Reviewing / processing scanned invoices and notes

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

Click the “Filter” pushbutton to display the following tiles: (However, the following appears by default on launch of the page.)

Errors

Displays the count of invoices/notes with Tracking ID Status as “Error”. This status implies the documents do not contain mandatory information.

Click on the data hyperlink to list the erroneous documents in the “Tracking ID Summary” multiline.

Exceptions

Displays the count of invoices/notes with Tracking ID Status as “Exception Review”. This status implies the documents contain wrong information.

Click on the data hyperlink to list exception-ridden documents in the “Tracking ID Summary” multiline.

To be Processed

Displays the count of invoices/notes with Tracking ID Status as “To be Processed”. This status implies the documents are now free of errors/exceptions and invoices/notes can be generated from them .

Click on the data hyperlink to list such documents in the “Tracking ID Summary” multiline.

Specific retrieval

Alternatively, you can click the “Search” pushbutton to facilitate retrieval of invoices/notes sourced from the OCR/non-OCR systems on the basis of search criteria .
Specify the following fields to retrieve documents based on your specific requirements .

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.
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.
Date Based on	To retrieve invoices/notes based on a date type, select All, Doc. Date or Supplier Doc. Date from the first drop-down list box. Use the calendar provided next to retrieve invoices/notes posted on a specific date.
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’: All Order Based Invoice Expense 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.
Supplier	To retrieve invoices/notes associated with a specific supplier, select the supplier from the drop-down list box.
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.
EDI Status	The status of the EDI Invoice.
User Status	Use the drop-down list box to specify the user status of the Supplier Order Based Invoice that is to be retrieved. The system lists all the user statuses defined in the “Create Quick Codes” activity of the “Finance Setup” business component along with a blank value.
EDI Remarks	Any Remarks pertaining to the EDI Invoice.

Click the “Search” pushbutton to display the retrieved documents in the first multiline under “Tracking ID Summary”.

Tracking ID	The tracking ID for the invoice inducted into the Ramco system from OCR/non OCR system. Click the data hyperlink to display details of the document holding and Error Summary in the tracking ID in the “Invoices & Notes” multiline.
Status	The status of the tracking ID of the invoice inducted into the Ramco system from OCR/non OCR system.
User	The user who originally created the invoice.
Date	The date of the invoice.
Doc. Type	The type of the invoice, such as Order Based Invoice or Expense Invoice.
Image File #	The file that contains the invoice.
Error	The error encountered by the invoice during induction into the Ramco system. Click on the data hyperlink to display error information in the adjacent multiline.
Supplier #	The number identifying the supplier who issued the invoice.
Supplier Name	The name of the Supplier.
Supplier Invoice #	The number identifying the invoice that has been issued by the supplier.
Comments	Any comments pertaining to the invoice.

Analyze invoice error

On click of the data hyperlink in the Error column of “Tracking ID Summary” , details of the error are displayed on the right as follows.

Error Type	The type of error encountered by the invoice.
Error Correction	The solution for resolving the error encountered by the invoice.

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.

Tracking ID/Status	The tracking ID and the tracking ID status for the invoice, such as Basic Error, Exception Review or To be Processed.
Doc. #/Status	The ID of the invoice and the status of the document once generated. On click of Document # generated after the generation of Invoice # opens the view Invoice of that particular Invoice generated.
Edit Icon	On click of Data Hyperlink Icon the Edit Screen of the Invoice # is launched and the invoice can be edited if the status of Invoice is Draft, Fresh, Matched or Auto Matched failed.
Doc. File	The file that holds the invoice. Click on the data hyperlink to view the file contents.
AP HUB	Click the icon to re- route the user to AP Hub Screen.

You can also update the following details of the document for the selected tracking ID in the “Document Information” group box.

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.
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' and 'Expense Invoice' in addition to ‘All’. From the next drop-down list box, select the user-defined category to which the document belongs.
Doc. Date	The date on which the document was created.
Currency/Exch. Rate	Use the drop-down list box to select the currency of the invoice. The system lists all the permissible currencies defined in the organization unit along with the value “All”. The system displays the value “All” by default. In the editable field alongside, Exchange rate will get calculated based on the set option “Exchange Rate Reference Date for Supplier Order Based Invoice” of the “Set Finance Process Parameter” activity of the “OU Parameter Setup” business component.
Numbering Type	Use the drop-down list box to select the numbering type of the invoice/note. The system lists the values on basis of the default numbering type of the Doc Category selected.
Comments	Additional information on the tracking ID.

