170 MarkView Product Features 6.4 PDF

170 MarkView Product Features
Oracle E-Business Suite
Version 6.4
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August 14, 2009
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Contents
Preface 9
Who should read this guide 9
Companion guides 9
CHAPTER 1 Product Highlights 11

About 170 MarkView features 11
About 170 MarkView products 12
Add-on products for 170 MarkView 12
About document images 13
About workflows 13
About Best Practices 14
Section 1 170 MarkView for Accounts Payable 17

CHAPTER 2 About 170 MarkView for Accounts Payable 19
Features 19
Integrating associated information 20
Leveraging Oracle features 21
Controlling the Process 22
CHAPTER 3 170 MarkView Viewers 23

Features 24
170 MarkView Express viewer 24
170 MarkView Enterprise Edition viewer 26
Markups 27
Opening the viewer 28
170 MarkView Product Features 3

Contents
CHAPTER 4 Entering Documents into the System 29

Sorting and categorizing documents 30
Generating bar codes 30
Using scan, fax, email, and uploads 31
Scanning documents 31
Faxing documents 32
Emailing documents 34
Uploading PDF Invoices 34
Entering data into Oracle 35
Entering information manually 35
Entering information automatically 36
Analyzing potential conflicts of interest 37
CHAPTER 5 Processing Invoices 39

Processing Accounts Payables Invoices 39
Non-PO Invoices 40
PO Invoices 43
Pre-Approved Invoices 45
Resolving a hold 46
Processing supplier documents 47
Processing follow-up documents 48
Archiving invoices 48
Handling out-of-office scenarios 48
Configuration options 49
CHAPTER 6 Handling Exceptions 51

Document processing exceptions 52
Rescan a document 52
Re-create a document 52
Split a 170 MarkView document 52
Recycle a document 52
Return an invoice to the supplier 53
Recover a returned invoice 53
Send an invoice for supplier maintenance 53
Cancel an invoice 54
Additional handling 54
Comment Requested 54
Email Document 55
Increase invoice priority 55
Copy a document 55
Manage workflow errors 55
4 170 MarkView Product Features

Contents
Section 2 Add-On Products for 170 MarkView 57

CHAPTER 7 OCR Options 59
About EMC Captiva for 170 MarkView 59
About the integration architecture 61
About the process flow 62
About Kofax OCR for 170 MarkView 63
How the system transforms data 63
Kofax OCR creates the invoice 65
Correct an invoice 65
CHAPTER 8 170 MarkView e-Invoice 69

How the system transforms data 69
Supplier Service creates files 71
170 MarkView e-Invoice acts on the files 71
170 MarkView e-Invoice validates data 72
170 MarkView e-Invoice inserts invoice data 72
Validation rules 72
CHAPTER 9 170 MarkView Self-Service Invoice 75

Invoice templates 75
Invoice header fields 76
Invoice distribution 77
Supported accounting 78
Create invoice templates 78
Maintain supplier information 79
Source column of AP Invoices Interface table 79
Date formats 79
CHAPTER 10 About 170 MarkView Advisor 81

Advisor Users 82
Interface features 82
Accessing information in Advisor 83
Using dashboards 85
Dashboards 87
Scorecards 87
Using reports 88

Contents
Initiating actions 91
Automatic actions 91
Manual actions 91
Messages 92
Action types 92
Escalate 92
Reassign 93
Increase Priority 94
Configuration Options 94
CHAPTER 11 170 MarkView Interactive Queries 95

Query access 96
Enter search criteria 96
Review displayed data 96
Compliance and Controls 97
Invoice Approval Fraud 97
Invoice Creation Fraud 97
Invoices without Attachments 98
Invoices with Exception Attachments 98
Suppliers with No 170 MarkView Document Attachments 99
User Privileges 100
Financial Accounting 100
Sort data 101
Operational Performance 102
User Throughput by Queue 102
User Working Folder Detail report 103
Time to Complete Workflow 104
CHAPTER 12 About SupplierExpress 105

Users 105
Inquiring about invoices 106
Inquiring about Purchase Orders 106
Inquiring about payment 107
Submitting Invoices 107
Correspondence 108
Controlling access 108
Configuration Options 108

Contents
CHAPTER 13 170 MarkView File Capture 109

Multiple Email Accounts 109
Expense Receipts 110
MVFC Email Accounts 110
CHAPTER 14 170 MarkView Integration with RightFax 111

Inbound process flow 111
Outbound process flow 112
CHAPTER 15 170 MarkView Process Monitor 115

User interface 116
Display area 116
Process Monitor toolbar 116
Graph view 117
List view 118
CHAPTER 16 Using Document Repositories 121

IBM Content Manager 121
Section 3 Additional 170 MarkView Products 123

CHAPTER 17 About 170 MarkView for Expense Management 125
Processing expense reports 126
Tracking expenses in Short Paid expense reports 128
Accessing expense report history and status 128
CHAPTER 18 About the 170 MarkView Document Library 131

Managing the Document Library 131
Searching 132
Document types 132
Document properties 132
Forms properties 133
Entering and indexing documents 134

Contents
Section 4 Appendixes 135

APPENDIX A Making Workflow Decisions 137
User roles 137
Operational/back office teams 137
Business Users 138
Non-PO Invoices 139
Workflow 139
Workflow configuration options 142
PO Invoices 148
Workflow 148
Pre-Approved Invoices 154
Workflow 154
Third-Party License Agreements 159

BEA Public License Version 2.1 159
Index 163

Preface
This guide gives an overview of the features included and options available with
170 MarkView products. 170 MarkView Product Features includes information about how
various features impact the workflow, the interaction amongst features and products, the
touch points with the ERP, and how the product features address business problems.
Use this guide to become familiar with product features and to decide which features are
important to the business challenges that you face and therefore which features best suit
your company.
Who should read this guide

Customers and prospective customers who are planning to implement 170 MarkView
products should read this guide, including those who fill the following roles:
Financial managers
Accounts Payable professionals who help decide path invoice processing workflows
Companion guides
For more information about the 170 MarkView Suite, see the following documents:
170 MarkView System Release NotesThis document describes what is new with this
product release, identifies outstanding bugs and work-around solutions (where applicable),
and lists bugs fixed in this release.

Companion guides Preface
170 MarkView System PlanningThis guide defines the prerequisites associated with
implementing the associated product. The guide includes information such as the
protocols required for communication between servers, hardware and software
prerequisites, and minimum RAM requirements.
The information in this guide may also appear in the installation guide, but it is
incorporated into a planning guide to accommodate requests for such information by sales
prospects.
Use this guide in conjunction with the Supported Platform Matrix to prepare your site for
170 product installation. Go to 170 MarkView Supported Platforms and Versions.
170 MarkView System Installation and ConfigurationThis guide describes how to install,
upgrade, and perform initial product configuration. The guide also includes information
about configuring third-party products that integrate with 170 MarkView.
Use this guide in conjunction with the installation worksheet to install and configure the
product.
170 MarkView Installation WorksheetThis worksheet lets a customer collect all of the
information required by the installation process in one place. Completing the installation
worksheet facilitates the installation process and is an installation prerequisite.
170 MarkView System AdministrationThis guide describes the concepts and tasks
necessary to administer the associated product.
As the Administrator, you should be well-versed in subjects like database administration,
application server setup, tuning and maintenance, or you should know where to get such
information. This administration guide does not replicate this information, but conveys
170 MarkView product-specific information. The guide describes how 170 MarkView
influences the administration of other servers and software that interface with
170 MarkView applications.
Use this guide to configure, maintain and tune the 170 MarkView product.

CHAPTER 1 Product Highlights
About 170 MarkView features

170 MarkView comprises 170 MarkView for Accounts Payable, 170 MarkView for Expense
Management, and the 170 MarkView Document Library. Using 170 MarkView streamlines
core financial processes by:
Capturing paper documents and storing them as captured images.
Enforcing best practices for your financial process using 170 MarkView workflows.
Workflows allow your employees to access captured images at the appropriate stages and
facilitate actions such as entry, approval, review, QA review, and audit.
Allowing employees who do not use Oracle e-Business Suite to interact with and provide
accounting data for invoices.
Letting employees who use Oracle see an image of a document associated with a record in
Oracle alongside the structured Oracle data.
170 MarkView includes the following features to help employees manage documents:
A 170 MarkView viewer for seeing captured images and taking action.
The 170 MarkView Working Folder or Web Inbox for processing invoices through
workflows.
Markups for adding information to a captured document image and moving the invoice
through the workflow.
Workflows and queues for guiding documents through the system based on the document
type and status.

About 170 MarkView products Chapter 1: Product Highlights
About 170 MarkView products

170 MarkView products include the following:
170 MarkView for Accounts Payableintegrates with and extends the functionality of
Oracle Payables to provide an online method for submitting, approving, and reviewing AP
invoices.
170 MarkView Expense Managementintegrates with and extends the functionality
of Oracle Internet Expense (iExpense) to provide an online method for submitting,
approving, and reviewing expense reports.
170 MarkView Document Libraryprovides a repository where your team can store a
large volume of MarkView and non-MarkView documents (non-170 MarkView
documents remain in their original file format). The 170 MarkView Document Library
does not integrate with Oracle and is therefore independent of the ERP.
Add-on products for 170 MarkView

The following add-on products work with 170 MarkView for Accounts Payable to further
streamline invoice processing:
170 MarkView Advisorlets your team view real-time strategic information about your
Accounts Payable business activities and take action to meet key performance indicators
(KPI) or service level agreements (SLA), prioritize daily activities, evaluate employee
performance and work loads, identify possible conflicts of interest, and proactively tackle
pressing issues.
SupplierExpresslets your suppliers submit invoice PDFs and check the status of their
invoices through a self-service web portal. This service reduces the cost of handling
supplier inquiries and can also reduce the cost of handling invoices in AP. A supplier can
submit an invoice with the header information, which can eliminate some AP invoice
entry touch points.
Optical Character Recognition (OCR) products for 170 MarkViewhelp to automate the
invoice entry process. Add-on products include EMC Captiva OCR for 170 MarkView
with Captiva Documentum for 170 MarkView, and Kofax OCR for 170 MarkView.
170 MarkView e-Invoicetransforms data submitted electronically from the OB10
Supplier Network into invoice records in Oracle Payables and invoices in a 170 MarkView
for Accounts Payable workflow.
170 MarkView Self-Service Invoice (SSI)lets employees create Non-PO invoices
through a browser-based interface. This can help a company that has decentralized offices
and is subject to long invoice payment lead times due to the need to mail invoices to a
central AP office.

Chapter 1: Product Highlights About document images
170 MarkView Interactive Queriesprovides web-based reports for tracking key metrics
in the combined 170 MarkView and Oracle system.
The following add-on products work with 170 MarkView for Accounts Payable and
170 MarkView Expense Management:
170 MarkView File Capture (MVFC)enables employees and suppliers to submit
documents such as invoices and expense reports as PDF or TIFF attachments to email
messages.
170 MarkView integration with RightFaxuses features from 170 MarkView Fax Server
software to accept faxes sent through Captaris RightFax.
170 MarkView Process Monitorgives your administrative team insight into the queues
where invoices and expense reports are located.
170 MarkView also supports integration with third-party document repositories, such as
the IBM Content Manager.
About document images

170 MarkView stores captured document images on the 170 MarkView Document Server.
Once captured, the image file becomes a 170 MarkView document. The entry process
associates the 170 MarkView document with an Oracle record. MarkView documents remain
associated with the Oracle record.
About workflows
A workflow is a system of business tasks represented by queues and business rules that move
MarkView documents through the payment process. Queues are virtual containers for
MarkView documents. Each workflow queue represents a different business status, for
example:
Awaiting entry
Awaiting approval
Approved
Rejected
In need of review

About Best Practices Chapter 1: Product Highlights
Rules determine when MarkView documents move to a queue and to which queue they
move.
170 MarkView includes several preconfigured workflows. These workflows are available as
part of 170 MarkView for Accounts Payable and 170 MarkView Expense Management, each
of which is designed to address a specific business issue.
170 MarkView workflows can support your efforts to comply with the Sarbanes-Oxley Act,
which requires careful monitoring of financial processes. The audit history that
170 MarkView provides also gives Business Users key information with which to make
decisions about invoice processing to further reduce errors.
Invoice and expense report processing also involves different employees who serve different
functions within a company. The 170 MarkView workflow routes invoices to those
employees. 170 MarkView Expense Management pauses the report moving through the
Oracle workflow to allow a supervisor to approve expenses.
The following diagram shows a sample AP invoice workflow, which is comprised of queues,
and identifies the employee or department responsible for acting on the invoice and moving
it to the next phase of processing.
Accounts Payable Business Users Finance/Others
Invoice Approval & AP Process Released

Entry Coding Review/QA for Payment
Verification
Accounts Finance/
Payable/ Others
Others
Exception Comment Invoice Senior

Handling Request Resolution Financial
Audit
About Best Practices

170 Systems provides recommendations about how to leverage 170 MarkView features with
Oracle to derive the greatest benefit for your business. The recommendations take into
account your ERP setup, company size, organizational structure and business goals. This
information, in combination with industry-standard Financial processes, helps to determine
the best practices to implement in your AP workflows.
For example, a standard industry practice involves setting an approval limits for the total
value of an invoice and identifying who provides the next level of approval when an invoice
exceeds that limit.

Chapter 1: Product Highlights About Best Practices
You can configure 170 MarkView to read approval limits from the Oracle Purchasing
module, which retrieves the values that identify which invoices require additional approval.
Or, you can set up approval hierarchies and limits in 170 MarkView.
In 170 MarkView workflows, invoices that require additional approval do not move to the
next phase of processing until the invoice completes the approval step.
Establishing the appropriate hierarchy and leveraging the hierarchy for invoice approval is an
example of a best practice.

About Best Practices Chapter 1: Product Highlights

SECTION 1 170 MarkView for Accounts Payable
This section provides information about 170 MarkView for Accounts Payable features and
processes.

Section I: 170 MarkView for Accounts Payable

CHAPTER 2 About 170 MarkView
for Accounts Payable
The tight integration between 170 MarkView for Accounts Payables and Oracle can help
free your company from the disadvantages of dealing with paper. For example, with
170 MarkView products, your company can minimize:
The time lost while paper documents pass between approvers.
The expenses associated with mailing and storing paper copies.
The loss of document integrity as paper documents move between people and sites.
The loss or misfiling of paper copies.
Compliance issues for meeting corporate and industrial standards, such as Sarbanes-Oxley.
170 MarkView for Accounts Payable can also help you to pay invoices on time to avoid late
payment penalties and take advantage of early payment discounts.
170 MarkView notifies employees when they need to provide input or take action. These
notifications eliminate the need for an employee to check170 MarkView manually, while
helping to ensure that items do not stagnate in the system.
Features
170 MarkView for Account Payable integrates with and extends the functionality of the
Oracle E-Business Suite. Together, 170 MarkView and Oracle streamline the processes
associated with Oracle Payables and provide workflows for processing invoice and supplier
documents.

Integrating associated information Chapter 2: About 170 MarkView for Accounts Payable
With 170 MarkView for Accounts Payable:

Suppliers submit invoices through the mail or by fax, or send email with PDF invoices
attached.
Employees and suppliers submit electronic versions of invoices and documents for entry
into 170 MarkView.
Employees create digital versions of invoices and documents for entry into Oracle.
170 MarkView automatically routes invoices through workflows designed for the type of
invoice (for example, PO invoice) or the type of processing required (for example,
approval).
Throughout the process, 170 MarkView retains the audit history, which employees can
access as needed.
With 170 MarkView for Accounts Payable, your company can

Protect itself against potential conflicts of interest or other possibilities of fraud by using
built-in checkpoints and controls.
Ensure that invoice processing complies with corporate and industry standards through
built-in best practices.
Reduce the cost associated with processing invoices, improve compliance, ensure that
invoices are paid on time, and capture early payment discounts.
Increase employee efficiency through the use of targeted alerts that signify when and
where their input is needed.
Integrating associated information

170 MarkView for Accounts Payable helps your team capture invoice-related information
electronically to provide quick online access to data. Processing invoices online lets you
reduce the processing time for a more efficient AP operation. By incorporating the
recommended best practices, you can also ensure that invoices do not bypass critical steps,
like management approvals.

Chapter 2: About 170 MarkView for Accounts Payable Leveraging Oracle features
170 MarkView enables AP employees to add electronic sticky notes, highlights, and
comments to a captured invoice image without altering the original capture.
Attention
arrow
Sticky note Highlighter
Web-enabled access to captured images and annotation features lets Business Users view,
approve, and comment on their invoices as needed.
Leveraging Oracle features

Capturing invoice data as early as possible helps your company approach end-to-end
automation of the procure-to-pay process.
The 170 MarkView for Accounts Payable configuration reprograms the Oracle Zoom button
to open captured document images. An employee working in Oracle clicks the button to
retrieve and view the next invoice that needs processing. Because the employee does not need
to exit Oracle to see an electronic version of the invoice, processing is more efficient.
170 MarkView for Accounts Payable automates PO-based and non-PO-based invoice
processing in the Oracle Payables application.
With PO invoices, 170 MarkView optimizes the hold resolution process by routing the
invoice to the user responsible for resolving the hold. With 170 MarkView for Accounts
Payable, the employee can access information online, help resolve holds in Oracle, and
approve PO invoices for payment.
Note: A hold is a status that Oracle assigns to an invoice when the information associated
with the invoice conflicts with the business rules set up in Oracle. For example,
Oracle may apply a hold to an invoice if the PO does not match the invoice or the
quantity received is inaccurate.

Controlling the Process Chapter 2: About 170 MarkView for Accounts Payable
For Non-PO invoices, 170 MarkView for Accounts Payable routes invoices to the AP
department, where employees enter header information into Oracle. After an employee
selects an approver, 170 MarkView leverages the Oracle system of authority to route the
invoice to the appropriate line-of-business manager. By clicking the link, the manager can
access the invoice image in a browser for viewing and processing.
Viewing the electronic version of an invoice lets an employee verify the invoice document
against data in Oracle, use Markup features to annotate the electronic version of the invoice,
and keep the invoice moving in the workflow. These capabilities help your team to process
and pay invoices more quickly.
After completing Oracle processing, the electronic image and workflow processing steps
remain available for future reference.
Controlling the Process

170 MarkView for Accounts Payable provides preconfigured workflows for processing
invoice documents. Your team configures each invoice and invoice document type to follow a
unique workflow, which ensures that the invoice follows the correct processing path.
To ensure that the right people view and act on an invoice, 170 MarkView for Accounts
Payable defines which invoice document types an employee can access, and what actions the
employee can take.
170 MarkView uses a combination of roles and user groups to permit employee access and
action. Roles provide access to workflow queues and groups enable an employee to trigger
actions in 170 MarkView workflows. To process invoices in 170 MarkView, an employee
must be assigned to both a role and a user group.
An employee can belong to many user groups and roles, which can have many members. The
members of a user group and role inherit the privileges granted to that user group and role.

CHAPTER 3 170 MarkView Viewers
Some invoices move through workflows with very little employee interaction. Others require
employee interaction for clarification, review, coding, audit, or approval.
170 MarkView provides viewers that let employees see the captured image of a MarkView
document and perform the needed processing. The viewer that the employee uses depends
on the employees function.
An AP processor who interacts with Oracle uses the 170 MarkView Enterprise Edition
viewer, which provides functions that the AP employee needs to process a high volume of
invoices efficiently.
A Business User who interacts less frequently with Oracle uses the 170 MarkView Express
viewer, which is an html page that opens in a web-browser and provides the functions that
they need to process an invoice.
To process invoices, 170 MarkView provides electronic notations called Markups that
employees use in the viewer. 170 MarkView stores all Markups with the corresponding
information, for example, the date that the Markup was placed and the User ID of the
employee who placed the Markup. The system helps maintain a tight audit trail.

