Review / Process Scanned Invoices & Notes – A summary of the activity

This activity enables the Finance team to evaluate and validate the invoices/notes sourced from a third party application, such as the OCR system. However, prior to any valid action on these documents, users must review, rectify and validate them since they have been inducted from a non- Ramco source .

The feed is then supplied to the Ramco Supplier Invoicing function to generate Order Based Invoice, Expense Invoice, Account Based Debit Note, Account Based Credit Note, Item Based Debit Note and Item Based Credit Note.

Each document thus generated by the Ramco Supplier Invoicing function is tagged with a tracking ID that is crucial for tracking the progress of the invoice/note. The documents are not deemed fit for invoicing as long as they hold the tracking ID status as ‘Errors’ or ‘Exceptions’. Upon rectification of errors and exceptions, the tracking ID status of these documents becomes ‘To be Processed’. These documents are routed to AP Hub with a unique tracking ID # and tracking ID status. The AP Hub users can then process the documents to logical conclusion by executing requisite actions in the Accounts Payable Hub activity.

The system evaluates the scanned documents against the Ramco Supplier Invoice function rules. Based on this, at the very onset of the activity, a breakup and count of the scanned documents with their error summary shown under the following heads:

• Errors: Documents that do not contain mandatory information are classified under Errors.

• Exceptions: Documents that contain incorrect information are classified under Exceptions.

• To be Processed: Upon rectification of errors and exceptions, the documents are deemed fit for processing and hence are categorized under To be Processed.

Users can perform the following vital actions on the scanned documents:

• Remove errors by modifying details

• Update details and eliminate exceptions

•  Validate documents

• Generate supplier invoices/notes from validated documents and route them to Accounts Payable Hub

• Cancel tracking IDs thereby nullifying the related documents

Remedy for errors and exceptions: Being intuitive, this activity also asists users by identifying errors and exceptions. Users can take a clue from the error message provided against the invoice / note and resolve them by updating the details of the document.

Getting familiar with the pages inside

What you can do in the activity

• View errors and remove them by updating details of the document

• Detect exceptions and close them by updating details of the document

• Save and validate documents with the updated details

• Generate invoices/notes from the sucessfully validated documents

• Cancel invoice documents