Select the “Edit Document Link” image to edit the reference document.
Select the “AP HUB” link to launch the AP HUB screen.
Enter the following in the “Supplier Information” group box:

Supplier #	The supplier associated with the document. Mandatory. Help facility available.
Pay to Supplier #	Use the drop-down list box to select the supplier to whom the payment must be made. The system lists all the supplier codes mapped to the supplier as pay to supplier in supplier master. Mandatory. The system defaults with the one set as default Pay to supplier in Supplier master.
Supplier Doc. #/Amt	The supplier invoice associated with the document and its value.
Supplier Doc. Date	The date on which the supplier invoice was created. Use the calendar provided next to select the supplier document date.
Pay Term	The pay term for the document. Mandatory. Help facility available.
Anchor Date	The date from which the payment schedule of the invoice has been calculated. Use the calendar provided next to select the anchor date.

Ø Enter the following in the “Payment Information” group box:

Electronic Payment	Use the drop-down list box to indicate whether an electronic payment can be made for the invoice. The system lists the values ‘Yes’ and ‘No’. The system displays the value ‘No’, by default.
Payment Mode	Use the drop-down list box to specify the mode in which the payment must be made to the supplier. The system lists the following options if “Electronic Payment” drop-down is set as ‘No’, a) Cash, b) Cheque c) Demand draft d) Credit card e) Direct debit The system lists the following options if “Electronic Payment” drop-down is set as ‘Yes’ a) “EFT”
Auto Adjust / Hold Pay	Use the drop-down list box to indicate whether the invoice amount can be automatically adjusted against debit documents which could be “Yes” or “No”. Use the drop-down list box to specify whether the invoice must be held for payment which could be “Yes” or “No”. The system displays the value “No”, by default.
Pay Ref Id	Use the drop-down list box to specify the identification number of the payment reference note. If Electronic Payment is set as Yes, Pay ref id combo lists all the pay ref ids defined for Pay to supplier. The system displays the value “No”, by default.
Payment Instruction	Any guidelines for invoice payment relevant to the payment reference.
Payment Priority	Use the drop-down list box to specify the priority accorded to the invoice which could be “High”, “Medium” or “Low”.

The “Invoices Value Summary section” displays the following:

Select the “Document Line Information” tab to review the invoice / notes details.
Select the “T/C/D Information” tab to enable the visibility of the TCD details of the invoice / notes.

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.
Click the “Validate & Save” pushbutton to validate the correctness of the document and save the changes made in the document .

Derivation of information in invoices/notes:

The following details in the document are generated based on the process parameters as defined for the document type in the “Set Finance Process Parameters” activity of OU Parameter Setup under Finance Setup.

Usage ID

Note: If the Supplier Debit Credit note of Note Type ‘Debit’ has an order Invoice reference and, if the order invoice has been force matched with Variance Accounting Option as "Supplier Receivable"; the system defaults Usage ID as ‘SUPPREC’.

Cost Center
Analysis Code

Similarly, the currency for the Supplier Order Based Invoice / Supplier Direct Invoice is set to the default currency defined in the Set Finance Process Parameters activity.

Document Status:

If the ”OCR: Generate Supplier Order Based Invoice in Authorized status for matched Invoices” process parameter under the Parameter Level “Organization Unit Level”, business process Payables Management and category “Accounts Payable Hub” is ‘Yes’, the system automatically generates the invoice / note in the ‘Authorized’ status. However, if the process parameter is ‘No’, the invoice / note generated are assigned the ‘Matched’ status.

Click the “Save” pushbutton to save changes made in the document.
Click the “Generate” pushbutton to generate invoice / note from the document.
Click the “Cancel” pushbutton to nullify the tracking ID thereby cancelling the document.

The status of Tracking ID becomes “Cancelled”.

GR Allocation Pop-up

On click of the hyperlink in the “GI Allocation” column of the “Document Line Information” tab, a new Pop up screen appears which shows the quantity allocation of the Orders as per their respective reference document.

Note: The Pop up screen column is visible only if doc category is selected as Order Invoice.

The “GR Allocation” Pop-up displays the following in the header section:

Tracking ID / Status	The tracking ID and the tracking ID status for the invoice, such as Error, Exception Review or To be Processed.
Supplier #	The supplier associated with the document.

Enter the following in the header section.

Doc. Line #

Use the drop-down list box to select the record in the multiline of the order. The system lists all the records of the invoices.

The “GR Allocation” multiline displays the following:

Doc. Line #	The system-generated number identifying the record in the multiline.
Line #	The number identifying the line in which the GI details appear in the invoice.
Order #	The identification number of the document.
Ref. Doc. Type	The type of the reference document.
Ref. Doc. #	The number identifying the reference document.
Part #	The number identifying the part in the GR A location.
Part Desc.	The description of the part.
Invoice Qty.	The actual quantity of the parts invoiced.
Invoice Rate	The actual rate of the invoice.
Invoice Amt.	The actual invoice amount in total.
Proposed Qty.	The quantity of the part as suggested in the reference document (Purchase Order Exchange Order or Repair Order) on the basis of which the invoice was raised.
Proposed Rate	The rate per unit of the part as suggested in the reference document (Purchase Order Exchange Order or Repair Order) on the basis of which the invoice was raised.
Proposed Amt	Proposed Qty * Proposed Rate.