Features Chapter 3: 170 MarkView Viewers
Markups serve different purposes:

Annotation Markupsenable employees to add comments to a captured image. For
example, the employee can highlight a line that is illegible or add a sticky note to ask about
a questionable charge on an invoice.
Transitional Action Markupslet an employee move the invoice to the next phase of
processing. For example, when an AP Entry processor finishes adding information from
the invoice into an Oracle record, the employee places an Entry Completed Markup on
the invoice image in the viewer. 170 MarkView moves the invoice to the next queue in the
workflow for processing.
Non-transitional Action Markupslet an employee act on an invoice without moving it to
a different phase of processing. For example, an employee might increase the priority of an
invoice to prevent processing delays.
Features
170 MarkView viewers let employees manipulate captured images for better viewing by
providing buttons to zoom in or out, rotate the image, pan to the left or right, scroll, or go to
a selected page in a multipage document.
Viewers also allow employees to:

Add information to a captured image.
Route invoices to other users.
Use forms to add data to invoices.
Accept or reject invoices.
Note: The features available in the viewer depend on the viewer type (170 MarkView
Express or 170 MarkView Enterprise Edition) and how the viewer is configured.
170 MarkView Express viewer

The 170 MarkView Express viewer:
Message areaprovides information about what the employee needs to do next.
Markupslet employees annotate invoices.
Actionslets an employee act on the invoice, for example, fax, print, or email the image
with or without markups (depending on the view selected).

Chapter 3: 170 MarkView Viewers Features
The 170 MarkView Express viewer lets an employee send a PDF file or a document link
to users with internal email addresses.
Additional details
Lets an employee add accounting details to the invoice.
Document Historylists actions that an employee took on the invoice, the User ID of
the employee who took the action, and the corresponding timestamp.
Document informationvaries depending on the viewer and invoice type. For
example, an AP invoice may be subject to one or more holds. In these cases, the
window includes a table detailing these holds.
Image areadisplays the captured image.
Message
area
Markups
Actions Image area
Additional
details
Figure 3-1. 170 MarkView Express Viewer

Features Chapter 3: 170 MarkView Viewers
170 MarkView Enterprise Edition viewer

The 170 MarkView Enterprise Edition viewer provides:
Markups and actionslet employees annotate and process invoices. For example, an
employee can add sticky notes the invoice or return the invoice to the previous queue.
Image areadisplays the captured image.
Image and viewer controlslet an employee manipulate the invoice image and the
toolbars that appear for the viewer.
Image area
Image
Markups and viewer
and controls
actions
Figure 3-2. 170 MarkView Enterprise Edition Viewer

Chapter 3: 170 MarkView Viewers Features
Markups
The following figure shows how some 170 MarkView Enterprise Edition annotation
Markups appear on an image when used in the viewer.
3
1 Highlighterhighlights a line or a block of text.
2 Arrowpoints to a line or area of concern.
3 Blue Sticky Notelets an employee add remarks for the next person to open and view
(available in both viewers).
Some Markups also include controls such as a text box, list box, radio button, or check box.
Markups do not change the invoice image, but add a layer. 170 MarkView puts subsets of
Markups onto a virtual overlay known as a view. An employee can show or hide Markups
based on security setup.

Opening the viewer Chapter 3: 170 MarkView Viewers
Opening the viewer

An employee uses a Get Next feature from the Oracle Workbench to retrieve the next item
for processing. (The 170 MarkView installation and configuration process adds the Get Next
functionality to the Oracle Workbench.) Retrieving the item opens the viewer and displays
the captured image. An employee can also retrieve the captured image from MarkView Home
by looking in their Web Inbox or Working Folder or from the Process Monitor application.
Using Get Next, employees can retrieve only those documents:

On which they are authorized to work.
That belong to the Operating Units to which they have access.
170 MarkView sorts invoices for retrieval based on:

The priority of the invoice; the employee retrieves high-priority items first.
The date when the invoice entered the system; the employee retrieves older items first.
170 MarkView provides 2 types of work assignments accessible through Get Next. One type
allows anyone with authorization to access invoices from the queue. The other automatically
assigns transactions to specific users based on business rules.

CHAPTER 4 Entering Documents into the System
This chapter describes this

phase of processing.
Document Entry Invoice processing Handling exceptions

Sort, categorize Approval and coding Document entry
Scan, Fax, Email, Upload Review and QA Document processing
Enter data into Oracle Verify process Administrative
Analyze conflicts of interest Release for payment
Because 170 MarkView processes an electronic version of a document, processing begins

with capturing a document image. The capture process transforms the paper version of a
document into an electronic document image. Documents include invoices and supplier
documents.
Note: Documents that are already in electronic format, for example, PDF images of
invoices, do not need to be scanned or faxed.
170 MarkView stores captured image files and writes information about the file to the
MarkView database. Once an employee creates a record in Oracle, the MarkView database
associates the captured image to related information in Oracle.
To capture a document image, a scan operator:

Sorts and categorizes documents into document type and organization.
Generates and prints a bar code cover sheet for each document type using the
170 MarkView Bar Code Generator.
Scans, faxes, or submits documents electronically into the 170 MarkView system.

Sorting and categorizing documents Chapter 4: Entering Documents into the System
Sorting and categorizing documents

A company receives hard-copy invoices, receipts, and other documents. The scan operator
sorts the documents according to document type and organization.
The following table describes 170 MarkView document types.
Table 4-1. 170 MarkView document types

Document Type Description
Accounts Payable
PO invoice An invoice based on an Oracle purchase order.
Non-PO invoice An invoice not based on a purchase order.
Pre-Approved invoice A non-PO invoice that arrives at your AP department already coded
and approved.
Previously Entered invoice An invoice that needs to be paired with an existing Oracle record.
AP Invoice Follow-Up A document that provides additional information relevant to an existing
invoice record.
Suppliers
Supplier Document A document, such as a W-9 form, used for supplier setup.
Supplier Follow-Up A document that provides additional information relevant to an existing
supplier record.
Generating bar codes

Using the 170 MarkView Bar Code Generator, which is a web-based tool accessible from
170 MarkView Home, the scan operator generates and prints a bar code cover page for the
document type. The cover page can include properties such as the name of the organization
responsible for the document type and the processing priority to assign.
Scan operators can reuse bar code cover pages. Some scanners also accept thinly laminated
pages, which can further reduce paper use.

Chapter 4: Entering Documents into the System Using scan, fax, email, and uploads
Using scan, fax, email, and uploads

Scanning documents
Open Scan station software

Log in Check the scanned images
Start a batch Start the scan
Accept or reject the batch
Rescan as needed
Documents are ready to scan after the scan operator sorts the documents and generates a bar
code cover page that specifies the document type and attributes. The scan operator scans the
cover page as the first page of the scan operation. Reading the information from the bar code
lets 170 MarkView route the scanned document into the correct workflow. The bar code
cover page looks similar to the following figure.
PO Invoice Document Cover Page
Cover Page Generated by 170 MarkView Administrator
Copyright (c) 2009, 170 Systems, Inc. v 6.4.0.0
Print Close
Note: Although not recommended, a scan operator can scan documents without a bar code
cover page. Doing so requires that the operator manually specify the document type
for the batch of documents or for each document.
170 MarkView Scan runs on a PC connected to a scanner. The software lets the scan operator
see the scanned images.

Using scan, fax, email, and uploads Chapter 4: Entering Documents into the System
The scan operator can scan a single document or a batch of documents. When the operator
performs a scan, the 170 MarkView Scan software generates a unique scan batch number that
identifies the batch.
Single document scanscans documents one at a time. Each document has its own bar
code cover page, which the scan operator scans before each document.
Batch scanscans a batch of documents. A batch scan can have a single cover page,
which categorizes each document in the batch, or the batch can have several documents
each preceded by a different bar code.
Batch scan with a single bar code cover page is available if all of the documents meet the
following requirements:
Belong to the same document type, organization, and priority
Have the same number of pages
Batch scan documents with different numbers of pagesscans a batch of documents

that are the same document type but have a different numbers of pages. The operator
precedes the batch with a single bar code cover page. The scan operator manually inserts
breaks between documents.
The scan operator verifies that the number of scanned documents and pages match the
number expected and that the quality of the scanned images is acceptable. If necessary, the
operator rescans the images.
170 MarkView compiles and stores the origin information for each document, which the scan
operator can see using a 170 MarkView viewer.
Scan batch number
Date and time of the scan
Scan operator user ID
The origin information allows an operator to locate physical copies of documents that need
to be rescanned due to poor legibility, employee error, or non-MarkView issues.
Faxing documents
An employee or supplier can create electronic images of hard-copy documents and send them
to 170 MarkView through the 170 MarkView Fax Server. The employee or supplier faxes
documents to a specified inbound fax line that is associated with a server running the fax
server software. The person performing the fax can precede documents with a bar code cover
page, which lets 170 MarkView route the document to the correct queue for the document

Chapter 4: Entering Documents into the System Using scan, fax, email, and uploads
type. For example, your company can provide a supplier with a bar-code cover page to use
whenever the supplier faxes invoices to your AP staff.
Documents without a bar code cover page or with a cover page that cannot be processed,
require that the employee perform a manual review to properly identify the document type.
A manual review lets an employee manage documents with bar codes that the system could
not read, and documents that have no bar codes or document type specified. Employees can
do one of the following:
Contact the fax originator and ask that they fax the cover sheets or documents again.
Mark the documents as new and manually enter the document type information.
Ask that the document be rescanned if the image is unreadable.
Cancel the document.
The following diagram illustrates the process that a faxed document follows for entering the
170 MarkView system.
170 MarkView Fax Server Document Server
1
TIFF
TIFF
XML
2 170 MarkView
Import Server
instance
Import
Directory 3
XML
Fax Machine
4 MarkView Database
1 The 170 MarkView Fax server receives a fax.

2 The fax server creates the following files, which it stores in an import directory:
A TIFF file, which is an image of the faxed document.
A generic XML file that contains document information, such as phone number,
date and time of transmission, and so forth.
3 An instance of the 170 MarkView Import Server polls the import directory at specified
intervals for incoming faxes.
4 When the import server finds an incoming fax, the import server sends the XML file to
the 170 MarkView database server and the TIFF file to the document server, and
removes the file from the import directory.
The fax becomes an invoice in 170 MarkView and is ready for processing.

Using scan, fax, email, and uploads Chapter 4: Entering Documents into the System
Emailing documents
170 MarkView File Capture (MVFC) is an add-on product that converts the email
attachments to TIFF files and inserts the documents into the MarkView workflow. You can
configure MVFC to capture TIFF or PDF files received through email and save them as
170 MarkView documents.
A 170 MarkView administrator configures which email boxes MVFC monitors. The
administrator maps the mailboxes to cover pages, which can include bar codes that identify
the document type and workflow associated with the mailbox.
MVFC does the following:

Monitors MVFC mailboxes for new emails.
Identifies that an email with a TIFF or PDF attachment arrived.
Converts the attachment to a TIFF file.
Associates the captured image file with a cover page that is associated with the mailbox.
Inserts the capture image into the workflow for the document type indicated on the bar
code cover page.
Depending on your configuration, the person who sent the email can receive an email
response indicating that the document was accepted or rejected. The 170 MarkView
administrator can configure notifications for monitoring the email document process. The
notification informs the administrator about problems processing an email and associated
attachments.
Uploading PDF Invoices

SupplierExpress, a 170 MarkView for Accounts Payable add-on product, provides an Invoice
Submission feature that lets your suppliers submit PDF versions of PO and Non-PO invoices
electronically to your company. You can configure this option for all of your suppliers or only
selected suppliers. To use this feature, the supplier must have the ability to create or access
PDF versions of invoices.
The supplier follows on-screen instructions to upload a single PDF file from their PC.
Depending on the invoice submission selected, the PDF can represent a single invoice or
multiple invoices.
Standard Invoice submissionSupplierExpress creates a MarkView document and routes
the document to the queue configured for that supplier. The PDF can contain multiple
invoices.

Chapter 4: Entering Documents into the System Entering data into Oracle
Expedited Non-PO Invoice submissionthe supplier enters basic invoice header

information, for example, invoice number and amount, which expedites processing, and, if
configured, selects an approvers or point of contact. The PDF should contain a single
invoice.
SupplierExpress users in your company can view reports to determine if a supplier submitted
any PDF invoices. After one of your employees enters the invoice information into Oracle,
the supplier can use the Invoice Inquiry feature in SupplierExpress to check invoice status.
Entering data into Oracle

170 MarkView stores captured image files and writes information about the file to the
MarkView database. Once an employee enters header information and distributions into
Oracle, or 170 MarkView enters the information automatically, MarkView associates the
captured image with the Oracle record.
Some 170 MarkView add-on products help to automate parts of the process for entering
invoice data into Oracle. For example, the 170 MarkView integration with third-party OCR
products and 170 MarkView e-Invoice automate parts of the process.
After a document is submitted to 170 MarkView, an employee may need to modify or enter
information into Oracle.
170 MarkView routes captured images to an Entry queue that makes the invoice available for
an employee to retrieve and view. 170 MarkView identifies how much required invoice
information was captured and routes the invoice to the next queue for further processing.
Entering information manually

For documents submitted to 170 MarkView through scanning or faxing, an AP employee
needs to enter information into Oracle.
Using Get Next from Oracle opens a 170 MarkView viewer, which displays the captured
image.
With both the captured image and the Oracle data entry form open on the screen, the
employee can verify, modify, or add information into the system. Because both the form and
captured image on-screen, the employee can efficiently perform invoice entry and route the
invoice to the next phase for processing.

Entering data into Oracle Chapter 4: Entering Documents into the System
When viewing an invoice image, the employee can interrupt processing to forward the
invoice to someone else for verification or comment, to request a rescan, or to otherwise
collect missing or unclear information.
Entering information automatically

The data from electronically entered invoices (EDI, OCR Invoice, E-Invoice) is converted
into an Oracle record and a MarkView document in the appropriate workflow. Automatically
created invoices follow the same processes as those that are manually entered once the
manual invoice entry is complete. Information submitted automatically does not require an
employee to retrieve and enter data into Oracle.

Chapter 4: Entering Documents into the System Analyzing potential conflicts of interest
Analyzing potential conflicts of interest

The workflows for all invoice types include the Invoice Entry Complete checkpoint. This
checkpoint analyzes whether the entry processor has a potential conflict of interest. The
170 MarkView Administrator can configure the checkpoint to do the following if it detects a
possible conflict of interest:
Log a violation without requiring additional action
Force a review without logging a violation
Log a violation and force a review
The System Administrator can also disable checkpoints.
For invoices manually entered into the system, the Entry Complete checkpoint checks to see
whether the entry processor created the associated supplier record or was the last person to
update the supplier information.
If the entry processor did neither, the document continues in the workflow.
If the invoice entry processor did create the supplier record or was the last employee to
update the record, the invoice moves to an Invoice Entry Review queue. Another
employee retrieves the document and either accepts or rejects the invoice.
To determine how frequently employees need to review for potential conflicts, a manager can
run a query that checks for invoice creation fraud. 170 MarkView Advisor, an add-on product
that works with 170 MarkView for Accounts Payable, and the Interactive Queries utility in
170 MarkView provide additional reporting tools to give the management team insight into
possible conflicts of interest.
Invoices that pass the Invoice Entry Complete checkpoint move to the next queue to
continue processing.

Analyzing potential conflicts of interest Chapter 4: Entering Documents into the System

CHAPTER 5 Processing Invoices


Sort, categorize Approval and coding Document entry
Scan, Fax, Email, Upload Review and QA Document processing
Enter data into Oracle Verify process Administrative
Analyze conflicts of interest Release for payment
Once entered into 170 MarkView and Oracle, the invoice undergoes processing based on the
document type and the workflow, which comprises a series of queues. 170 MarkView
provides configurable workflows for processing invoices and supplier documents.
The way that a company configures their workflows has a direct impact on the efficiency of
processing. Each company must consider industry best practices, recommended
170 MarkView best practices, and corporate business needs.
Processing Accounts Payables Invoices

The following sections describe the basic workflow that AP invoices follow during
170 MarkView and Oracle processing. Employees in different roles perform the actions
needed to complete some of the workflow processes. 170 MarkView performs other actions,
which do not require employee action.
Note: The descriptions that follow provide a high-level view of invoice workflows. Details
about configuration options and selections that a company needs to make when
defining workflows appear in Appendix A on page 137.

Processing Accounts Payables Invoices Chapter 5: Processing Invoices
Employee roles vary according to corporate or departmental structures. Therefore, the roles
identified in the following workflows may differ from those used by your company.
Non-PO Invoices
The Non-PO Invoice workflow requires that the employee who purchased the item or
service verify the invoice total and the receipt of the purchased item or service. The employee
also codes lines of the invoice to associate them with the correct GL accounts.
Approval Business User/Manager

Invoice Entry and
Coding Administrative Assistant
1 2
AP Processor
Additional Review AP or Finance Manager
QA Review Sr. AP Processor

3
Hold Resolution
(if needed) AP Processor
Released for Payment 170 MarkView
1 Invoice entryan AP Processor captures the invoice image and completes the Oracle
data entry. Then, the processor selects the employee to code and approve the invoice.
2 Approval and Codinglets a Business User with the correct authority approve and
code the invoice, and then send the invoice for review and QA. (The Business User
may have an Administrative Assistant code the invoice.)

Chapter 5: Processing Invoices Processing Accounts Payables Invoices
The system routes a Non-PO invoice to an employee who can:

Code the invoice or update the information. (A Coding checkpoint performs
conflict of interest checks.)
Approve the invoice.
Send the document image, along with remarks or questions to a co-worker for more
information.
Send an incorrectly routed invoice or an invoice with issues back to Accounts
payable for resolution.
3 (optional) Additional Review, QA Reviewsends an invoice for review, as needed.
Additional Reviewan invoice that exceeds a high-value threshold might require
additional review by an AP or Finance Manager.
QA Reviewlets a Sr. AP Processor review a percentage of invoices to assure
quality. The Sr. AP Processor can verify that AP Processors enter data correctly into
Oracle and that the invoice followed the best practices workflow.
If an invoice does not need additional review or is not within the percentage set for
quality monitoring, the invoice bypasses these queues and moves to the next queue.
4 Hold Resolution (if needed)lets an AP Processor resolve a hold condition applied to
an invoice. (If a hold exists, 170 MarkView routes the invoice to Accounts Payable to
facilitate the holds resolution process.) The processor resolves the hold before the
invoice moves to the next phase of processing.
5 Release for payment170 MarkView releases the invoice for payment through Oracle.

Non-PO Invoice processing can require additional steps for approval and resolution.
Invoice Entry Approval and Coding

Finance or AP employee
Comment Requested Purchasing employee
Business User
1
Additional Review AP Processor

Approval Resolution
Issue resolution specialist
QA Review
2
AP Processor
Hold Resolution AP Resolution
Released for Payment
1 Comment Requestedlets an employee send an invoice to another employee for more

information before continuing invoice processing. For example, the Business User may
need invoice verification from a co-worker.
2 Approval Resolutionlets an AP employee resolve questions sent by an approver or
reviewer and then move the invoice to the next phase of processing.
3 AP Resolutionlets an AP Processor or a specialist in issue resolution resolve a hold
condition applied to an invoice. The processor or specialist resolves the hold before the
invoices moves to the next phase of processing.

PO Invoices
The following flowchart shows the basic workflow that a PO Invoice follows for processing.
PO Invoice processing often requires matching invoices against a PO and verifying the
receipt of goods.

