Chapter x – Accounts Payable Hub
Review / Process Scanned Invoices & Notes
This section dwells on the Accounts Payable Hub business component and its activity Review / Process Scanned Invoices & Notes.
Review / Process Scanned Invoices & Notes – A summary of the activity
This activity enables the Finance team to evaluate invoices/notes scanned and inducted into the Ramco system (from a third party application) and proceed to take conclusive action.
Being intuitive, this activity at the very onset provides a breakup and count of the scanned documents based on the tracking ID status under the following heads:
4Documents with errors
4Documents under error review
4Documents that are ready for processing
Users can perform the following vital actions on the documents:
4View error details and rectify errors by modifying details of the documents
4Generating the corrected/confirmed documents
4Cancel tracking IDs thereby nullifying the related documents
Getting familiar with the pages inside
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Go to page |
To carry out the task |
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Review Records update |
Reviewing component / receipt records |
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Re-Initialize and Update Parameter Values |
Re-initializing and updating parameter values |
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Initialize and Update Component Configuration |
Initializing and updating component configuration |
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Initialize Maint. Program & Update Compliance |
Initializing maintenance program and updating compliance |
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Edit Component Record |
Modifying component details |
Reviewing / processing scanned invoices and notes
Ø Select the “Review / Process Scanned Invoices & Notes” link under the “Accounts Payable Hub” business component.
The “Review / Process Scanned Invoices & Notes” page appears.
Default retrieval
Ø Click the “Filter” pushbutton to display the following: (However, the following appears by default on launch of the page.)
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Errors |
Displays the count of invoices/notes with Tracking ID Status as “Basic Error”. This status implies the documents contain errors. Click on the data hyperlink to display details of erroneous documents in the “Tracking ID Summary” multiline. |
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Exceptions |
Displays the count of invoices/notes with Tracking ID Status as “Exception Review”. This status implies the documents contain errors. Click on the data hyperlink to display details of erroneous documents in the “Tracking ID Summary” multiline. |
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To be Processed |
Displays the count of invoices/notes with Tracking ID Status as “To be Processed”. This status implies the documents contain errors. Click on the data hyperlink to display details of erroneous documents in the “Tracking ID Summary” multiline. |
Specific retrieval
Ø Alternatively, you can click the “Search” pushbutton to display Search Criteria for retrieval of invoices/notes received from the OCR/non-OCR systems.
Ø Specify the following fields to find invoices/notes of your requirement.
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Tracking ID/Status |
To retrieve a specific tracking ID record, select the tracking ID from the first drop-down list box. Alternatively, you can enter the tracking number in full or specify it partially using the “*” character. The system retrieves details of the documents with similar tracking ID. To retrieve tracking IDs holding a specific status, select the status from the next drop-down list box. The drop-down list box displays the following: Basic Error, Exception Review and To be Processed in addition to ‘All’. Select ‘All’ to retrieve tracking IDs regardless of status. |
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Company/FB |
To retrieve invoices/notes belonging to a specific company, select the company from the first drop-down list box. The drop-down list box displays the companies defined in the organization unit. The next drop-down displays the finance books belonging to the selected company. To retrieve invoices/notes posted to a specific finance book of the company, select the finance book of your requirement. |
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Date Based on |
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Doc Type/Status |
To retrieve invoices/notes of a specific type, select the document type from the first drop-down list box. To retrieve invoices/notes regardless of the type, select ‘All’. The drop-down list box displays the following types in addition to ‘All’: § Order Based Invoice § Expense Invoice § Item Invoice § Account based Note § Item Based Note To retrieve documents of specific status belonging to a specific type, select the status from the next drop-down list box. The drop-down list box displays those statuses that are valid for the document type in addition to ‘All’. Select ‘All’ to retrieve documents of a specific type regardless of the status. |
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Supplier |
To retrieve invoices/notes associated with a specific supplier, select the supplier from the drop-down list box. |
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User ID |
To retrieve invoices/notes created by a specific user, enter the user. Alternatively, you can enter the user number in full or specify it partially using the “*” character. The system retrieves details of the documents created by users with similar tracking ID. |
Ø Click the “Search” pushbutton to display the retrieved documents in the first multiline under “Tracking ID Summary”.
