter % and either GROSS or NET depending on whether you want the amount field to show amounts inclusive or exclusive of VAT. 4. If the Amount field shows amounts inclusive of VAT, you must enter % NET in the Tax code. A gross amount minus a net amount results in a net amount. 5. If the Amount field shows the net amount you must enter % GROSS in Tax code. A net amount plus a gross amount results in a gross amount. Commented [AG2]: Slightly unclear. Explanation requried if possible. Commented [AG3]: Please see comment above Page 70 of 78

71 User options Some setup options are available in the User options menu. These options can be managed by each individual user. 1. Click the gear wheel and select User options. The important options are as follows: Use Authorisation from list view, if you want to use this instead of Standard authorisation. Advanced authorisation offers additional functions in Standard authorisation that allow you to view all rows in transactions, and to create new rows yourself. Local Scanner folder allows you to import transactions from a folder on your own PC. Click Show Help for a full description of all the options here. Substitute If you want someone else to authorise the transactions while you are away, you can assign a substitute in the screen Create substitute. 1. Click Create substitute. Page 71 of 78

72 2. Enter the start and end date for your substitute in the fields From and To. 3. Select the user you want to be your substitute. Enter a space to view a list of all authorisers, or enter the first letters of the name to filter the list. 4. Click the correct name. 5. Click OK. If you have entered anything incorrectly (e.g. an invalid date), an error message will appear in the Error field. When a substitute logs in to Authorisation, the transactions that have been sent to the original authoriser are automatically authorised by this authoriser, and forwarded to the substitute. This means that the original authoriser will always be able to track the transaction and search for it in the archive. Changing a password You can change your password if you want. 1. Select Change password in the User options menu. 2. Enter and re-enter your new password. 3. Click Change password. Integration This screen is used for certain types of integration designed to work in Compello Invoice Approval. If you normally run your integration by transferring files, or via a separate application, or directly from the financial system, you do not need to use this screen unless you are replacing your normal integration. Page 72 of 78

73 The Integration screen is available in the desktop version of Invoice Approval and can also be accessed from a browser with a little customisation. Contact Compello Help Desk at for more information. 1. Open Admin. 2. Click Integration. 3. Select the correct client or all clients if you want. 4. Select the correct financial system. 5. Either tick the Select all option, or tick the client you want to include in the transfer. 6. The way in which the fields are filled out depends on which financial system and integration you use. Transferring reference lists to Compello If you want to transfer reference lists to Compello, you can either: 1. Tick Select all". The transfer can take time, but is a necessary step when you create the client in Compello. 2. Or, tick the list you want to transfer. Page 73 of 78

74 3. Click Transfer. Data from the tables in your financial system will be transferred to Compello for use there. Transaction data from Compello Once transactions are both fully posted and authorised in Compello, you can transfer them to your financial system. 1. When you have selected the correct client and integration, tick either the Export or Preliminary option. The option you choose depends on the financial system. 2. Click Transfer. Functions available with an extended licence Some functions are only available with an extended licence Compello Analysis Includes History (Extended licence) on page 19. Search results in Excel (see page 67). Page 74 of 78