Invoice Entry
1 2
AP Processor
Receipt Business User

Verification
Shipping/receiving coordinator
Hold Resolution AP Processor or

(if needed) Issue resolution specialist
Purchasing employee or Buyer
4
1 Invoice entrylets an AP Processor enter header information into Oracle and match
the invoice to the purchase order. 170 MarkView then routes the invoice to the next
2 (optional) Additional Review, QA Reviewif the invoice requires additional review or
falls into the percentage of invoices that require QA review, the invoice moves to a
review phase. An invoice might require both additional and QA review.
3 (optional) Receipt Verificationlets the Business User who made the request confirm
that 2-way matched items (for example, services) outlined in the invoice were provided
satisfactorily. This feature leverages information from Oracle to determine if the
invoice is a 2-way match, and identify the reviewer.
4 Hold Resolution (if needed):

Receiving Resolutionlets a shipping/receiving coordinator resolve requisition or

purchase order issues that are holding up payment. This feature leverages
information from Oracle to identify the reviewer.
AP Resolutionlets an AP Processor or a specialist in issue resolution resolve a
hold condition applied to an invoice. The processor or specialist resolves the hold
before the invoices moves to the next phase of processing.
Purchasing Resolutionallows a member of the Purchasing team or the buyer
resolve invoice holds associated with purchase order issues.
Due to the complexity of the purchasing process and the matching of invoices to purchase
orders, 170 MarkView makes a number of exception handling conditions available in the
workflow.
Purchasing
Review Purchasing employee
1
Additional Review
Invoice Entry
QA Review
Comment Finance or AP employee

Receipt Purchasing employee
Verification Requested
Business User
2
Hold Resolution
(if needed)

1 Purchasing Reviewlets a member of the Purchasing team respond to questions asked

by an AP Processor about the related purchase order. For example, the AP Processor
may find that the Purchase Order is closed and invoice matching is therefore halted.
information before continuing invoice processing.
Pre-Approved Invoices
The following flowchart shows the basic workflow that a pre-approved invoice follows for
processing. Pre-approved invoices are invoices that are not associated with a purchase order
and reach AP for entry with all appropriate coding and authorizing signatures in place.

Invoice Entry
1 2
AP Processor
Hold Resolution AP Processor

(if needed)
3
1 Invoice entryan employee enters invoice header information and invoice

distributions, submits the invoice to 170 MarkView, and sends the invoice to the next
2 (optional) Additional Review, QA Reviewif the invoice requires additional review or
falls into the percentage of invoices that require QA review, the invoice moves to a
review phase.
3 Hold Resolution (if needed)lets an AP Processor resolve a hold condition applied to
an invoice. (If a hold exists, 170 MarkView routes the invoice to Accounts Payable to
facilitate the holds resolution process.) The processor resolves the hold before the
invoice moves to the next phase of processing.

Resolving a hold Chapter 5: Processing Invoices
Pre-approved invoices usually complete processing with fewer steps than PO and non-PO
invoice processing. However, the invoice might still require QA or additional review.
Note: An employee can send pre-approved invoices out for comments during invoice entry,
Additional Review, and QA Review.
Additional Review Finance or AP employee

Invoice Entry Comment
Requested Purchasing employee
QA Review Business User
1

AP Resolution
(if needed) Issue resolution specialist
2

information before continuing invoice processing.
2 AP Resolutionlets an AP Processor or a specialist in issue resolution resolve a hold
condition applied to an invoice. The processor or specialist resolves the hold before the
invoices moves to the next phase of processing.
Resolving a hold
A hold is a status that Oracle assigns to an invoice when the invoice lacks required
information. In addition, 170 MarkView assigns a MarkView hold in Oracle to an invoice
when the invoice enters the system. 170 MarkView removes the MarkView hold after the
invoice completes all Approval and Review processing required by the defined business steps.
The system routes invoices with holds for resolution based on who is responsible for
resolving the hold. For example, Accounts Payable, the Business User who requested the
goods or who will receive the goods, or the buyer listed on the purchase order.

Chapter 5: Processing Invoices Processing supplier documents
If more than one hold exists, the system routes the invoice through the process until all holds
are resolved. Some holds require that more than one employee agree that the hold is resolved.
The resolution process begins when an employee retrieves an invoice from a hold resolution
queue. After retrieving an invoice, an employee can:
Send the document to another employee with a question or comment. The invoice does
not continue in the resolution process until the recipient responds.
Send the invoice back to AP. An AP processor can resolve the hold and return the invoice
to the sender or cancel the record.
Resolve the hold in Oracle and send the item into the workflow.
Cancel the invoice (AP processor only).
If multiple holds exist with different routings, they are processed sequentially based on the
hold configuration. If the Oracle hold is resolved through receiving or other system means,
170 MarkView detects the resolution and routes the invoice to the next queue.
Processing supplier documents

When an employee needs to create or modify a supplier record, the employee generates a bar
code using the Supplier Document type and scans the supplier document with a bar code.
170 MarkView routes the document to the queue for supplier records (for example, W-9s).
The captured image becomes available to employees who can access the Supplier Entry form
in Oracle and retrieve the supplier document image. Having both open, the employee can
enter or modify the relevant information.
When the employee saves the document, the system attaches the document image to the new
record. If the information for an existing supplier is being modified, the employee locates the
record in Oracle and attaches the document.
If an invoice needs to be entered and Oracle has no supplier record for the company that
submitted the invoice, the employee can route the invoice for supplier maintenance. Once
completed, the invoice returns to Accounts Payable for processing.

Processing follow-up documents Chapter 5: Processing Invoices
Processing follow-up documents

170 MarkView lets an employee attach follow-up documents to existing supplier or invoice
records. For example, your company may require that suppliers submit annual tax forms that
you attach to their supplier record.
To process a follow-up document, an employee generates a bar code using the appropriate
document type and scans the document with a bar code. 170 MarkView routes the document
to the queue for document type.
170 MarkView examines the properties of the document and determines whether to attach
the document to a record.
If the bar code is legible and the information is valid, the system attaches the document to
the record.
If the bar code is illegible or the information is invalid, the system moves the document to
a queue for manual review.
Archiving invoices
170 MarkView does not delete invoices and the associated 170 MarkView documents from
the system but retains invoices and captured images for tracking and auditing purposes.
The 170 MarkView system archives old invoice invoices within each workflow. When an
invoice reaches the Completed queue, the invoice remains in the queue for a specified
number of days. By default, invoices are retained for 30 days. After the specified number of
days elapses, the invoice moves to an Archive queue.
Handling out-of-office scenarios

To prevent interruptions and stoppages in invoice processing due to employee absence,
170 MarkView allows for alternate user assignments. If an employee plans to be out of the
office, the employee can assign an alternate user. In the employees absence, 170 MarkView
forwards invoices that would be assigned to that employee to the alternate. If the absence is
unexpected, the system administrator can assign the alternate employee.

Chapter 5: Processing Invoices Configuration options
Configuration options
170 MarkView lets your team configure a number of options, including:
Checkpoints:
Enabling and disabling checkpoints
Configuring auditing for checkpoint violations
Enabling Additional review and QA review
Enabling automatic invoice retrieval by the AP Processor who entered the invoice.
For PO Invoices:
Specifying the order in which holds are resolved on invoices with multiple holds.
Specifying by hold type which user or group is responsible for resolution
Specifying the verification of the receipt of goods or services
Including a Senior Financial Audit invoice review when the invoice is released for
payment.
Enabling comment routing
Setting approval protocols, including:

Approval hierarchy to use
Alternate user configuration
Setting Pre-Approved workflow entry conditions.
Specifying that unattached document images cannot move to the next phase of processing.
For details about configuration options and selections that a company needs to make when
defining workflows, see Appendix A on page 137.

Configuration options Chapter 5: Processing Invoices

CHAPTER 6 Handling Exceptions


Sort, categorize Approval and coding
Scan, Fax, Email, Upload Document entry
Review and QA Document processing
Enter data into Oracle
Verify process Administrative
Analyze conflicts of interest
Release for payment
Exception handling occurs when a document requires an action that falls outside of the usual
workflow. For example, a faxed invoice may be illegible, the scan operator might have scanned
invoices into the wrong document type, or a supplier might not have provided a W-9 form.
Exceptions can require the following actions:

Rescan a document
Re-create a document image
Split a 170 MarkView document

Recycle a document
Return an invoice to the supplier

Recover a returned invoice
Send an invoice for supplier maintenance

Cancel an invoice

Document processing exceptions Chapter 6: Handling Exceptions
Other handling that the employee may perform, includes:

Increase document priority
Copy a document
Manage document errors
Document processing exceptions

Rescan a document
If an entry processor determines that a invoice image is illegible or was incorrectly scanned,
the processor can request a rescan. After the entry processor moves the invoice to a queue for
rescanning, a rescan reviewer evaluates whether the image needs rescanning. If the image
needs rescanning, the reviewer sends it for rescanning. If not, the reviewer returns the invoice
to the workflow.
Re-create a document
If an invoice is assigned the wrong document type, an employee can use 170 MarkView to
create a new MarkView document from the original, assign the correct document type, and
have 170 MarkView move the invoice to the appropriate 170 MarkView workflow.
The original MarkView document moves to a Redirected Invoices queue for historical and
auditing purposes.
Split a 170 MarkView document

If a number of documents are scanned in as a single multi-page document, an AP processor
can use 170 MarkView to split the document into separate documents. During the procedure,
the processor categorizes the documents, which routes them to the appropriate workflow for
the document type.
Recycle a document
From an entry queue, an employee can remove unnecessary documents from the workflow.
The documents remain in the Recycle Bin for tracking. An optional Recycle Bin reviewer
evaluates whether the document is unneeded or a duplicate, and either cancels processing or
returns the document to the workflow.

Chapter 6: Handling Exceptions Document processing exceptions
Return an invoice to the supplier

If an invoice has an issue that prevents the AP department from entering the invoice into
Oracle, the AP entry processor can return the invoice to the supplier. For example, the
invoice may not include a PO number, which prevents the AP staff from completing the
invoice entry.
An employee can print and mail the invoice, or fax or email the invoice back to the supplier.
By default the system provides the following return invoice reasons:

Invalid Invoice
Duplicate Invoice
Purchase Order Number Required on Invoice
Contact Name Required on Invoice
Optionally, employees with the appropriate permissions can review returned invoices. The
employee determines if the invoice returns to the supplier or returns to the workflow.
Recover a returned invoice
Using 170 MarkView Returned Invoices inquiry, an employee can search for invoices that
were returned to the supplier, recover the invoice, and return it to the workflow. An employee
may need to do so:
Once the supplier provides the information needed to continue processing.
If a reviewer determines that the invoice was returned to the supplier in error.
The inquiry feature lets your team monitor suppliers and identify those who habitually forget
to provide information, for example, a contact. Your team can then target communication
with those suppliers.
Send an invoice for supplier maintenance
An AP processor can send an invoice to the supplier maintenance team to update the supplier
record before entering the invoice. For example, the supplier may be a new supplier, have
added a new site, or changed an address.

Additional handling Chapter 6: Handling Exceptions
Cancel an invoice
An employee can cancel an invoice by canceling the invoice record in Oracle then canceling
170 MarkView processing. The invoice moves to a Canceled queue, where the system stores
canceled images for tracking purposes.
An employee can also print or fax the invoice with a notice to the supplier, if your system
includes Print Server or Fax Server.
170 MarkView also provides an Invoice Sweep procedure that automatically removes
canceled or deleted invoices from the active 170 MarkView workflow.
Additional handling
Comment Requested
Comment Requested lets a MarkView user with access to the following queues route an
invoice to another employee with a request for comments:
Non-PO Invoice Entry Receipt Verification

PO Invoice Entry AP Resolution
Pre-Approved Invoice Entry Receiving Resolution
Approval and Coding Purchasing Resolution
Review Required
QA Required
The invoice returns to the original step in the workflow after the employee adds comments.
The system places the invoice in the specified employees Web Inbox. An employee with the
appropriate role can also see the invoice in the Working Folder.
Invoices awaiting comment do not progress through the main workflow until the specified
employee adds comments to the invoice.

Chapter 6: Handling Exceptions Additional handling
Email Document
From the 170 MarkView Express viewer, an employee can use the email document feature to
send the invoice PDF back to the supplier to resolve questions.
For example, an employee looking at an invoice might want to double-check the invoice
amount with the supplier. Using the Email Document feature, the employee can email the
invoice PDF to the supplier without having the invoice reassigned to another employee.
Increase invoice priority
Employees with appropriate permissions can change the priority of an invoice in any queue
so that the invoice is retrieved before others entered at the same time with the same priority.
Each time an employee uses this feature, the invoice priority increases by 10 points. Invoices
begin with a priority of 20.
Copy a document
Some documents serve multiple purposes, for example an invoice might also initiate the
addition of or change to supplier information. The invoice would then be captured as an
attachment to a supplier record. An employee can copy documents to use for multiple
purposes. When doing so, the employee categorizes the copy as a different document type
than the original.
Manage workflow errors

The system sends documents that cause errors to the Workflow Administration queue, where
a 170 MarkView system administrator can:
Resolve the error and return the invoice to the queue where it was prior to entering the
Workflow Administration queue.
Remove the invoice from the workflow and place it in storage.
Employees working in the Workflow Administration queue must be assigned to the

170 Workflow Administrator role and user group.

Configuration options Chapter 6: Handling Exceptions
An intermediary Recycle Bin Review queue.
A choice of specific return reasons in the Return to Supplier Markup.
The use of an intermediary Returned Invoice Review queue.

The ability to return an invoice that already is attached to an Oracle record.

SECTION 2 Add-On Products for 170 MarkView
This section describes products that you can purchase separately to further optimize invoice
processing. When you install these products, they integrate and work with 170 MarkView
products, which must be installed on your system.
Some of these add-on products integrate and work with only 170 MarkView for Accounts
Payable. Others also integrate and work with 170 MarkView Expense Management and the
170 MarkView Document Library. Product descriptions identify those products.

Section 2: Add-On Products for 170 MarkView

CHAPTER 7 OCR Options
To use these products, you must have 170 MarkView for Accounts Payable installed.
Optical character recognition (OCR) options integrate with 170 MarkView for Accounts
Payable. These products reduce the need for AP processors to manually enter data into
Oracle and let your team automate parts of the invoice entry process.
Optional OCR products for 170 MarkView include:

EMC Captiva OCR for 170 MarkView.
Kofax OCR for 170 MarkView (see page 63).
About EMC Captiva for 170 MarkView

The integration between EMC Captiva OCR, EMC Documentum, and 170 MarkView offers
a payables solution for processing PO and Non-PO invoices. The integration lets an
Accounts Payable department capture and store invoice data using EMC Captiva and EMC
Documentum.
An employee scans a paper document into EMC Captiva, which performs optical character
recognition (OCR) to transform the paper document into a file containing a captured image
of the invoice and associated data. EMC Captiva identifies the invoice header and line items,
which it verifies against Oracle data returned through MarkView.
After EMC Captiva completes the capture and sends the data to 170 MarkView, MarkView
adds the data to an interface table and Oracle creates the invoice. 170 MarkView then routes
the invoice to the appropriate queue for processing.

About EMC Captiva for 170 MarkView Chapter 7: OCR Options
Because the integration provides both capture and storage solutions, the integration does not
support the installation of 170 MarkView File Capture or the 170 MarkView Document
Library, or 170 MarkView integration with Captaris RightFax.
The 170 MarkView integration with EMC Captiva and Documentum uses two EMC
products to help manage MarkView documents:
EMC Captiva InputAccel for Invoicestransforms paper invoices into digital images,
enabling invoice data to be automatically extracted, validated, and exported into
170 MarkView.
EMC Documentum Content Serverprovides content management services and a
comprehensive infrastructure for 170 MarkView documents. When coupled with the
Content Server, the EMC Documentum High-Volume Server provides a foundation that
supports high-volume transaction and archive environments.
170 MarkView uses EMC Captiva InputAccel for Invoices to capture and extract data from
supplier invoices. The EMC software uses APIs provided by 170 MarkView to validate the
data it extracts and provides a user interface for verification. Once verified, the system
exports documents from EMC Captiva InputAccel for Invoices and imports the documents
into 170 MarkView.
With EMC Documentum Content Server integration, the 170 MarkView Document Server
stores captured images in Documentum repositories. In addition to storing the captured
images, 170 MarkView sends invoice metadata, such as Supplier, Invoice Number, Invoice
Total, and so forth, to the object within Documentum. 170 MarkView maintains the accuracy
of the Documentum data by synchronizing the data as the invoice moves through the invoice
workflow.

Chapter 7: OCR Options About EMC Captiva for 170 MarkView
About the integration architecture

The following diagram shows a high-level view of the integration and how EMC servers
(Captiva and Documentum) fit with the 170 MarkView architecture.
170 MarkView
1 4
Scanner 3
EMC Captiva InputAccel

170 MarkView
5
Document Server
Documentum
Content Server
1 After scanning, EMC Captiva InputAccel performs the following actions:

a Automatically enhances scanned images for clarity.
b Classifies batches into separate invoice images and associated metadata.
c Using OCR, extracts information from the scanned images and populates the fields
with information needed in Oracle
d Validates the data for correctness and completeness. During validation, EMC
Captiva communicates with 170 MarkView to verify data that MarkView received
from the ERP system.
Note: Depending on the EMC Captiva configuration, some of these processes can
run unattended. Others require an employee action, like clicking OK, to keep
the process moving.
2 EMC Captiva InputAccel communicates with the 170 MarkView Database Server to
retrieve ERP data and to create new invoices.

About EMC Captiva for 170 MarkView Chapter 7: OCR Options
3 EMC Captiva InputAccel communicates with the 170 MarkView Document Server to
upload invoice images.
EMC Captiva InputAccel exports the XML data and TIFF images to 170 MarkView.
4 The 170 MarkView Database Server sends metadata to the Documentum Content
Server.
5 The 170 MarkView Document Server stores the TIFF files on the Documentum
Content Server.
About the process flow

The following figure and list describe the process flow used in the 170 MarkView and EMC
Captiva and Documentum integration.
1 The Captiva InputAccel for Invoices module creates (in a local directory) a TIFF file
that contains a captured image of the invoice, and an XML file that contains document
metadata.
2 The 170 MarkView Import Server monitors the local directory for new files to process.
3 The 170 MarkView Import Server sends the TIFF file to the 170 MarkView Document
Server and the metadata file to the Invoice Workflow in the 170 MarkView Database.

Chapter 7: OCR Options About Kofax OCR for 170 MarkView
4 The 170 MarkView Document Server sends the TIFF file to the Documentum
Content Server.
5 As an invoice navigates through the Invoice Workflow, 170 MarkView sends the
invoice metadata to 170 MarkView Documentum Synchronization.
Invoice data is sent to Documentum at various points in the invoice workflow:
a Invoice attachment occurs when an ERP invoice is attached to a 170 MarkView
document.
b Entry into any of the following queues (in the PO Invoice and Non-PO Invoice
workflows):
Pending Payment
Completed
Archive
Canceled
6 170 MarkView Documentum Synchronization sends the invoice metadata to the
Documentum Content Server.
About Kofax OCR for 170 MarkView

Kofax OCR for 170 MarkView performs character recognition on invoices that are scanned
for rapid entry into Oracle. Kofax OCR for 170 MarkView integrates with Kofax Capture
and Kofax Transformation Modules.
Although the process enters most invoice data into Oracle, an employee can add or correct
information using 170 MarkView.
How the system transforms data

Kofax OCR for 170 MarkView automatically transforms a paper invoice into an invoice in
Oracle Payables and a captured image of the invoice. The resulting invoice is routed to an
Accounts Payable workflow based the invoice type.
The system transforms data by:

Imaging the paper invoice.
Performing OCR on the invoice.
Validating the invoice data read through OCR.

About Kofax OCR for 170 MarkView Chapter 7: OCR Options
Inserting the data into Oracle AP Invoice Import tables.