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Tracking ID |
The tracking ID for the invoice/note inducted into the Ramco system from OCR/non OCR system. Click the data hyperlink to display details of the document holding the tracking ID in the “Invoices & Notes” multiline. |
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Status |
The status of the tracking ID of the invoice/note inducted into the Ramco system from OCR/non OCR system. |
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User |
The user who originally created the invoice/note. |
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Date |
The date of the invoice/note. |
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Doc. Type |
The type of the invoice/note, such as Order Based Invoice, Expense Invoice, Item Invoice, Account Based Note or Item Based Note. |
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Image File # |
The file that contains the invoice/note. |
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Error |
The error encountered by the invoice/note during induction into the Ramco system. Click on the data hyperlink to display error information in the adjacent multiline. |
Analyze invoice/note error
Ø On click on the date hyperlink in the Error column of the above multiline to display details of the error in the second multiline under “Tracking ID Summary”.
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Error Type |
The type of error encountered by the invoice/note. |
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Error Correction |
The solution for resolving the error encountered by the invoice/note. |
Data retrieval and entry
The “Document Information” group box displays the following details for the document associated with the Tracking ID that you clicked in the “Tracking ID Summary” multiline.
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Tracking ID/Status |
The tracking ID and the tracking ID status for the invoice/note, such as Basic Error, Exception Review or To be Processed. |
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Doc. #/Status |
The invoice/note # and the status of the document. |
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Doc. File |
The file that holds the invoice/note. Click on the data hyperlink to view the file contents. |
Ø You can update the following details of the document for the selected tracking ID in the “Document Information” group box.
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Company/FB |
Use the drop-down list box to select the company for the tracking ID The drop-down list box displays the companies defined in the organization unit. The next drop-down displays the finance books belonging to the selected company. Select the finance book of your requirement. |
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Doc. Type/Category |
Use the first drop-down list box to select the document type. The drop-down list box displays the following: 'Order Based Invoice', 'Expense Invoice', 'Item Invoice', 'Account Based Note' and 'Item Based Note' in addition to ‘All’. In the next drop-down list box, select the category of the documents that you wish to display in the multiline from among the retrieved documents. |
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Doc. Date |
To display documents of a specific date, enter the date of the document. |
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Supplier |
To display documents associated with a specific supplier, enter the supplier name. |
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Supplier Doc. #/Amt |
To display documents |
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Currency |
Use y |
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Supplier Doc. Date |
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Pay Term |
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Tax Key |
Help facility available |
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Comments |
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The “Invoices & Notes” multiline displays the following:
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Line # |
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Error Msg. |
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Ø Enter the following in the “Invoices & Notes” multiline.
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Order # |
Help facility available |
The “Invoices & Notes” multiline displays the following:
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Document Type |
The type of the document, such as 'Order Based Invoice', 'Expense Invoice', 'Item Invoice', 'Account Based Note' or 'Item Based Note' |
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Document # |
The unique ID of the document. |
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Part T/C/D # |
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Ø Enter the following in the “Invoices & Notes” multiline.
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Account # |
Help facility available |
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Dr/Cr |
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The “Invoices & Notes” multiline displays the following:
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Transaction Amount |
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Entity |
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Part Desc. |
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UOM |
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Ø Enter the following in the “Invoices & Notes” multiline.
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Invoice Qty. |
The quantity of the |
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Invoice Rate |
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Amount |
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Accounting Usage |
Help facility available |
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Cost Center |
Help facility available |
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Analysis # |
Help facility available |
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Sub Analysis # |
Help facility available |
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Tax Key |
The tax key for the invoice/note. Help facility available |
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Tax Amount |
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The “Invoices & Notes” multiline displays the following:
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Invoice Element |
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Ø Enter the following in the “Invoices & Notes” multiline.
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Expense Type |
Use the drop-down list box to select the expense type for the |
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Expense Classification |
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Remarks |
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Proposed Qty. |
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Proposed Rate |
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The “Invoices & Notes” multiline displays the following:
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Proposed Amount |
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Ø First, select the check box for the invoice or note that you wish to work with. You can then click the pushbuttons for the required task.
Ø Click the “Validate & Save” pushbutton to authenticate and save changes made in the document.
Ø Click the “Save” pushbutton to save changes made in the document.
Ø Click the “Generate” pushbutton to generate a copy of the document.
Ø Click the “Cancel” pushbutton to nullify the tracking ID.
The status of Tracking ID becomes “Cancelled”.
To proceed
Ø Select the “Create/Edit Order Based Invoice” link to create or update order based invoice.
Ø Select the “Create Expense Invoice” link to create an expense invoice.
Ø Select the “Create item Based Invoice” link to create item based invoice.
Ø Select the “Create Account Based Note” link to create or modify order based invoice.
Ø Select the “Edit Expense Invoice” link to update an expense invoice.
Ø Select the “Edit item Based Invoice” link to update item based invoice.
Ø Select the “Edit Account Based Note” link to update or modify order based invoice.