Creating an invoice in the appropriate AP workflow.
Capture and output components create an invoice image
Invoices enter the 170 MarkView system through a Capture and Output component such as
Scan or Fax. These Capture and Output applications work with their host hardware to create
invoice images and to store the invoice images on the Document Server. 170 MarkView
exports the document to Kofax for processing.
Kofax evaluates the file
When a new invoice image appears in its Input directory, Kofax Xtrata Pro evaluates it. This
product performs optical character recognition on invoices. After completing the visual
parsing, Kofax Xtrata Pro constructs an XML file containing the invoice data and places that
XML file in its output directory.
Import Server retrieves the XML file
The Import Server retrieves the XML file, loads it into the database, and then notifies Kofax
OCR for 170 MarkView.
Kofax OCR validates the XML file
Kofax OCR for170 MarkView validates the OCR data against the data in the ERP system,
using the following validation rules:
Validation Rule Description

Supplier Required Checks that a supplier name is either specified or derived.
Invoice Date Required Checks that the invoice contains an invoice date.
Invoice Number Required Checks that the invoice contains an invoice number.
Invoice Total Amount Required Checks that the invoice contains an invoice total amount.
Check Invoice Line Sum Checks that the sum of all the invoice line amounts equals the
invoice total amount. If the invoice line amounts are nonexistent or
do not equal the invoice total amount, then the rule might add a
dummy invoice line depending on the values of certain
preferences.
Set Terms Id Derives the invoice terms based on the invoice, supplier, or
purchase order. This is a configurable option.
Match Single Line Invoice to Single Examines both the invoice and its corresponding PO. If both
Line PO include only a single line, then the invoice and its corresponding
PO match.

Validation Rule Description

Match to Quantity, Unit of Measure and Compares the value of Quantity, Unit of Measure, and Unit Price in
Unit Price the invoice to those same three values in the corresponding PO. If
all three pairs of values agree, then the invoice and its
corresponding PO match.
Match to Quantity and Unit of Measure Compares the value of Quantity and Unit of Measure in the invoice
to those same values in the corresponding PO. If both pairs of
values agree, then the invoice and its corresponding PO match.
Match to Unit of Measure and Unit Compares the value of Unit of Measure and Unit Price in the
Price invoice to those same two values in the corresponding PO. If both
pairs of values agree, then the invoice and its corresponding PO
match.
PO Line Required Verifies that a valid line in the PO matches its corresponding valid
line in the invoice.
These rules validate the uploaded data before passing the data to Oracle. The validation rules
decrease the possibility of import errors.
Kofax OCR creates the invoice

Kofax OCR for 170 MarkView inserts the invoice data into the Oracle Payables Open
Interface Import tables. Then, the Oracle Payables Open Interface Import program runs and
processes the data, creating an Oracle AP invoice. The document image is automatically
attached to the invoice record. Then, the invoice enters the appropriate Accounts Payable
workflow.
Correct an invoice
An invoice that has completed the data transformation process may require additional or
corrected data. For example:
An invoice is missing information.
All required information is displayed, but some information did not pass validation, for
example, the invoice total did not equal the sum of all the invoice items.
When errors occur, AP employees 170 MarkView to correct mistakes. Kofax OCR for
170 MarkView re-evaluates the revised data.

A 170 MarkView Connector Review page provides a summary of errors. From this page, an
employee can open a page that includes all the fields that the employee can edit.
To help resolve the errors, Connector Review provides error and warning messages. Your
system may also include automatic correction, which applies corrections to subsequent
documents.
Once the data is corrected, the system revalidates the invoice. Once validated, 170 MarkView
enters data into an interface table and an Oracle job creates an invoice. MarkView routes the
invoice through the workflow.
Display or hide data that appears on 170 MarkView Connector Review pages.
Invoke auto-correction automatically or on a case-by-case basis during the 170 MarkView

Connector Review process.
Enable added validation rules, or disable validation rules.
Apply validation rules in a customized order.
Enabling auto-correction for specified items.
Adding validation data to increase recognition rates.
Disabling or changing the sequence of the validation rules.

The payment terms to use when paying an invoice:

BESTUse the best available terms.
INVOICEUse the terms specified on the invoice.
SUPPLIERUse the supplier payment terms.
SUPPLIER_SITEUse the terms associated with the supplier site.
POUse the terms associated with the Purchase Order.
Auto-create an invoice line if the invoice is not balanced for each type of invoice received
through Kofax OCR for 170 MarkView. For each auto-created line, a dummy GL account
code is populated. The dummy line is automatically deleted after the invoice is parked.
During the invoice processing workflow, a field user can apply the correct GL account
code to balance the invoice.
Connector Review Web GUI screens to display, hide, or default the values in the enabled
data fields.


CHAPTER 8 170 MarkView e-Invoice
To use this product, you must have 170 MarkView for Accounts Payable installed.
170 MarkView e-Invoice works with 170 MarkView for Accounts Payable to transform data
from your supplier into an invoice in Oracle and a MarkView document in 170 MarkView for
Accounts Payable. When a supplier submits an invoice electronically, 170 MarkView e-Invoice
creates an invoice record in Oracle Payables, thereby eliminating paper-to-electronic
conversion tasks.
In most cases, this process saves employees from having to enter invoice details manually into
Oracle. However, an employee can add or correct information using 170 MarkView.
How the system transforms data

The process begins when a supplier sends an electronic invoice through the 170 MarkView
e-Invoice Supplier Service, which is powered by OB10, a global e-invoice network.

How the system transforms data Chapter 8: 170 MarkView e-Invoice
The supplier service transforms the invoice data into an XML file and creates a TIFF image
that displays the key data.
Sreeni's Party Supplies
Invoice no. 15923
10101100010101110101110 <XML>
00101011101010111010101 <InvoiceNumber>
01100010101110101110001 15923 Item Qty Price
01011101010111010101011 </InvoiceNumber>
00010101110101110001010 <Supplier> Chairs 500 6,000.00
11101010111010101011000 Sreeni's Party Sculptures 3 1,125.00
This data is in the
10101110101110001010111 </Supplier> Juggles 2 800.00
format of the supplier's
01010111010101011000101 Supplier service <Total>
choosing.
01110101110001010111010 7925.00
10111010101011000101011 </Total> $7,925.00
10101110001010111010101 ...
11010101011000101011101
01110001010111010101110 Digitized image
10101011000101011101011 </XML>
10001010111010101110101
Electronic data from supplier XML file
The 170 MarkView e-Invoice Supplier Service transfers both files to a designated server in
the data center. 170 MarkView e-Invoice then transforms the XML data into a database entry.
<XML> Num Supplier Total ...

<InvoiceNumber>
15923 120AF Widgets 192.75 ...
</InvoiceNumber>
<Supplier> 29-W Bolts 47.50 ...
Sreeni's Party 111a Flo's Gardens 359.00 ...
</Supplier>
17911 Happy's 75.00 ....
<Total> 170 MarkView e-Invoice
7925.00 15923 Sreeni's Party 7925.00 ...
</Total>
...
</XML>
XML file Database
If the data cannot be validated successfully against the ERP, the system routes the invoice to a
virtual queue, where it awaits an employees attention. The employee uses a web-based utility
to review the data and TIFF image and to make any necessary corrections.
Once these steps are completed, 170 MarkView uses the data to create an invoice in the ERP
system.

Chapter 8: 170 MarkView e-Invoice How the system transforms data
Oracle processes the new database entry and creates an invoice record. The TIFF image of
the invoice is automatically associated with the record, and a 170 MarkView for Accounts
Payable invoice is created.
Num Supplier ...
10110 Widgets ...

85-W Bolts ...
Oracle
27621 Flo's Gardens ...
A588 Happy's ...
15923 Sreeni's Party ...
170 MarkView
Database
Supplier Service creates files

The 170 MarkView e-Invoice Supplier Service creates two files based on the invoice data:
An XML file.
A TIFF image of the invoice.
The supplier service moves both files to a designated server within your organization.
170 MarkView e-Invoice acts on the files

170 MarkView e-Invoice checks the designated server for new invoice information. When it
finds a pair of new files, 170 MarkView e-Invoice:
Transforms the XML file into an XML file optimized for use by 170 MarkView.
Creates an association between the new XML file and the TIFF file.
Uploads the TIFF to the document server.
Categorizes each invoice as either:

An invoice associated with a purchase order (a PO Invoice)
An invoice not associated with a purchase order (a Non-PO Invoice)
Once the process finishes, 170 MarkView e-Invoice processes the invoice data and validates
the data against Oracle E-Business Suite.

Validation rules Chapter 8: 170 MarkView e-Invoice
170 MarkView e-Invoice validates data

170 MarkView e-Invoice transforms the XML data into database entries, then validates the
data using a set of rules.
These rules are designed to spot problems with the data. For example, one rule ensures that
the supplier who submitted the invoice is enabled in Oracle Payables. Another rule verifies
that the sum of all invoice lines equals the total amount being billed. This process helps to
eliminate potential errors that the system may encounter when adding the data to Oracle.
If any data is invalid, the item is routed for correction. The AP processor reviews the data and
revises it as needed. As part of this process, the employee can display and examine the
captured TIFF image. After the employee finishes, 170 MarkView e-Invoice evaluates the
validity of the revised data.
170 MarkView e-Invoice inserts invoice data

After validating the invoice data, the 170 MarkView e-Invoice moves the data into the Oracle
AP Invoice Import tables. At this point, the Oracle Invoice Import concurrent program
processes the data, creating an invoice record in Oracle Payables.
The captured invoice image is attached to the invoice record. Employees can then use a
170 MarkView viewer to display and act on the invoice.
170 MarkView creates an invoice in the appropriate workflow, ensuring that the invoice goes
to the right people for review, hold resolution, and so forth.
If a problem occurs during the import process, the invoice is routed to a queue for
correction. An employee can correct the invoice in Oracle.
Validation rules
If any data fails a validation rule, the system routes the invoice to a virtual queue, where it
waits for an employees attention.
The following table provides a partial list of 170 MarkView e-Invoice default validation rules.
The table omits rules that your team should not disable or change.

Chapter 8: 170 MarkView e-Invoice Validation rules
Table 8-1. Default Validation Rules

Rule Description
Check Invoice Line Sum Checks that the sum of all the invoice lines equals the invoice total amount. If
line amounts do not exist or do not equal the invoice total, the rule might add a
dummy invoice line, depending on the values of certain preferences.
Check Line Distribution Checks for valid line distribution coding.
Coding
Check Supplier Active Checks Oracle Payables data to verify that the supplier is active. Oracle
Payables maintains data about each supplier that indicates the supplier
status.
Check Supplier Enabled Checks that the supplier is enabled in the Oracle Payables system.
Check Supplier Site Active Checks Oracle Payables data to verify that the supplier site is active. Oracle
Payables maintains data about each supplier site that indicates the site status.
Default To Primary Pay Makes the supplier's Primary Pay Site the default value for the Supplier Site if
Site no supplier site was derived.
Default To Single Pay Site Makes the suppliers Single Pay Site the default value for the supplier site if no
supplier site was derived and only one supplier pay site is defined.
Derive Supplier Id Derives the Supplier ID from the Supplier Name.
Derive Supplier Site Id Derives the Supplier Site ID from the Supplier Site Code.
Exact Match Supplier Attempts to match the supplier name, VAT registration number, and taxpayer
ID against Oracle Payables data using exact comparisons.
Exact Match Supplier Site Attempts to match the Supplier Site Code and/or VAT registration number
against Oracle Payables data using exact comparisons.
Fuzzy Match Supplier Attempts to match the supplier name, VAT registration number, and taxpayer
ID against Oracle Payables data using Oracle Text fuzzy matches.
Fuzzy Match Supplier Site Attempts to match the Supplier Site Code and VAT registration number
against Oracle Payables data using Oracle Text fuzzy matches.
Invoice Date Required Checks that the invoice contains an invoice date.
Invoice Number Required Checks that the invoice contains an invoice number.
Invoice Total Amount Checks that the invoice contains an invoice total amount.
Required
Line Distribution Coding Checks that the line distribution coding was specified.
Required
Line Total Amount Checks that a line total amount was specified.
Required
The following table lists rules that apply to PO invoices. When executing a Match rule,
170 MarkView e-Invoice tries to match a line item in the invoice with the counterpart line
item in the associated PO. If the rule cannot find a match, the rule indicates that the invoice
does not match the PO.

Configuration options Chapter 8: 170 MarkView e-Invoice
Table 8-2. Validation Rules

Rule Description
Match Single Line Invoice Examines the invoice and corresponding PO. If both consist of a single line,
to Single Line PO the rule concludes that the invoice and PO match.
Match to Quantity and Unit Compares the value of Quantity and Unit of Measure in the invoice to the
of Measure same values in the corresponding PO. If the values agree, the rule concludes
that the invoice and the PO match.
Match to Quantity Ordered Compares the value of Quantity Ordered and Unit of Measure in the invoice to
and Unit of Measure the same values in the corresponding PO. If the values agree, the rule
concludes that the invoice and PO match.
Match to Quantity Compares the value of Quantity Received and Unit of Measure in the invoice
Received and Unit of to the same values in the corresponding PO. If the values agree, the rule
Measure concludes that the invoice and PO match.
Match to Quantity, Unit of Compares the value of Quantity, Unit of Measure, and Unit Price in the invoice
Measure and Unit Price to the same values in the corresponding PO. If the values agree, the rule
concludes that the invoice and PO match.
Match to Unit of Measure Compares the value of Unit of Measure and Unit Price in the invoice to the
and Unit Price same values in the corresponding PO. If the values agree, the rule concludes
that the invoice and PO match.
Supplier Required Checks that a supplier name was specified or derived.
Supplier Site Required Checks whether a the supplier site was specified.
Display or hide data that appears on 170 MarkView Connector Review pages.
Invoke auto-correction automatically or on a case-by-case basis during the 170 MarkView
Connector Review process.
Enable added validation rules, or disable validation rules.
Apply validation rules in a customized order.

CHAPTER 9 170 MarkView Self-Service Invoice
170 MarkView Self-Service Invoice (SSI) lets employees create invoices through a browser-
based interface. SSI with other 170 MarkView products also let employees attach electronic
copies of supporting financial documents to created invoices. The created invoices and
supporting financial documents enter a Non-PO workflow.
For example, an employee can use SSI for:

Check requests
Recurring Utility Payments
Charitable Donations
Overbilling
Most default SSI features offer configuration options. SSI provides additional features that
are available through configuration.
Invoice templates
An invoice template offers a short-cut for common types of invoices. Each invoice consists of
the following:
One invoice header
One or more invoice distribution lines (optional)

Invoice templates Chapter 9: 170 MarkView Self-Service Invoice
Invoice templates support Oracle distribution sets, which automatically distribute costs
among the appropriate departments.
In a typical invoice template, many fields are hidden and the system enters default values into
the fields, as shown in the following figure.
Hiding unnecessary fields saves time by letting employees enter only the information required
for invoice submittal. In a decentralized office environment, this can expedite invoice entry.
Invoice header fields

An invoice header contains details about an invoice, except those that pertain to internal
accounting. Each invoice includes invoice header fields. Each invoice header field represents one

Chapter 9: 170 MarkView Self-Service Invoice
fact about the invoice, such as the name of the supplier. SSI provides the following standard
invoice header fields.
Table 9-1. Standard invoice header fields

Field Name Hidden option
Description No
Exchange Rate Yes
Exchange Rate Date Yes
Exchange Rate Type Yes
Invoice Amount No
Invoice Currency Yes
Invoice Date No
Invoice Description No
Invoice Number No
Invoice Received Date Yes
Pay Alone Yes
Pay Group Yes
Payment Currency Yes
Payment Method Yes
Supplier No
Supplier Site No
Terms Yes
Hiding fields requires system configuration.
Invoice distribution
The employee creating the invoice must also complete an invoice distribution form that
distributes the cost associated with the invoice among the relevant projects or departments.
Oracle Application invoice distribution sets assist in the cost distribution.

Invoice templates Chapter 9: 170 MarkView Self-Service Invoice
Supported accounting
SSI supports:
Standard accounting where each invoice distribution is charged to a department budget.
For example, 50% is charged to the Marketing department and 50% is charged to the
R&D department.
Project accounting, where each invoice distribution is charged to a project. For example,
50% is charged to Project A and 50% is charged to Project B. SSI maps projects to the
corresponding standard accounting flexfield.
SSI includes fields available to Standard and Project accounting.
Table 9-2. Fields in each invoice distribution line

Standard (Std)
Field Name Hidden or Project (Proj)
Accounting Date No Std
Award Number Yes Proj

Distribution Amount No Std
Distribution Description No Std
Expenditure Item Date Yes Proj
Expenditure Organization Yes Proj
Expenditure Type Yes Proj
Line Type No Std
Project Yes Proj
Project Quantity Yes Proj
Task Yes Proj
Tax Code Yes Std
Create invoice templates

Any employee can create an invoice template. Only the employee who creates an invoice
template can use the template.

Chapter 9: 170 MarkView Self-Service Invoice
Maintain supplier information

Your company must choose a strategy for maintaining information about suppliers:
Your team can allow invoice creators to add or modify supplier information. However,
changes to supplier information must pass through a workflow where employees in the
AP department review them.
Your team can also prevent invoice creators from adding or modifying supplier
information. Using this option implies that another organization, such as the AP
department, maintains supplier information.
Allowing supplier maintenance through SSI can expose additional fields and possibly
sensitive information. For example, the pay group might need to appear in the invoice header.
Source column of AP Invoices Interface table

Oracle Payables maintains an AP Invoices Interface table in the database, where each row
describes the characteristics of a single invoice. Some scripts and products read the AP
Invoices Interface table to generate reports.
When SSI creates an invoice, the system sets the Source column in the AP Invoices Interface
table to Invoice Gateway. Other software applications also set the Source column to Invoice
Gateway. By default, the Source column does not identify which invoices SSI generated and
which invoices other applications generated.
Date formats
SSI requires the selection of a date format. Valid date formats for entry and display within the
application include:
MM/DD/YYYY
DD/MM/YYYY
YYYY/MM/DD
DD-MON-YYYY

Configuration options Chapter 9: 170 MarkView Self-Service Invoice
Option Configuration
Invoice templates Disable invoice template creation.
Limit invoice template use as follows:
Employees can use invoice templates that another employee in their
group creates.
All employees can share all invoice templates.
Hidden fields Set hidden fields:
To a constant.
To calculate the value of a hidden field based on the value of the
Supplier or Supplier Site fields. The systems integrator cannot change
the value of a hidden field based on the value of any other invoice
header fields.
Custom fields Create custom invoice entry fields that accept text that you enter or
select from a list of values. Data entered in custom fields is not
imported into the Oracle Payables module. However, the data is
available in the 170 MarkView database.
Create custom fields for supplier maintenance pages or for the
database
Value of the Source column Set the value of the Source column to a nondefault value to identify
invoices generated by SSI.
Invoice type An invoice type defines a kind of invoice, such as a Customer Refund
invoice type. You can create invoice types for each document type
needed. The invoice types will be available across all business units.
Distribution set Associate a distribution set with an invoice template.
Apply sets to an SSI invoice with sets already defined in Oracle.
Company logo Place a company logo on SSI screen that includes the following:
Text that appears when the cursor hovers over the logo.
An associated URL that opens a website when a user clicks the logo.

CHAPTER 10 About 170 MarkView Advisor
170 MarkView Advisor is a management interface that brings together data from the Oracle
E-Business suite and 170 MarkView workflows to provide strategic information about
Accounts Payables business activities. With this interface, a Finance Manager can take action
to meet key performance indicators (KPI) or service level agreements (SLA), prioritize daily
activities, evaluate employee performance and work loads, identify possible conflicts of
interest, and pro-actively tackle pressing issues.
With Advisor, an employee can:

Define actions that Advisor takes automatically when specified conditions are met
Move invoices more quickly through the invoice-to-payment cycle to

Take advantage of available discounts
Manage high-value invoices to suit business interests
Identify invoice processing bottlenecks and take action to clear them
Monitor the performance of AP team members and address issues that impact
productivity
View AP backlogs
Check for duplicate invoices and possible compliance violations

Advisor Users Chapter 10: About 170 MarkView Advisor
Advisor Users
Advisor Administrators work with the Finance Manager to establish and configure
system-wide Advisor settings such as report thresholds, scorecard targets, and automatic
actions. The administrator also enables the alerts feature to allow Finance Managers and
Advisor Reports Users to set alerts. The Advisor Administrator can also restrict which
users can access or view specific reports or Business Units
Finance Managers work with the Advisor Administrator, configure alerts and filters for
their view of Advisor, and use Advisor dashboards and reports to:
Monitor invoice processing and productivity in their organization.
Ensure that their organization meets targets and SLAs.
Take action as needed.
Advisor Reports Users view Advisor reports and access details about the items
contained in reports. The reports user can configure alerts and filters for their view of
Advisor but cannot act upon any invoices from Advisor.
Advisor users who can access a dashboard, can also access the related reports. Finance
Managers with access to reports and permission can act on invoices displayed in the report.
Interface features
A 3-layer approach provides access to high-level and detail-level views of AP processes:
Dashboards provide a high-level view of AP processes and provide access to Reports for
more detailed views.
Reports provide summary information about the selected dashboard process, details
about invoices within that process, and options to act upon invoices.
Actions enable a Finance Manager to keep invoices moving through the 170 MarkView
workflow.

Chapter 10: About 170 MarkView Advisor Accessing information in Advisor
The following components control what appears on the screen:

Thresholds define settings associated with a report or an alert. The Advisor
Administrator sets thresholds during system configuration. For example, the Advisor
Administrator can set a threshold to show all invoices coming due within the next 10 days,
where 10 days is the configured threshold.
Filters provide control of the information that appears within a dashboard or report. For
example, an employee can create a custom filter to view information related to a single
business unit or to all business units, or to view only selected AP processors.
Note: If an employee selects All from the Business Unit list, only the Business
Units that they are authorized to see appear. Business Units for which the
employee has no authorization, do not appear.
Alerts, when set, notify Advisor users about invoices that need attention. Advisor uses the
email system to send alerts. For example, you can activate an alert to notify you if invoices
remain on hold for a configurable number of days.
Accessing information in Advisor

With Advisor, you start at a pre-defined, system-wide dashboard, which displays a high-level
view of the current state of invoices in your 170 MarkView system and Oracle. The
dashboard provides access to reports that, in most cases, let you act on invoices.
The following figure and the text immediately following the figure describe access to
information in Advisor.

Accessing information in Advisor Chapter 10: About 170 MarkView Advisor
Figure 10-1. Flow of information and action
1 Overview DashboardFrom 170 MarkView Home, selecting Advisor > Overview

displays the Overview Dashboard.
After selecting a business unit, the dashboard shows a high-level view of the AP
activities for that business unit. The Overview Dashboard provides summary data and
scorecards that show how the business unit is performing against goals.
The Overview Dashboard shows summary data for 3 dashboards: Managing Cash,
Managing Productivity, and Managing Compliance.
Business Units are equivalent to ORGs in Oracle.
2 Management DashboardClicking a management area on the Overview Dashboard
displays the dashboard for that area. The Finance Manager also has direct access to
management dashboards from the 170 MarkView Home > Advisor menu.
3 ReportClicking a graph on a dashboard opens the report for the graph. The report
includes a Summary Graph or Table depending on the filters in use and a Details
Table, which is initially empty.

Chapter 10: About 170 MarkView Advisor Using dashboards
Clicking a graph bar or table cell populates the Details Table at the bottom of the
window with the related information.
Clicking Show all records also populates the Details Table.
4 Action Dialog BoxFrom the Details Table, a Finance Manager can select invoices
and click a button to take action on the invoice:
Escalate
Reassign
Increase Priority
Advisor presents a dialog box to be completed and then sends email to notify the
affected employees about the change.
Some reports, for example those that show possible fraud violations, do not include
any actions available from within Advisor. However, these reports provide insight into
actions required outside of the system.
Using dashboards
Dashboards in Advisor consolidate information into a single window to provide a high-level
view of AP business activities. Using the drill-down feature, Advisor users can view detailed
reports. Finance Managers can then act upon invoices, and take steps to address productivity
and compliance issues.
Advisor derives business units from organizations configured in Oracle and defined in
MarkView.
Advisor derives AP users from employees who are assigned to selected 170 MarkView
user groups.
Advisor identifies Business Users as those who are not assigned to the a group with AP
responsibilities.

Using dashboards Chapter 10: About 170 MarkView Advisor
The following figure illustrates areas of a dashboard. The text immediately following the
figure describes those areas.
Figure 10-2. Dashboard features
1 HeaderControls what appears on-screen by using filters. Some headers also display
threshold settings.
The value view shows the monetary amount associated with the reported items. The
quantity view shows how many items are associated with the report.
2 ScorecardsShow how the current business unit is performing against target goals.
An exclamation point indicates that a business unit is failing to meet the target. The
target appears as a black vertical bar on the scorecard.
3 Summary graphShows a consolidated view of the report.
Clicking a summary graph accesses the detailed report associated with that chart.
Advisor users can:

Print the dashboard using the browser print feature. Depending on the browser, the user
may need to change the page orientation to landscape or scale the size using the Print
Preview feature.

Chapter 10: About 170 MarkView Advisor Using dashboards
Make the current view and filters the default settings for the dashboard and related
reports. Selecting Always start with these settings makes the current Advisor settings
the default settings for that user, but not for other Advisor users. Reports accessed from
the dashboard reflect these settings. When the user opens Advisor, Advisor displays the
dashboard for selected settings.
Access reports related to the dashboard. Reports that have no associated data display a
message No Data to View. If a user fails to select a Business Unit, if the installation team
has not yet synchronized the databases, or if no items fit the report criteria, the message
appears.
Dashboards
Table 10-1. Dashboards

Dashboard Description
Advisor Overview* The highest-level view of AP business activities. Selecting a business
unit specifies the information shown.
This dashboard also provides access to management dashboards.
Managing Cash* The state of invoices that impact cash flow.
Managing Productivity* Information about invoices and processing throughput that impact
productivity.
Managing Compliance The number of segregation of duties violations and possible duplicate
invoices that occurred since the start of the current calendar month.
Alerts A summary of invoices that generated alerts and detailed invoice
information from which to perform Advisor actions.
A user accesses this dashboard from the Advisor menu on the
MarkView home page.
*Because of possible differences in currency between Business Units, a user can only access information for one
Business Unit at a time.
Scorecards
A scorecard provides metrics to track business unit performance for the current calendar
month. Scorecard indicators display a vertical black bar at the target goal and the current level
of performance. Use the scorecard to compare performance against target goals. A scorecard:
Measures metrics per business unit.
Alerts you through email when a process starts to fall below the metrics set.
Is associated with reports from which to take action to improve performance.
An exclamation point next to a scorecard indicates that performance does not meet the goal.

Using reports Chapter 10: About 170 MarkView Advisor
Advisor provides the following scorecards

Invoices Paid within Supplier Terms
Discounts Taken
Using reports
Reports provide summary information about a selected dashboard process, details about
invoices within that process, and options to act upon invoices.
Figure 10-3. Report features
1 HeaderGives the name of the report, the date and time when the report was
generated, filters that control what appears in the report, and a report description.
2 Summary Graph(or Summary Table) Provides a high-level view of the current data
as filtered through established settings, for example, a date range or value for a business
unit.

Chapter 10: About 170 MarkView Advisor Using reports
The type of graph or table that appears varies between reports and depends on the type
of information being shown.
Holding the cursor over an area of a graph or table cell displays additional
information about that segment.
Clicking a table cell, graph bar, or graph line populates the Details Table with the
related information.
Clicking Show all records also populates the Details Table.
3 Details TableShows detailed information about the graph bar, graph line, or table
cell clicked in the Summary Graph or Summary Table. Table columns depend on the
report content.
The Last Action column displays an icon depicting the last Advisor action applied
to the affected invoice, regardless of whether the action was initiated manually or
automatically.
Columns that show elapsed time do so in hours and minutes. For example, 120:05 is
120 hours and 5 minutes.
The user can:
Click a column heading to sort the table by that column.
Select check boxes next to table entries to act on all selected entries (Finance
Manager only).
Select the check box in the heading row to select all entries; de-select the check box
to deselect all entries (Finance Manager only).
Hold the cursor over some table cells to display additional information about the
entry.
Click the document icon in the Details Table to open the document in a
170 MarkView viewer.
Export the report to a file format that Microsoft Excel Spreadsheet supports.
Print the report using the browser print feature.
Advisor uses a dedicated schema to populate dashboards and reports. The data that populates
the Advisor schema is derived from both the 170 MarkView database and the Oracle
database. The Advisor schema is updated in real-time.
Advisor also provides Hot Sync, a periodic synchronization process that acts as a backup to
the real-time synchronization. For example, Hot Sync ensures that you do not lose
information due to system malfunction or downtime. The Advisor Administrator specifies at
what time of day the synchronization occurs, usually during off-peak system use.

Using reports Chapter 10: About 170 MarkView Advisor
Table 10-2. Advisor reports
Report Description
Accounts Payable Throughput Shows the invoice backlog and the number of invoices processed over the last 31 days
(preset).
Accounts Payable Working Shows the number of invoices in the Working Folder or Web Inbox for a configurable
Folders number of AP processors.
Advisor considers an employee who is assigned to an AP group in 170 MarkView an AP
user, for example, AP ENTRY, or AP RESOLUTION.
Business User Working Folders Shows the Working Folders or Web Inbox for a configurable number of Business Users
who have the most invoices.
Advisor considers an employee who is not assigned to an AP group in 170 MarkView as
a Business User, for example, SUPPLIER FOLLOW-UP or SCAN USERS.
Discounts Coming Due Shows the number of invoices with discounts coming due or the value of the invoices with
discounts coming due.
The Advisor Administrator sets a threshold to specify how many days of information to
display (from 1 to 31).
High-Value Invoices Coming Shows the number or value of high-value invoices coming due.
Due The Advisor Administrator sets a threshold to specify:
how many days of information to display (from 1 to 31).
the minimum amount that defines an invoice as high-value for each business unit. This
amount differs from the MarkView workflow setting that requires Additional Review.
Invoices Coming Due* Shows the number or value of invoices coming due within a specified number of days.
Shows all invoices that are not yet paid.
The Advisor Administrator sets a threshold to specify the number of days.
Invoices Not Entered Shows the number of invoices that must be entered within the next 24 hours to meet the
target or SLA number of hours.
The Advisor Administrator sets a threshold for each business unit to specify the target or
SLA for entering invoices.
Invoices on Hold Shows how many invoices are currently on hold.
Invoices Past Due* Shows how many or the monetary value of past-due invoices.
Invoices Processed by Shows the number of invoices each AP employee processed today and the last action
Accounts Payable Today taken on each invoice.
Potential Duplicate Invoices* Shows the number of invoices created or updated this calendar month that are potentially
duplicates.
Segregation of Duties Potential Shows the employees who created or approved invoices in the current calendar month
Violations despite having a conflict of interest.
Unprocessed Financial Liability Shows the percentage of invoices that are in the ERP system, but are not validated for
payment.
*These reports do not include invoices with zero dollar values.

Chapter 10: About 170 MarkView Advisor Initiating actions
Initiating actions
In Advisor, a Finance Manager can take an action manually or the Advisor Administrator can
set actions to occur automatically.
Automatic actions
170 MarkView Advisor lets the Advisor Administrator configure the system to automate
some actions. Automatic actions occur when invoices meet configured criteria. For example,
the administrator can specify that Advisor will prompt MarkView to increase the priority of
an invoice that remains in an AP processors Working Folder or Web Inbox for more than a
specified number of days. When the time configured elapses, the system increases the priority
of the invoice automatically.
If the invoice continues to sit the employee's Working Folder or Web Inbox for an additional
number of specified days, the system will automatically increase the priority again.
Manual actions
After selecting invoices in the Details Table, the Finance Manager can take action on the
selected invoices: Action types, Reassign and Increase Priority. The manager can act on an
invoice in any step of an invoice workflow.
Clicking an action button opens a dialog box from which to start the selected action.
For reassignments, the employee must select a user from the list. If a user does not appear in
the list, that user is not authorized to retrieve that invoice. Advisor uses information from
170 MarkView and the ERP system to determine the hierarchy.
Adding comments is optional. The manager can use the comments area to ask questions
about an invoice (for example, Does this invoice include all the required information?), add
information (The priority for these invoices was increased because the AP approval staff is
attending an off-site meeting next week.), or provide insight into the current state of an
invoice (The supplier failed to deliver the entire order.)

Action types Chapter 10: About 170 MarkView Advisor
Messages
For each action, 170 MarkView Advisor generates messages indicating success or failure:
Upon successful escalation or reassignment, the message indicates how many items were
escalated or reassigned, and the user who received the new assignment.
If escalation or reassignment is unsuccessful, the message identifies which invoices were
successfully escalated or reassigned and which were not.
Upon a successful increase in priority, the message indicates that the priority increase
succeeded.
Action types
Escalate
Escalate moves an invoice requiring attention to the Working Folder or Web Inbox of the
next person in the hierarchy that is set up in 170 MarkView for invoice approval.
Note: To use the Escalate action, the system must have hierarchies set up in Oracle or
170 MarkView. If the employee does not have a supervisor defined in the 170
MarkView hierarchy, or the supervisor is not a 170 MarkView user, the manager
cannot escalate the invoice.
The manager can escalate a 170 MarkView invoice under the following conditions:
The employee has a supervisor defined in the MarkView or Oracle hierarchy.
The supervisor has permission to retrieve the invoice.
For example, using Advisor, the manager might escalate an invoice to the Working Folder of
an employees manager. The escalation sends email to notify both employees of the change in
assignment.
The Finance Manager can use this action to address possible resource, scheduling, or
performance issues.
Under the following circumstances, Advisor generates error messages and stops the
escalation for the invoices that fail:
If the manager, next person in the hierarchy, or assigned alternate user does not have
authorization to process the invoice.
If Advisor cannot determine who holds the next highest position in the 170 MarkView or
ERP hierarchy.

Chapter 10: About 170 MarkView Advisor Action types
Alternate Users
The Finance Manager cannot escalate an invoice if the manager or next person in the
hierarchy currently has an alternate user assuming their responsibilities. In this case, the
manager may use the Reassign feature in Advisor instead.
Email Message
Advisor notifies both parties by email about the invoice escalation. The email identifies the
invoice, the name of the person who escalated the invoice, and the names of the persons who
are affected by the escalation. For example:
To: Devin Edwards

Subject: GE Capital (DP221118) escalated
Jim Smith escalated invoice GE Capital (DP221118) from Connor Horton to you. To review
this invoice, go to your Web Inbox.
Note: Advisor users cannot modify the email message generated by Advisor.
Reassign
Reassign assigns an invoice to a different employee who has the correct authorization set up
in 170 MarkView. The Finance Manager can reassign any 170 MarkView invoice in any
workflow queue. The system sends email to notify both employees of the change. The invoice
appears at the tope of the list in the newly assigned employees Working Folder or Web Inbox
as a high-priority item.
Note: You cannot reassign an invoice if no other 170 MarkView employee has authorization
to retrieve the invoice.
The manager can use Reassign to manage resources and schedules by shifting assignments
between employees.
Alternate Users
The manager cannot reassign an invoice if a user currently has an Alternate User assuming
their responsibilities.

Configuration Options Chapter 10: About 170 MarkView Advisor
Email Message
Advisor notifies both parties by email about the invoice escalation. The email identifies the
invoice, the name of the person who escalated the invoice, and the names of the persons who
are affected by the escalation. For example:
To: Devin Edwards

Subject: GE Capital (CH_MAN001) reassigned
Alex Johnson reassigned invoice GE Capital (CH_MAN001) from Connor Horton to you. To review
Increase Priority
Increase Priority lets the manager increase the priority of any invoice that has an associated
170 MarkView document by 10 points. If the invoice is in an employees Working Folder or
Web Inbox, the system sends email to notify the employee of the increased priority.
Increase Priority allows for communication through 170 MarkView without interrupting the
employee who may be processing the invoice in question.
Email Message
Advisor notifies the AP processor by email about the increase in priority assigned to the
invoice. The email identifies the invoice and the name of the person who increased the
priority. For example:
To: Devin Edwards

Subject: GE Capital (DP221118) increased priority
Jim Smith increased the priority of invoice GE Capital (DP221118). To review

Configuration Options
170 MarkView Advisor lets your team configure a number of options, including:
Report thresholds and scorecard targets
Who views which dashboards and reports
Who can take action on invoices in reports
What rules define automatic actions

CHAPTER 11 170 MarkView Interactive Queries
To use this product, you must have 170 MarkView for Accounts Payable installed. (The
170 MarkView for Accounts Payable installation also installs 170 MarkView Interactive
Queries.)
Interactive Queries are web-based reports for tracking key metrics in the combined
170 MarkView and ERP system.
These queries can help:

Identify inefficiencies in workflows.
Identify employees who may have productivity problems.
Make sure employees are assigned appropriate privileges.

Uncover potential fraud.
Identify issues that an auditor may uncover.
Assist in period-end closing processes
The queries are divided into three categories:

Compliance and Controls
Financial Accounting
Operational Performance
The MarkView System Administrator can allow access to each inquiry based on user
permissions. For example, the company controller can access the Unprocessed Invoice
Liability query, which provides the total value of invoices the AP department is processing.

Query access Chapter 11: 170 MarkView Interactive Queries
However, the controller does not need access to User Working Folder Detail, a query that
provides detail of individual employee Working Folders.
Query access
An employee accesses Interactive Queries through a web form. The form allows financial
managers to query data that they need.
Enter search criteria

An employee either types data into fields or selects data from drop-down lists. A search
feature lets an employee type letters in the query form and use a percent sign as a wildcard to
represent the missing letters.
The system displays only the options that contain the letters entered, as shown in the
following figure.
Review displayed data

The system returns a line of data about each invoice or situation that fits the parameters
entered. Each line usually includes a link to the relevant document image or to a details
window that summarizes the key data from the Oracle record.
Query results often reference specific periods of elapsed time, which is expressed as
days:hours:minute:seconds.

Chapter 11: 170 MarkView Interactive Queries Compliance and Controls
Compliance and Controls

The Compliance and Controls queries:
Identify problematic business practices.
Anticipate questions that an auditor may ask.
Compile data related to document management.
Invoice Approval Fraud

This query lets your team determine how frequently, within a specified date range, employees
approved invoices despite potential conflicts of interest. For example, the employee who
creates an invoice record in Oracle generally should not approve that invoice.
The Non-PO Invoices workflow contains a checkpoint that prevents invoice approval under
such circumstances.
Invoice Creation Fraud

This query lets your team determine potential conflicts of interest among employees who
create and update invoices. For example, an employee should not create or update an invoice
record if the employee created or updated the associated supplier record.
All invoice workflows contain a checkpoint that flags questionable invoice creation. These
workflows also contain mechanisms that prevent these invoices from being created.
The Invoice Creation Fraud query returns a line of data for each record created or updated by
an employee with a potential conflict during a specified time. Each line of data names the
person who created the record and the supplier.

Compliance and Controls Chapter 11: 170 MarkView Interactive Queries
Invoices without Attachments

This query lets your team determine how employees associate records with the appropriate
documentation. Generally, every supplier invoice record created in Oracle should be
associated with a bill submitted by that supplier.
This query prompts for the following search criteria:

Invoice date range (required)
Invoice type (optional)choices include all Oracle invoice types
Payment status (optional)choices include no, yes, and partially
The query returns data about every invoice record that does not yet have a 170 MarkView
captured image attached. Every line of data includes the invoice number of the Oracle record,
the user ID of the person who created the record, and the status of the invoice.
Invoices with Exception Attachments

This query lets your team query all invoice records that are not associated with a PO Invoice
or Non-PO Invoice. This query prompts for the following search criteria:
Invoice date range (required)

Chapter 11: 170 MarkView Interactive Queries Compliance and Controls
Invoice type (optional)

Payment status (optional)
Work item class (optional)
170 MarkView returns a line of data for each invoice that meets the search criteria entered.
Each line of data includes the user ID of the person who created the record, the approval
status, and the name of the supplier.
If your organization keeps the number of Previously Entered and Pre-Approved invoices to
low levels, such statistics may be useful during an audit. This query gathers this type of data.
Suppliers with No 170 MarkView Document Attachments

This query lets your team identify supplier records without back-up documentation.
The Suppliers with No 170 MarkView Document Attachments query prompts for a date
range. The query returns data on each supplier that meets the search criteria. Each line of data
includes the user ID of the person who created the record, the date it was created, and the
user ID of the last person who updated the record.

Financial Accounting Chapter 11: 170 MarkView Interactive Queries
User Privileges
This query helps track privileges assigned to employees.
The query prompts for the following search criteria. All of the fields are optional, but at least
one must contain data:
User ID
Group
Role
If searching for a user ID, 170 MarkView returns a line of data for each group and role
assignment granted to that user. The results also indicate whether the role in question is
enabled. For example, the following figure shows information for User ID JSMITH.
Financial Accounting
The Unprocessed Financial Liability query provides information about the invoices the AP
staff is processing, including the total dollar value of these invoices.
Executing this report gives an overview without prompting for any search criteria, as shown
in the following figure. An employee can then sort the data and drill down for more
information.You can change how often the Unprocessed Financial Liability query runs.)

Chapter 11: 170 MarkView Interactive Queries Financial Accounting
Sort data
An employee can select up to seven columns to include in the results.
Once an employee selects the fields, 170 MarkView organizes the data according to the
employees specifications. For example, the following figure displays data sorted first by
Organization, then by Work Item Class and Workflow Queue.
From the results, an employee can determine:

The number of unprocessed invoices in each grouping.
The total value represented by those invoices.
The amount distributed and undistributed.
An employee can export the query results to a file such as a Microsoft Excel spreadsheet.
To view more information about a line, an employee clicks the number in the Count column.
The window opens and shows every invoice represented by that particular row.

Operational Performance Chapter 11: 170 MarkView Interactive Queries
Scrolling to the right lets an employee see the status of the invoice in the workflow, such as
approval or coding. To view an invoice document image, the employee clicks the invoice
number.
Operational Performance
These Operational Performance queries let your team assess the efficiency of individual
processes and employees:
User Throughput by Queue
User Working Folder Detail report
Time to Complete Workflow
User Throughput by Queue

This query lets your team examine employee productivity or compare the performance of
multiple workers. This query provides the number of items that a worker or a group of
workers processed in a specified time.
The User Throughput by Queue query prompts for the following criteria:
Date range (required)
User ID (optional)
Workflow (optional)
Queue (optional)
For example, if an employee enters a date range, 170 MarkView displays the number of items
processed by every employee in the system, categorized by queue. If an employee completes
all the fields, 170 MarkView displays data about one employees performance in a single
queue.
Query results include the total number of items each user processed, plus the minimum,
maximum, and average times for processing an item.

Chapter 11: 170 MarkView Interactive Queries Operational Performance
The following figure shows the performance of all workers in the Approval and Coding
queue.
User Working Folder Detail report

This query lets an employee view the items in an employees Working Folder.
The query prompts for three types of data. All fields are optional, but at least one field must
contain data:
User ID
Work item class (corresponds to the 170 MarkView invoice type)
Workflow
An employee can use this query to display the contents of the Working Folders of every
employee working in a particular workflow. To examine a particular document in a specific
employee Working Folder, the employee can search for that item.
For example, the following figure includes a line of data for every individual item in
JSMITHs Working Folder that fits the search parameters. Each line includes a link to the
document and the inactivity timethe amount of time since the employee last worked on the
document.

Operational Performance Chapter 11: 170 MarkView Interactive Queries
Time to Complete Workflow

This query lets your team determine how efficiently items move through a particular
workflow. An employee can also compare the efficiency of multiple workflows.
The Workflow Timing query prompts for the following search criteria:
Completion date range (required)
Workflow
For example the following figure displays the number of items processed in each workflow,
along with the minimum, maximum, and average processing time per item.

CHAPTER 12 About SupplierExpress
SupplierExpress is a web-based service that lets your suppliers check the status of their
invoices online. This service reduces the cost and complexity of the invoice-to-pay process by
giving registered users quick access to invoice and payment status. SupplierExpress
streamlines the supplier inquiry process and increases supplier satisfaction.
Users
The 170 Systems customer who purchases SupplierExpress (your company users) and your
supplier users can do the following:
Your company users:
Customize SupplierExpress with your corporate logo, default invitation text, and
personal information.
Issue invitations to your suppliers; cancel invitations, or deactivate supplier access to
SupplierExpress.
Initiate or respond to correspondence initiated by the supplier.
View usage reports to assess how often your suppliers access SupplierExpress.
Your supplier users:

Accept the invitation to join the supplier community by completing the registration
form.

Inquiring about invoices Chapter 12: About SupplierExpress
Access information about invoices that they submitted to your company and check the
payment status. Your supplier users can only view invoices that their company
submitted to you (they cannot view invoices from other suppliers).
Filter search results to locate an invoice or group invoices.
Initiate or respond to correspondence to ask questions, request clarifications, and
inquire about payments.
Inquiring about invoices

After the supplier registers and logs in, SupplierExpress accesses the MarkView and Oracle
databases to retrieve information about the supplier's invoices. Suppliers can inquire about
payment status and search for invoices by invoice date or range of dates. The supplier can
further refine the search results to show only invoices matching a specific date, invoice
number, amount, or PO number.
For example, one of your suppliers opens SupplierExpress to see the status of an invoice and
to determine when your company will pay that invoice. The supplier knows the invoice
number, PO number, and submittal date. Using SupplierExpress, the supplier inquires about
the invoice by entering the submittal date. To see only the status of that one invoice, the
supplier refines the search by entering the invoice number.
Inquiring about Purchase Orders

The Purchase Order (PO) Inquiry feature lets your suppliers view detailed information about
POs that they have open with your company. SupplierExpress collects information from
Oracle or SAP to respond to the PO inquiry. If a PO includes multiple invoices, the PO
Inquiry page shows the PO number and the number of invoices associated with the PO.
The PO Inquiry feature can help suppliers who have questions or issues related to POs. For
example, a supplier might need to check:
The balance remaining against a PO.
The quantity of items supplied and the price per item.
The total cost of a PO that was fulfilled 6 months ago.
Note: Blanket POs and Planned POs do not appear in the PO list. Nor does
SupplierExpress display taxes applied to the PO or PO items.

Chapter 12: About SupplierExpress Inquiring about payment
Inquiring about payment

After registering and logging in, suppliers can inquire about payments made to them.
Suppliers can filter their inquiry by payment date range or payment summary results fields,
which include:
Payment Number
Invoice Numbers
PO Numbers
Payment Date
Currency
Amount
From the payment summary results page, suppliers can click a payment to view payment
details. In addition to the payment summary results information, the details pane displays the
payment type, status, and payment address.
The payment inquiry features can help suppliers who have questions or issues related
payments. For example, the supplier:
Might not have received payment because the payment was sent to an incorrect address
Might not know which invoices a received payment covers.
Submitting Invoices
The Invoice Submission feature lets your suppliers upload PDF versions of invoices to
submit to your company. To use this feature, the supplier must have the ability to create or
access PDF versions of invoices.
Using an upload button, the supplier can upload a single PDF file from their PC. The PDF
can represent a single invoice or multiple invoices. On the Invoice Submissions page,
SupplierExpress displays the status of the PDF transmission.
Your company users can view reports to determine if a supplier submitted any PDF invoices.
After one of your company employees enters the invoice information into Oracle or SAP, the
supplier can use the Invoice Inquiry feature in SupplierExpress to check the invoice status.

Correspondence Chapter 12: About SupplierExpress
Correspondence
If your suppliers need still more information, they can send you a message using the
SupplierExpress correspondence feature. SupplierExpress keeps a history of the
correspondence for both you and your supplier to reference. Once suppliers register with
SupplierExpress, the correspondence feature becomes available to them.
Controlling access
With SupplierExpress, you control which MarkView groups have privileges within
SupplierExpress and which suppliers join your supplier community.
For security purposes, only those suppliers whom you invite to join and who register can
access the SupplierExpress service.
The invitation process involves the following:

1 Through SupplierExpress, your company user sends an invitation to a contact at the
supplier company.
2 The supplier clicks a link within the invitation.
The link opens the SupplierExpress registration page, which allows the supplier to
register and join your supplier community.
When a supplier logs in, SupplierExpress verifies the login information and opens the invoice
inquiry page for the supplier. When the supplier selects invoices, the service retrieves
information from the MarkView and Oracle systems and displays the related information.
Configuration Options
Whether suppliers can submit invoice PDFs using SupplierExpress
Default invitation text

CHAPTER 13 170 MarkView File Capture
To use this product, you must also have 170 MarkView for Accounts Payable, 170 MarkView
Expense Management, or the 170 MarkView Document Library installed.
170 MarkView File Capture (MVFC) is an automated email processor that enables your
employees to submit documents such as invoices and expense reports as PDF or TIFF
attachments to email messages. MVFC monitors email accounts. When an email arrives in a
designated inbox, MVFC processes the attachment and routes it to the appropriate
170 MarkView workflow, based on the bar code associated with the mailbox.
Employees and suppliers interact with MVFC by sending and receiving email messages:
Employees can submit expense reports or invoices as email attachments.
Suppliers can submit invoices as email attachments.
Employees and suppliers can receive success and failure notifications through email.
MVFC administrators can receive email notification of issues with the system and inbound
message failures, such as connectivity issues to the document server.
Note: MVFC maintains a log that captures MVFC activity and errors.
Your team can create multiple email accounts to manage documents or a single email
account to accept all attachments as Uncategorized Documents for MVFC processing.
Multiple Email Accounts

MVFC supports the configuration of an unlimited number of email accounts. For example,
your company can create email accounts for specific invoice types like PO Invoice and Non-

Expense Receipts Chapter 13: 170 MarkView File Capture
PO Invoice. MVFC users send only PO Invoices to the PO Invoice email account, and only
non-PO invoices to the Non-PO Invoice account.
If your Oracle installation is organized into multiple business units you can set up and
configure an email account for each combination of invoice type and organization.
For example, a company with US and French business units that process Non-PO and PO
invoices uses 4 email accounts for MVFC: nonpo_us, po_us, nonpo_fr, and po_fr. In MVFC
each account is associated with the appropriate cover page for a particular invoice type and
with an organization. When an employee or supplier sends an email to one of these accounts,
MVFC automatically inserts the document into the appropriate workflow.
Your team can override the cover page bar code assigned to an email account using an
override capability. The override lets your company receive a new document type without
creating a new email account.
Your company can set up different email addresses for different languages. For example,
email accounts for a French business unit can be configured to send success and failure
response messages in French.
Expense Receipts
Your company can also set up expense receipt email accounts for MVFC processing.
Employees who have cover pages and expense receipts in electronic form can email their
receipts. The 170 MarkView Barcode Server reads the electronic cover page and automatically
moves the document into the appropriate workflow.
Employees with access to Multi-Function Devices (MFDs) can create their electronic
documents and email them to 170 MarkView.
MVFC Email Accounts

MVFC communicates with mail servers using email accounts created by the email server
administrator.
MVFC uses the server, port, and user information that your team provides to connect to the
email server. MVFC uses the same protocols as those used by email clients such as Outlook
or Outlook Express. MVFC requires these settings to read the new emails from the
designated inbox and process the attachments into 170 MarkView.

CHAPTER 14 170 MarkView Integration with RightFax
The 170 MarkView integration with RightFax uses features from 170 MarkView Fax Server
software, the 170 MarkView Fax Export server, and the 170 MarkView Import Server. The
integration also uses the RightFax Integration Module from Captaris, Inc. The servers and
integration module communicate by way of XML files.
Inbound process flow

The following figure illustrates the inbound fax process flow.
170 MarkView
Fax Export
Server
1
TIFF
RightFax XML 170 MarkView
Import Server
instance
2
3 5 6
170 MarkView
C:\IN Import Serve
instance TIFF
4
RightFax Server 170 MarkView Servers MarkView XML
Fax Machine RightFax Machine MarkView Database MarkView Workstation

Figure 14-1. Inbound fax process flow
1 The RightFax server receives a fax and creates a TIFF file, which is an image of the
faxed document, and a RightFax XML file that contains document information, such as
phone number, date and time of transmission, and so forth.

Outbound process flow Chapter 14: 170 MarkView Integration with RightFax
2 RightFax stores the document in an IN box (C:/IN) on the RightFax server.

3 An instance of the 170 MarkView Import Server (installed on the RightFax machine)
polls the IN box at specified intervals for incoming faxes.
4 When the import server finds a fax in the IN box, the server uses the RightFax
Integration Module to transform the RightFax XML file to an XML file type that 170
MarkView can read.
5 The import server sends the 170 MarkView XML file and the TIFF file to the
170 MarkView database server, and removes the files from the IN box.
6 At a 170 MarkView workstation, an operator retrieves the inbound fax from the
database server and views the fax using the 170 MarkView viewer.
Outbound process flow

The following figure illustrates the outbound fax process flow.
170 MarkView
Import Server
instance
TIFF
170 MarkView RightFax XML
6 Import Server
instance
1 3
2 170 MarkView
C:\OUT
Fax Export
TIFF Server
5
MarkView XML 4
170 MarkView Servers RightFax Server
MarkView Workstation MarkView Database RightFax Machine Fax Machine

Figure 14-2. Outbound fax process flow
1 From the 170 MarkView workstation, an operator creates a fax request in the database.
The request includes the number of the fax machine to which the fax is directed.
2 The 170 MarkView Fax Export Server (installed on the RightFax machine) retrieves the
XML file and TIFF files from the 170 MarkView database server.
3 Using the RightFax Integration Module, the fax export server transforms the
170 MarkView XML file into a RightFax XML file.
4 The fax export server sends the XML file and the TIFF file to the OUT box (C:\OUT)
on the RightFax server.

Chapter 14: 170 MarkView Integration with RightFax Outbound process flow
5 The RightFax server sends the fax from the OUT box to the specified fax number and
clears the OUT box.
6 After RightFax sends the fax, an instance of the import server notifies the database that
the fax was sent successfully.

Outbound process flow Chapter 14: 170 MarkView Integration with RightFax

CHAPTER 15 170 MarkView Process Monitor
To use this product, you must also have 170 MarkView for Accounts Payable or
170 MarkView Expense Management installed.
The 170 MarkView Process Monitor is a web-based product that lets 170 MarkView users
gain insight and real-time information about workflows, and quickly identify processing
bottlenecks. The process monitor lets employees:
Examine any queue in the system to see how many MarkView documents are in that
queue.
Drill down to see a description of each MarkView document.
Open documents in a 170 MarkView viewer.
The Process Monitor also lets an employee view a subset of the MarkView documents in a
queue through filters. Filters might identify high-value invoices, high-priority contracts, or
purchase orders from specific divisions.
Process Monitoring includes the following features:

Real-time monitoringlets an employee follow the progress of workflows and set the
refresh frequency at intervals ranging from seconds to hours.
Configurationslet employees:
Rename bars to names that are meaningful to employees.
Monitor a single queue or multiple queues from a single workflow or from multiple
workflows.
Save different configurations for reuse.

User interface Chapter 15: 170 MarkView Process Monitor
Drill-down capabilityLets an employee drill down from one view of the data to
another.
Role-based securityrestricts users to monitoring only those queues for which they
have authorization.
User interface
The Process Monitor user interface includes a toolbar and a display area. The toolbar and
contents of the display area change based on the activity and user role.
Display area
The display area can include the following:
List of work items
Bar graph
Work Item details
Configuration pages
Preferences and other dialog boxes
Process Monitor toolbar

An employee can use the toolbar to initiate activity and to navigate within the Process
Monitor. As the employee moves between pages in the Process Monitor, the toolbar changes
to reflect the actions available in that view.

Chapter 15: 170 MarkView Process Monitor Graph view
Graph view
An employee can use a graph view to see a bar graph of aggregate data.
From the bar graph, an employee can:

Access queue details.
Change the criteria of the display to see a different view.

Change the appearance of the queue level display.
Change bar labels.
Add bars to the graph and delete bars from the graph.
Change the graph title.
Scale the size of the bar graph.
View the Legend to identify the corresponding queue labels.

View the number of work items in each queues.

List view Chapter 15: 170 MarkView Process Monitor
List view
An employee can use a list view to see a list of items in a queue.
The list view lets an employee:

View the name of the queue and a count of the work items.
Navigate forward or backwards, a page at a time, or to the last or first page.
Adjust the number of items per page.
Reorder the list appearance.
Edit a queue items display.
Access work item details, such as the following queue level detail:
History for the selected work item. Each line in the history list represents a queue that
the item entered during the course of a workflow.

Chapter 15: 170 MarkView Process Monitor List view
Selected work item properties, including the attributes of an individual item.
An image of the 170 document related to the work item. You must be authorized to
view the image, which appears in the viewer.

List view Chapter 15: 170 MarkView Process Monitor

CHAPTER 16 Using Document Repositories
170 MarkView systems can integrate with third-party content repositories. For example, IBM
Content Manager manages unstructured content. The Content Manager can store and
retrieve documents in most formats.
Your employees can access documents that were entered through 170 MarkView but stored
in a third-party content repository. 170 MarkView transports images to and from the
repositories.
Documents with multiple pages are stored as a set of unrelated images. 170 MarkView stores
and retrieves each image separately. 170 MarkView also integrates with third-party content
repositories that let your team store large volumes of captured document images.
IBM Content Manager

The IBM Content Manager lets your team manage unstructured content through document
storage and retrieval. The IBM Content Manager offers the following features:
Support for multiple operating systems
A Java-based tool for managing the system
Client options
Browser access
Support for a wide variety of business document formats

IBM Content Manager Chapter 16: Using Document Repositories
Administration tools for defining users and user privileges, defining data, and providing
ways to manage servers and data
Methods for keeping the system secure
Document routing to manage the flow of work through the system
The IBM Content Manager integrates with the 170 MarkView Data Transport Module
(DTM). The integration enables MarkView products to access and act upon documents
stored within a database. These actions include uploading, retrieving, copying, deleting, and
depending on protocol, appending to documents.
The follow diagram shows the interaction between the IBM Content Manager and the
170 MarkView DTM. The IBM Content Manager Connector acts as the interface between
the DTM and content manager components.
IBM Content Manager Components
Library Server Web Application

Server
Database Resource Manager
170 MarkView Components
170 MarkView
IBM Content Manager
Document Transport
Connector
Module (DTM)
170 MarkView Viewers and Servers

SECTION 3 Additional 170 MarkView Products
This section describes 170 MarkView Expense Management features and processes, and the
170 MarkView Document Library.

Section 3: Additional 170 MarkView Products

CHAPTER 17 About 170 MarkView
for Expense Management
Expense Management integrates with and extends the functionality of Oracle Internet
Expenses (iExpense). Together Expense Management and Oracle iExpense provide an
online method for submitting, approving, and reviewing employee expense reports and
receipts.
By capturing receipts online and using MarkView to associate the receipts with the Oracle
records, managers and AP personnel can view expenses and associated receipts electronically.
170 MarkView for Expense Management associates online receipts with the corresponding
expense report, thereby eliminating delays inherent with a paper-based process.
170 MarkView for Expense Management

Allows serial or parallel review of expense reports and the attached receipts by the
employee's manager and Accounts Payable
Allows the Accounts Payable department and AP auditors to review expense reports and
the attached receipts.
These employees can use 170 MarkView to add comments or questions to a receipt
without altering the original image.
Supports all expense processes including manager approval, AP review, employee
withdrawal, re-submission, short pay, and rejection.
Creates a permanent audit trail as employees, managers, and AP professionals use the
system.
Leverages Oracle features to adapt to corporate policies through configuration, such as AP
and manager approval levels, missing receipt reminders, cost level for required receipts.

Processing expense reports Chapter 17: About 170 MarkView for Expense Management
Saves management time by not submitting an expense report for approval until the report
includes all of the required receipts.
Sends email reminders to expense report submitters when receipts are needed.
Incorporates best practices by:
Providing a thorough capture of expense justification, especially for organizations that
re-bill expenses to clients.
Offering an intuitive user interface and seamless integration with the Oracle expense
application.
Strengthening internal controls by having AP and auditors review expense receipts
online and permanently associating receipts with the expense reports in Oracle.
Processing expense reports

In 170 MarkView Expense Management, expense report submission follows the basic flow
chart described next.
1 2 3 4 5
MarkView attaches
Employee enters 170 MarkView adds Employee prints Employee faxes the receipts to the
expense report a bar code to the bar code or emails cover expense report
confirmation page cover page page with receipts in Oracle
1 The employee enters an expense report using the Oracle expenses application.
2 When the employee submits the report, 170 MarkView generates a confirmation page,
which is integrated with the Oracle expenses application. The confirmation page
includes a bar code that lets 170 MarkView associate the receipts with the expense
report.
3 The employee prints the confirmation page, which serves as the cover page for the
receipts that the employee submits.
4 The employee faxes or emails (if using 170 MarkView File Capture) the receipts along
with confirmation page to 170 MarkView.
If an employee fails to submit the required receipts, 170 MarkView sends an email
reminder. The administrator can configure 170 MarkView to notify the manager about
the expense report only after the employee submits all required receipts.
5 170 MarkView recognizes the bar code on the cover sheet, captures the electronic
receipts, and attaches them to the expense report in Oracle expenses.

Chapter 17: About 170 MarkView for Expense Management Processing expense reports
If an employee sends additional receipts for an expense report, the system appends the newly
submitted receipts to the existing receipts.
The electronic receipts are permanently associated with the expense report, regardless of the
expense report status.
Once submitted, expense report processing proceeds according to the following flow.
Employee
Enter Expense
Report into Oracle
AP Employee
3 (Optional)
Manager Approve or Audit
Submit receipts by 1 Approve

fax, scan or Expense
email attachment
2 Sent to
4 Oracle Payables
for payment
1 Once an employee enters an expense report and includes the required receipts, the
system notifies the manager that an expense report requires approval.
2 The employees manager approves or rejects the expense report.
When reviewing the expense report online, the manager can access the receipts directly
from their email or from the Oracle expenses application.
3 The Accounts Payable auditor reviews the documents to verify that the expenses and
receipts comply with the companys reimbursement policy.
When the AP department reviews the expense report in Oracle, they can also review
the attached online receipts. 170 MarkView attaches the expense receipts to the invoice
that AP creates from the expense report to reimburse the employee.
4 The expense report is imported into Oracle Payables for payment.
Employees can review the status of their receipts and identify expense reports that need
receipts through Oracle. The Status column displays the status Hold Pending Receipts for
expense reports awaiting receipts. When the system receives and attaches the receipts, the
expense report status changes to the next status in the expense report workflow, for example,
Pending Manager Approval.
As the expense report moves through the review process, both managers and AP employees
can view and, in some cases, add comments to the expense report.

Processing expense reports Chapter 17: About 170 MarkView for Expense Management
Tracking expenses in Short Paid expense reports

When an expense report is Short Paid, Oracle Internet Expenses creates a new expense
report for the unapproved or unpaid lines. The system copies the unpaid receipt from the
original expense report to the new short paid expense report. Oracle notifies the employee
that the expense was short paid and prompts the employee to resubmit an expense report for
the unpaid lines, with or without additional receipts. MarkView appends additional receipts to
the original receipts document.
170 MarkView for Expense Management generates a bar code cover page with submission
instructions. The employee follows the instructions and then uses the notification page as the
cover page for sending the receipts.
If the employee submits additional receipts, 170 MarkView for Expense Management waits
until the employee faxes the receipts into 170 MarkView before notifying the manager.
Accessing expense report history and status

To review expense report history, an employee uses Oracle Internet Expenses.
170 MarkView for Expense Management adds an icon to the following screens that lets
employees view receipts associated with expense reports:
The Expenses Home page, which shows active reports. An active report has not been paid
or was paid within the past 30 days.
The Expense Reports page, which lets employees search for any submitted expense
report.
Table 17-1. Expense report status
Status Description
Approved Received all necessary approvals. The expense report can be paid.
Rejected Rejected by an approver. This expense report cannot be paid, but can be
resubmitted.
Withdrawn Removed by the employee from the expense report submission process, but
can be resubmitted.
Short Paid Received approval for partial payment for some of the items in the expense
report. Unpaid portions can be resubmitted.

Chapter 17: About 170 MarkView for Expense Management Configuration options
The text of the submission instructions on the cover page and the fax numbers for
expense report submission.
The number and frequency of the missing-receipt reminders. The system sends these
reminders when you submit an expense report, which requires receipts, without the
receipts.
The number of days assigned to the missing-receipt expiration timeout. The system can
automatically reject an expense report that does not include the required receipts after a
specified number of days.
Whether to ignore expense report lines marked as Original Receipt Missing.
Whether receipts are required for manager approval.

Configuration options Chapter 17: About 170 MarkView for Expense Management

CHAPTER 18 About the 170 MarkView Document Library
If your company uses both paper-based and electronic document storage systems, you can
run the risk of having different versions of the same documents stored in multiple locations.
Using the 170 MarkView Document Library can help to lower costs by minimizing document
transportation, maintenance of physical storage space (office space, filing cabinets, off-site
storage, microfiche equipment), and the time spent looking for lost or misfiled documents.
The 170 MarkView Document Library lets your team store and retrieve 170 MarkView and
non-MarkView documents. Paper documents must be converted to electronic documents to
reside in the library. 170 MarkView accepts documents from a variety of sources including
170 MarkView Scan, 170 MarkView Fax Server, 170 MarkView File Capture, and email.
All documents are stored in their native file format. For example, an employee can store PDF
files, audio files, and other document types in the document library.
An employee must belong to the right role and user group to add or retrieve documents from
the document library.
Managing the Document Library

To use the 170 MarkView Document Library, a 170 MarkView administrator creates
document types and adds properties to enable document search and retrieval. In addition to
default system properties, the administrator can create custom properties.
170 MarkView handles library security through access privileges set up in the MarkView user
group. The administrator can also apply group-level privileges to a document instance.
The 170 MarkView Document Library implements auto-filing through the use of the bar-
code generator. If a bar code does not properly index the document, the 170 MarkView

Managing the Document Library Chapter 18: About the 170 MarkView Document Library
Document Library routes the document to an unfiled document list from which an
authorized user can enter the document properties.
Searching
The 170 MarkView Document Library lets users search for files by name, filename, creation
date, creator, document type, and document text. Document text enables searching the entire
text in a group of documents for keywords even if documents are in different file formats.
Wildcards assist in searching.
The search function applies the security rules set at system setup. For example, the returned
list of document types only includes those documents to which the user has access.
Document types
A document is an electronic file, such as a 170 MarkView document, invoice, or receipt. A
document can also be a non-170 MarkView document, such as a Microsoft Word file, graphic
files, and a digital audio files.
The document type specifies the category to which a document belongs and the type of
metadata to associate with a document.
170 MarkView document types fall into two categories, default document type (file), and
non-default document types (forms). For example, the human resources department might
store personnel records in the document library along with forms for medical insurance,
retirement information, and tax information.
Document properties
Document properties provide information related to the document that is not part of the
document. For example, default document properties include information such as who
created the document. When entering a document into the library, an employee specifies
values for the document properties.
Note: On the Indexing page, the File document type has only the default document
properties.
All document types include the default document properties described in the following table.

Chapter 18: About the 170 MarkView Document Library Managing the Document Library
Table 18-1. Default document properties
Default property Definition

Created By* 170 MarkView username of the employee who entered the document into the
document library.
Created Date Date on which this document entered Document Library.
Filename* Name of the file before the file entered Document Library.
Name* String identifier that is usually a different value than Filename.
The web interface lets an employee enter a document into the system and assign
any value to Name.
* For documents entered through a 170 MarkView Capture and Output application, the system sets Created By to the
170 MarkView username of the employee who initiated the Capture and Output application, Filename to 170 MarkView
documents, and Name to a default value.
The File type also includes the following properties:

Description
Key Words
Forms properties
Most document types define additional document properties to provide more ways to
organize documents having the same document type. The following table provides a sample
of additional document properties associated with different types of forms.
Table 18-2. Examples of forms properties
Document type Properties

Medical Insurance Form Employee Name
Medical Plan Name
Dental Plan Name
Employee Name
Number of Dependents
Retirement Information Form Employee Name
Employee ID Number
Deduction Amount
Plan ID
Tax Information Form Employee Name
Tax ID Number
Number of Dependents
Each property assigned to a document type is unique to that document type and distinct from
a property with the same name assigned to another document type.

Entering and indexing documents Chapter 18: About the 170 MarkView Document Library
Entering and indexing documents

The 170 MarkView Document Library interface lets you enter and index documents.
Entering a document places the document into Document Library. Documents that are
entered but not indexed are unfiled documents.
Indexing a document assigns document property values to the document. Successfully
indexed documents are filed documents.
Through the Document Library interface, an employee can:

Enter, index, upload, add information, save non-170 MarkView documents through the
Document Library GUI.
Browse for files to upload.
Generate a list of unfiled documents.
Prevent groups of users from deleting documents from the Document Library.
Prevent users from annotating a document after the document enters the Document
Library.
Enter and index MarkView documents when scanning by configuring 170 MarkView
Scan.
Create custom fields. For the best results, create no more than 3 custom search fields.
Enable full-text search capabilities.
Grant groups privileges to enter, delete, modify, and view indexed documents.

SECTION 4 Appendixes

Section 4: Appendixes

APPENDIX A Making Workflow Decisions
To make decisions about which invoice processing steps to implement, the project
implementation team needs to understand the impact of configuration choices on the
workflow. This appendix provides information about configuration options for that team.
User roles
A key factor when implementing the 170 MarkView for Accounts Payable workflows is
understanding how new business processes impact individual users in a company. Two main
user communities that interact with 170 MarkView include:
Operational/Back Office teamsthose responsible for processing invoices or
supporting the invoice payment process.
Business Usersthose involved in ordering the goods/services that are included in the
invoices.
A standard 170 MarkView for Accounts Payable solution includes these roles, which are
described next.
Operational/back office teams

In most companies, invoice processing requires the involvement of Accounts Payable,
Finance leads, Supplier Maintenance teams and Purchasing teams. Each group will also
interact with 170 MarkView while working in Oracle.

User roles Appendix A: Making Workflow Decisions
Accounts Payable (AP) Processor:

Enters ERP invoice records, matches invoices to POs (if applicable), and attaches 170
MarkView document images.
Resolves issues on entered invoice records, including AP-related holds, questions from
Business Users, and other issues that arise during invoice processing.
Accounts Payable/Finance Manager:
Tracks Accounts Payable activities and status using 170 MarkView Advisor and
170 MarkView Process Monitor.
Performs Additional Reviews, such as potential fraud violations or high-dollar review,
on designated invoices as needed.
Supplier Record Management UserEnters and updates ERP Supplier records, including
site information.
Scan Operator:
Categorizes and scans documents to generate electronic images.
Rescans images as requested.
Manually categorizes documents received by the system without barcodes.
Purchasing UserResolves Purchase Order (PO) issues that arise during invoice entry,
and Purchasing-related holds on PO-based invoices. The Buyer or PO Agent associated
with the PO that the invoice references, or someone who works in Purchasing and has
responsibility for general issue resolution, typically assumes this role.
Business Users
Business Users utilize 170 MarkView to take action on invoices in several different capacities.
Business Users may assume one or more of the following responsibilities:
CoderEnters account coding for Non-PO invoices.
ApproverProvides approval for Non-PO invoices.
CommenterProvides information that AP or other Business Users need to complete

their assigned invoice processing tasks.
RequestorConfirms that all goods and services associated with 2-way match PO
invoices are satisfactorily delivered. The person who requested the goods/services or
prepared the Requisition typically assumes this role.
Holds Resolution UserReviews receiving-related holds on PO-based invoices and takes
action to begin the resolution process. The person who requested the goods/services or
prepared the Requisition typically assumes this role.

Appendix A: Making Workflow Decisions
Non-PO Invoices
Workflow
170 MarkView enables users outside of AP to be involved in the coding and approval of
Non-PO invoices. During invoice entry, AP identifies the Business Users to involve.
In addition to features common to all invoice workflows, for example, AP Entry Exception
Handling and Business Controls, the following flowchart shows the basic workflow that a
Non-PO invoice follows for processing:
Invoice Entry
Approval and Coding
2
Approval Resolution
4
Additional Review AP Processor
QA Review
Finance or AP employee
3 Comment Requested
Business User
6
Hold Resolution
AP Processor
AP Resolution
1 Invoice EntryAn AP Processor reviews the invoice, enters the invoice information
into Oracle, and selects the first person in the coding and approval process. The AP
Processor takes action in 170 MarkView to signal the completion of the invoice entry
process.

Non-PO Invoices Appendix A: Making Workflow Decisions
2 Coding and ApprovalThe Business User identified by the AP Processor reviews the
invoice and does one of the following:
Enters GL or Project-based account coding, and approves the invoice.
Enters account coding, and selects another Business User to approve the invoice.
For example, an assistant or financial analyst might enter the coding and forward the
invoice to a manager for approval.
Routes the invoice to another user for comment and additional information prior to
coding or approval. For example, an assistant might need help coding the invoice.
Routes the invoice to AP when there is a question about the invoice or the Business
User does not think that the invoice should be paid.
Your company can choose from a number of approval hierarchy options to use when
an invoice receives approval from a Business User.
170 MarkView verifies the approval limit of the Approver through a lookup in the
chosen hierarchy against the invoice amount.
If the Approver has sufficient approval authority, the invoice moves to the next
If the Approver does not have sufficient approval authority, 170 MarkView uses the
chosen approval hierarchy to look up the next Approver. This process continues
until an Approver with sufficient authority approves the invoice.
3 Additional Review, Quality Assurance (QA) ReviewWith 170 MarkView, AP
Managers and Finance Team members can optionally review a subset of invoices after
invoice entry. These reviews help to ensure compliance with audit controls without
creating workflow inefficiencies.
A company can route invoices valued at over a specified amount for Additional Review.
A company can also have a specified percentage of all invoices go for a QA review.
These review options are independent; a company can implement one, both, or neither.
If implemented, the review criteria (for example, the value and percentage) apply across
all invoice workflows.
A group (for example, multiple users who have access to retrieve and process invoices
sent for review) or a specific user can perform both reviews. The reviewer can take
action to complete the review, route the invoice to AP, or route the invoice to another
user for comment or additional information.

4 Non-PO Approval ResolutionIf Business Users encounter issues during the Coding
and Approval processes or during Additional or QA Review, they can send the invoice
to AP. You can configure 170 MarkView to route the invoice back to the original AP
Processor, or to a queue accessible by multiple AP Processors who specialize in issue
resolution.
Since this process usually requires additional analysis, more experienced AP Processors
generally assume responsibility for this task. The AP Processor reviews the comments
provided by the Business User, tries to resolve the issue, and returns the invoice to the
Business User. If the AP processor determines that a different Business User is
responsible for approving the invoice, the processor can route the invoice accordingly.
If the invoice should not be paid, the AP Processor can cancel the invoice.
5 AP ResolutionWhen a Non-PO invoice goes on hold, the hold must be resolved by
Accounts Payable.
generally assume responsibility for this task.
After determining what business situation created the Oracle EBS hold, the AP
Processor acts within Oracle EBS to correct the situation. Or, the AP Processor can
solicit feedback from others or cancel the invoice after determining that the invoice
should not be paid.
6 Comment RequestAt various points throughout the workflow, AP and Business
Users may require more information from other employees to complete their current
invoice processing task. The Comment Request function provides a mechanism
through which employees can officially request feedback and have 170 MarkView
monitor the request. The employee providing the comments and feedback must
respond to the requesting employee.
The Comment Requested feature is available from the following Non-PO workflow
processing steps:
Non-PO Invoice Entry
Additional Review, QA Review
Approval and Coding
AP Resolution

Workflow configuration options

Responsibility for coding and approval
In 170 MarkView, you can configure one user group that both codes and approves invoices,
or separate user groups where one group codes and the other group approves invoices.
You assign employees to the appropriate group. You can assign some employees to both
groups, which gives them the ability to both code and approve.
Selecting from a list of Coders and Approvers, AP routes invoices to individual employees.
Prior to approval, the Coder/Approver must enter some or all of the account coding. If
configured, the employee can route the invoice to another employee for comment and
help with completing the account coding.
Because Accounts Payable chooses the Approver, this approach is considered a financial
control.
If separate groups are responsible for coding and approval, AP selects a Coder from the
list and routes the invoices to that employee. The Coder enters the accounting details and
then routes the invoice to the appropriate Approver. (The Coder should know who needs
to approve the invoice.)
Use this approach if invoice Approvers do not have the business knowledge to enter
account coding, or if Coders do not exist in the hierarchy.
This approach places the decision about who approves an invoice on the invoice Coder,
who might be an administrative assistant. The decision can add responsibility that the
Coder may not normally have.
To mitigate the risk, Approvers should be responsible for only approving invoices under
their jurisdiction and for validating the account coding. An Approver can send an invoice
back to AP if something is incorrect.
Consider the following while deciding which option to use:

Identify which groups in the company will have the knowledge, training, and responsibility
to enter the account coding for an invoice via 170 MarkView. For example, decide who in
the company should do the codingthe Coders, Approvers, or Comment Users.
Identify if contact information appears on invoices or how the AP Processor will know
the Business User to select for providing the account coding (for example, a Coder) and
the Business User to provide invoice approval (for example, an Approver).
Identify who has the authority to determine the initial invoice Approver.
Identify if the Business User responsible for invoice approval is also responsible for
entering account coding. If not, decide if the Business User will validate account coding
that was entered by another employee.

Hierarchy and approval limits

For Non-PO invoice approval, your company must identify the data repositories for
170 MarkView to use for hierarchy and approval limits. This decision controls which set of
business rules apply when 170 MarkView determines the next Approver in the approval chain
and the invoice approval limits.
170 MarkView supports the following options:

Oracle EBS Purchasing Hierarchy module and Oracle EBS HR moduleUse the
same business rules that are set up to approve Oracle EBS Purchase Orders to approve
170 MarkView Non-PO invoices. The approval limits for purchasing-type transactions
come from the Oracle EBS Purchasing module. You can also use the Purchasing module
for the approval hierarchy, and Oracle EBS HR data to determine the chain of Approvers.
170 MarkView HierarchyLeverage the 170 MarkView hierarchy to define and manage
approval limits and approval relationships.
170 MarkView uses option names that reflect the supported configuration of Oracle EBS.
170 MarkView uses this approach to help you associate the correct settings in both
applications for hierarchy and approval limits.
If your company uses data from the Oracle EBS modules for Non-PO Invoice approvals, you
must select from the following:
Oracle EBS Hierarchy options
Approver hierarchyIdentify the business rules to apply when 170 MarkView chooses
the next Approver in a hierarchy. Options include:
Simple Employee-Supervisor170 MarkView uses the Employee-Supervisor
relationship defined in the Oracle EBS HR module.
Org-based Employee-Supervisor170 MarkView uses the Employee-
Supervisor relationship defined in the Oracle EBS HR module. The HR module
supports specifying Employees and Supervisors by Organization. 170 MarkView
uses this option to identify the Organization associated with the invoice.
Business Group-based Employee-Supervisor170 MarkView uses the
Employee-Supervisor relationship defined in the Oracle EBS HR module. The HR
module supports the association of Employees and Supervisors with Business
Groups. 170 MarkView uses the Employees Business Group to identify the
supervisor.
Only use this option if your company also uses the Oracle EBS Business Group
setup.
Simple Positional170 MarkView uses this option to identify a supervisor based
on finding someone who holds the next highest position above the Employees in

the position hierarchy. 170 MarkView selects the person who has held the position
for the longest time.
PO Control FunctionIdentify the name of the PO Control Function in Oracle EBS
Purchasing to use for approval limits. (The Oracle EBS Purchasing module refers to the
transaction type or document type as the PO Control Function.) PO Control Functions
can include:
Approve Blanket Purchase Agreements
Approve Blanket Releases
Approve Contract Purchase Orders
Approve Internal Requisitions
Approve Planned Purchase Orders
Approve Purchase Requisitions
Approve Standard Purchase Orders
PO Control MethodChoose the PO control method to leverage. Use the name of the
method (170 MarkView term) or the object type (Oracle EBS term) in Oracle EBS Purchasing
for approval limits. Options include:
Document Total
Account Range
Invoice ValueChoose which value on the invoice that 170 MarkView should compare
against invoice approval limits to determine if the invoice can be approved.
This choice determines for what aspect of the financial obligation an invoice Approver is
responsible. Options include:
Invoice Total Amount
Invoice Net Amount
Sum of Distributions
Max of Single Distribution
The combination of decisions that you make for PO control function, PO control method,
and invoice value defines employee approval limits in Oracle.
In some situations, a company may have Business Users manually identify the next Approver
in the approval chain. This can occur when the business requirements associated with
selecting the next Approver do not conform to the hierarchy options available in Oracle EBS
modules or 170 MarkView Hierarchy. Because the Oracle EBS Purchasing module and
170 MarkView Hierarchy continue to store the approval thresholds, 170 MarkView
automatically performs the verification and validation.

Invoice approval validation

When approving Non-PO invoices in 170 MarkView, a company must decide if it will require
account coding to be complete when the Approver approves the invoice. This feature is tied
to an individuals financial responsibilities within a company. Your company must decide
whether the Approver is responsible for approving the GL account coding as well as the
invoice total. 170 MarkView options include:
AnytimeAn Approver can approve an invoice regardless of the account coding status.
Invoice Fully CodedAn Approver can only approve an invoice if the account coding is
entered for the full invoice amount.
Approval options for alternate users
170 MarkView includes a utility called Alternate User Assignment (AUA) that allows the
assignment of an alternate user within 170 MarkView for employees who need a proxy to
process their invoices. Assigning an alternate user ensures that invoices continue to move
through the workflow and do not become stuck.
When approving Non-PO invoices in 170 MarkView, your company must specify how to
handle the approval authority and hierarchy for alternate users. This decision determines
what invoice approval limits and invoice approval chain apply when a Business User approves
an invoice on behalf of another Business User. To limit potential opportunities for fraud,
consider the financial controls that your company has in place. 170 MarkView options
include:
Alternates authority and original Approvers hierarchy170 MarkView checks the
alternates approval limit against the invoice amount. If the alternate does not have
sufficient authority, 170 MarkView routes the invoice to the next Approver in the original
Approvers approval chain.
This approach uses the alternates authority as a safeguard against the original Approver
who did not select an alternate with similar organizational responsibilities. (AUA verifies
that the original Approver and alternate have the same roles. However, the employees
might not have the same approval limits.)
Routing the invoice through the original Approvers hierarchy eliminates the opportunity
for an alternate to try to bypass the original hierarchy for fraudulent reasons.

Original Approvers authority and hierarchy170 MarkView uses the original

Approvers invoice approval limit against the invoice amount. If the original Approver has
insufficient authority, 170 MarkView routes the invoice to the next Approver in the
original Approvers approval chain.
If your company holds the original Approver accountable for all invoice approval
decisions, including the selection of an alternate with the appropriate organizational
authority, consider this option.
Using the original Approvers authority can provide more flexibility in a company where
an Approver might not have a peer to select as an alternate. Instead of transferring all
invoice approval responsibility to their supervisor, the employee can designate an alternate
with lesser responsibilities.
Routing the invoice through the original Approvers hierarchy eliminates the opportunity
for that Approver to try to bypass the original hierarchy for fraudulent reasons.
Alternates authority and hierarchy170 MarkView checks the alternate Approvers
approval limit against the invoice amount. If the alternate has insufficient authority,
170 MarkView routes the invoice to the next Approver in the alternates approval chain.
Use this approach if your company decides that the original invoice Approver actually
transfers full ownership of invoice approval responsibilities to the alternate.
Original Approvers authority and alternates hierarchy170 MarkView checks the
original Approvers approval limit against the invoice amount. If the original Approver has
insufficient authority, 170 MarkView routes the invoice to the next Approver in the
alternates approval chain.
Additional Review
You can configure 170 MarkView to route Non-PO invoices for Additional Review after the
coding and approval process is complete. The value of the base invoice determines whether
an invoice is subject to this review.
The value threshold for the invoice amount is a system-wide setting that is compared directly
to the invoice amount. The invoice amount threshold applies to all workflows. However, your
company can enable or disable the review by workflow. A user group that monitors the queue
and retrieves items for review or a specific user who reviews all items can assume
responsibility for the review.

The Additional Review adds a financial control to the invoice payment process and helps
ensure that all invoices are handled according to financial policies established by a company.
A company implements this feature to authenticate the financial obligation. The review also
serves to inform management that a high-value invoice is close to being paid.
The Additional Review occurs after approval and after approval and before a QA Review. An
invoice is eligible for both reviews if both are enabled. 170 MarkView does not release for
payment any invoice qualified for Additional Review until the review is complete.
QA Review
You can configure 170 MarkView to route Non-PO invoices for a QA Review after the
coding and approval process is complete. The criterion that determines if an invoice is subject
to this review is based on a system value that specifies a percentage of overall invoice volume.
The percentage is a system-wide setting that applies to all workflows. However, your
A company implements this feature to validate the quality of invoice data entry. As such, QA
Review provides a quality control to the invoice payment process and helps ensure that all
invoices are handled according to the financial and audit policies established by the company.
The QA Review occurs after the Additional Review. An invoice is eligible for both reviews if
both are enabled. 170 MarkView does not release for payment any invoice qualified for QA
Review until the review is complete.

PO Invoices Appendix A: Making Workflow Decisions
PO Invoices
Workflow
PO-based invoice follows for processing:
Purchasing
Review Purchasing employee
Invoice Entry
2
Additional Review
QA Review
Comment Finance or AP employee

Receipt Purchasing employee
Verification Requested
Business User
6
4
Hold Resolution (if needed)

- Receiving and Purchasing
resolution
- AP PO Invoice Process
resolution
- AP resolution
5
1 Invoice EntryAn AP Processor reviews the invoice, identifies the PO associated

with the invoice, enters the invoice information into Oracle. Using the captured invoice
image, the processor matches the invoice to the Purchase Order to help in the
completion of header entry and creation of the invoice lines. The AP Processor takes
action in 170 MarkView to signal the completion of the invoice entry process.

2 Purchasing ReviewDuring invoice entry, questions or issues may arise, for example,
the invoice is missing a PO number, the PO is not approved or has no remaining funds
available.
In companies with a centralized Purchasing group that supports Accounts Payable, an
AP Processor can take action to route the invoice to the Purchasing group for issue
resolution. The Purchasing employee who retrieves the invoice researches the issue,
updates the PO as needed, and returns the invoice to AP with comments. AP can then
complete the entry process.
Note: For companies without a centralized Purchasing group, 170 MarkView offers
alternate functions for routing invoices to specific Buyers or other Purchasing
users for comment and issue resolution.
4 Receipt VerificationFor companies that process 2-way match POs, 170 MarkView
provides Business Users outside of AP with an opportunity to review the invoices. This
function allows a single Business User (for example, the PO Agent, Requisition
Preparer, PO Deliver To Person, Requisition Requestor) to acknowledge that they
received the goods or services being invoiced. 170 MarkView uses data from the PO in
Oracle to determine who should verify the invoice.
Note: Your company can set up 3-way matching POs that require the requester to
acknowledge the receipt of goods online in the Oracle EBS. If your company
uses 2-way matching and still wants requesters to acknowledge receipt of goods
or services, you can use 170 MarkView Receipt Verification.
The employee performing Receipt Verification can approve the invoice and signal that
they received the goods or services in question and that the invoice should be paid. Or,
the reviewer can route the invoice to AP or another employee if they have questions
about the invoice or they do not think that the invoice should be paid.

5 Hold Resolution
Receiving and Purchasing Resolution170 MarkView enables users outside of AP
(for example, PO Agent, Requisition Preparer/Requestor, Purchasing Group) to be
involved in the resolution of PO Invoice holds.
A company can specify which user or user group should review and resolve specific
types of holds. The 170 MarkView hold resolution process automates the routing of
these invoices between the responsible users and groups within the Receiving
Resolution and Purchasing Resolution processes. 170 MarkView uses data from the
PO in Oracle to determine to whom to route the invoice for resolution.
The Receiving Resolution process includes invoices routed to a Requisition
Preparer, a Requisition Requestor, a PO Deliver To Person, or a Receiving group.
The Purchasing Resolution process includes invoices routed to the PO Buyer or
a Purchasing group.
Both processes expect the designated employee to make updates within Oracle EBS
to resolve the invoice hold (for example, Approve the PO or receive the goods), or
provide feedback to AP about how to handle the hold.
Alternatively, the designated employee can route the invoice to another employee
for comment or additional information.
AP PO Invoice Process ResolutionIf Business Users have an issue during the
Receipt Verification, Additional/QA Review, or Receiving/Purchasing Resolution
processes, they can send the invoice to AP.
Since this process usually requires additional analysis, more experienced AP
Processors generally assume responsibility for this task. The AP Processor reviews
the comments provided by the sending user, tries to resolve the issue, and returns
the invoice to the sending user with enough information to continue invoice
processing. If the invoice should not be paid, the AP Processor can cancel the
invoice at this point.
AP ResolutionIn the PO workflow, a company can specify which user or user
group should review and resolve specific types of holds. 170 MarkView hold
resolution automates the routing of these invoices.
Although Purchasing or Receiving users or groups might take the responsibility for
resolving some types of holds, others must be resolved by Accounts Payable.
Since this process usually requires additional analysis, more experienced AP
Processors generally assume responsibility for this task.
Processor acts within Oracle EBS to correct the situation that created the hold. Or,
the AP Processor can solicit feedback from others or cancel the invoice after
determining that the invoice should not be paid.


through which employees can officially request feedback and have 170 MarkView
monitor the request. The employee providing the comments and feedback must
respond to the requesting employee.
The Comment Requested feature is available from the following PO workflow
processing steps:
PO Invoice Entry
Receipt Verification
Receiving/Purchasing Resolution
AP Resolution

Additional Review
You can configure 170 MarkView to route PO invoices for Additional Review after the
invoice header and PO match is complete. The value of the invoice determines whether an
invoice is subject to this review.
and retrieves items for review, or a specific user who reviews all items, can assume
The Additional Review feature provides an additional financial control in the invoice payment
process and helps ensure that all invoices are handled according to financial policies
established by a company.
The Additional Review occurs after approval and before a QA Review. An invoice is eligible
for both reviews if both are enabled. 170 MarkView does not release for payment any invoice
qualified for Additional Review until the review is complete.

QA Review
You can configure 170 MarkView to route PO invoices for a QA Review after invoice header
and PO match is complete. The criterion that determines if an invoice is subject to this
review is based on a system value that specifies a percentage of overall invoice volume.
A company implements this feature to validate the quality of invoice data entry by AP. As
such, QA Review provides a qualitative control in the invoice payment process and helps
ensure that all invoices are handled according to the financial and audit policies established by
the company.
Receiving 2-way matched invoices

A company can configure 170 MarkView to automate the review of 2-way match PO
invoices. These invoices often apply to services work instead of the delivery of physical
goods. In the Oracle EBS, 2-way match PO invoices do not have any type of associated
receipt record. Therefore, when AP processes a 2-way match PO invoice, there is no record
within the ERP that confirms that the goods or services referenced were delivered.
When enabled, this feature automatically routes the 2-way match invoice to a reviewer who
confirms the delivery of the goods or services. The invoice can be routed to a Buyer or to
someone else associated with a Requisition. Available options for the person to conduct the
verification review include:
Requisition RequestorTaken from the Oracle EBS Requisition associated with the
matched Purchase Order.
Requisition PreparerTaken from the Oracle EBS Requisition associated with the
PO Deliver To PersonTaken from the matched Oracle EBS Purchase Order.
PO AgentTaken from the matched Oracle EBS Purchase Order.
With this feature disabled, AP must manually identify who should confirm delivery during the
Invoice Entry process, as most companies require verification that services were delivered.

This feature also provides an additional audit control. It ensures that invoices are not
erroneously paid when the quality or quantity of the goods or services associated with a PO
invoice are unacceptable.
This feature helps to automate a manual process that most companies already have in place
for confirming the delivery of 2-way match PO invoice goods and services.
Because reviewing 2-way match PO invoices is an approval task similar to approving Non-PO
invoices or receiving within the Oracle EBS, most reviewers have no problem taking
responsibility for the task.
Automatic PO holds routing

For PO invoices, 170 MarkView automates the review and resolution of invoices that have an
associated Oracle hold. Both Business Users (for example, Requisition Requestors) and
Purchasing Users (for example, PO Agents or Buyers) can be automatically included in the
review process for specific Oracle holds. Your company can define a list of reviewers for each
type of hold.
For example, the routing for a Quantity Ordered hold may include both the Requisition
Requestor and AP. In addition, a priority is assigned to each Oracle hold when an invoice has
multiple Oracle holds applied. 170 MarkView automatically routes any Oracle hold that does
not have routing defined to AP.
Product options for the person or group to conduct the review include:
Requisition RequestorTaken from the Oracle EBS Requisition associated with the
Requisition PreparerTaken from the Oracle EBS Requisition associated with the
PO Deliver To PersonTaken from the matched Oracle EBS Purchase Order.
PO AgentTaken from the matched Oracle EBS Purchase Order.
Purchasing GroupAny user can be assigned to this group.
Requisitioning GroupAny user can be assigned to this group.
The purpose of 170 MarkView is to automate communication in a company between AP and

teams outside of AP and to relieve some of the pressure on AP to initiate the resolution
process. By relieving AP of some non-value-added responsibilities, AP can focus on tasks that
improve the overall quality of invoice payment process.
Because this feature might assign new responsibilities to Purchasing and Business Users,
those groups should be included in change management activities.

Pre-Approved Invoices Appendix A: Making Workflow Decisions
To correct an Oracle EBS hold, the designated user must take appropriate corrective action
within Oracle. Once the corrective action is complete, the user takes action in 170 MarkView
indicating that they resolved the hold.
Pre-Approved Invoices
Workflow
A company typically uses Pre-Approved invoices for recurring or specialized invoices such as
rent, utilities or legal bills. 170 MarkView assumes that all Pre-Approved invoices are
approved when AP receives them, and that coding is provided or AP knows how to code the
invoice.
Pre-Approved invoice follows for processing:
I
Invoice Entry
Additional Review Finance or AP employee

Comment
QA Review Requested Business User
4
2

AP Resolution Issue resolution specialist

1 Invoice EntryAn AP Processor reviews the invoice, and enters the invoice
information into Oracle, including the header lines. The AP Processor takes action in
170 MarkView to signal the completion of the invoice entry process.
3 AP ResolutionWhen a Pre-Approved invoice goes on hold, the hold must be
resolved by Accounts Payable.
generally assume responsibility for this task.
Processor acts within Oracle EBS to correct the situation that created the hold. Or, the
AP Processor can solicit feedback from others or cancel the invoice after determining
that the invoice should not be paid.
through which employees can officially request feedback (including entering, updating,
or deleting invoice distributions) and have 170 MarkView monitor the request. The
employee providing the comments and feedback must respond to the requesting
employee.
The Comment Requested feature is available from the following Pre-Approved
workflow processing steps:
Pre-Approved Invoice Entry
AP Resolution


Entry validation
In the Pre-Approved workflow, you can configure a control to ensure that account coding is
entered for the full invoice amount before 170 MarkView releases an invoice from the data
entry process.
170 MarkView validation options include:

Invoice Fully Codedan AP Processor can only mark the entry process as completed if
the invoice total matches the sum of the invoice lines.
Anytime (no validation)the entry process can be completed at any time. Nothing
related to account coding is validated.
This option provides qualitative control in the AP data entry process.
If your company has a regular business situation that prevents an AP Processor from
completing the account coding, this control may not be useful.
Additional Review
You can configure 170 MarkView to route Pre-Approved invoices for Additional Review
after the entry process is complete. The value of the base invoice determines whether an
invoice is subject to this review.
and retrieves items for review, or a specific user who reviews all items, can assume
Additional Review provides an additional financial control in the invoice payment process
and helps ensure that all invoices are handled according to financial policies established by a
company.
The Additional Review occurs after approval and before a QA Review. An invoice is eligible
for both reviews if both are enabled. 170 MarkView does not release for payment any invoice
qualified for Additional Review until the review is complete.

QA Review
You can configure 170 MarkView to route Pre-Approved invoices for a QA Review after the
entry process is complete. The criterion that determines whether or not an invoice is subject
to this review is based on a system value that specifies a percentage of overall invoice volume.
A company implements this feature to validate the quality of invoice data entry by AP. As
such, QA Review provides a qualitative control in the invoice payment process and helps
ensure that all invoices are handled according to the financial and audit policies established by
the company.


Third-Party License Agreements
BEA Public License Version 2.1

TERMS AND CONDITIONS FOR USE, REPRODUCTION, AND DISTRIBUTION
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otherwise, or
(ii) ownership of fifty percent (50%) or more of the outstanding shares, or
(iii) beneficial ownership of such entity.
You (or Your) shall mean an individual or Legal Entity exercising permissions granted by this License,
including but not limited to each Contributor other than Licensor in such Contributors role as a licensee for
the Software.
Source Format shall mean the preferred form for making modifications, including but not limited to
software source code, documentation source, and configuration files.
Object Format shall mean any form resulting from mechanical transformation or translation of a Source
Format, including but not limited to compiled object code, generated documentation, and conversions to
other media types.
Software shall mean the original version of the software accompanying this agreement as released by BEA,
including in Source or Object Format, and also any documentation provided therewith.
170 Systems, Inc. 159

Derivative Works shall mean any work, whether in Source or Object Format, that is based on (or derived
from) the Software and for which the editorial revisions, annotations, elaborations, or other modifications
represent, as a whole, an original work of authorship. For the purposes of this License, Derivative Works
shall not include works that remain separable from, or merely link (or bind by name) to the interfaces of, the
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Contribution shall mean any work of authorship, including the original version of the Software and any
modifications or additions to that Software or Derivative Works thereof, that is intentionally submitted to
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copyright owner as Not a Contribution.
Contributor shall mean Licensor and any individual or Legal Entity on behalf of whom a Contribution has
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2 Grant of Copyright License. Subject to the terms and conditions of this License, each Contributor hereby
grants to You a perpetual, worldwide, non-exclusive, no-charge, royalty-free, irrevocable copyright license to
reproduce, prepare Derivative Works of, publicly display, publicly perform, sublicense, and distribute the
Software and such Derivative Works in Source or Object Format. Each Contributor represents that to its
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such license applies only to those patent claims licensable by such Contributor that are necessarily infringed by
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Contribution(s) was submitted. If You institute patent litigation against any entity (including a cross-claim or
counterclaim in a lawsuit) alleging that the Software or a Contribution incorporated within the Software
constitutes direct or contributory patent infringement, then any patent licenses granted to You under this
License for that Software shall terminate as of the date such litigation is filed.
4 Redistribution. You may reproduce and distribute copies of the Software or Derivative Works thereof in any
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conditions:
(a) You must give any other recipients of the Software or Derivative Works a copy of this License; and
(b) You must cause any modified files to carry prominent notices stating that You changed the files; and
(c) You must retain, in the Source Format of any Derivative Works that You distribute, BEAs copyright notice,
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5 Submission of Contributions. Unless You explicitly state otherwise, any Contribution intentionally submitted
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understand that although each Contributor grants the licenses to its Contributions set forth herein, no
assurances are provided by any Contributor that its Contribution does not infringe the patent or other
intellectual property rights of any other entity. Each Contributor disclaims any liability to You for claims brought
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9 Accepting Warranty or Additional Liability. Commercial distributors of software may accept certain
responsibilities with respect to end users, business partners and the like. While this license is intended to
facilitate the commercial use of the Software, if You include the Software in a commercial product offering, You
may do so only in a manner which does not create potential liability for any Contributor. Therefore, if You
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162 170 Systems, Inc.

Index
Numerics Comment Requested 41

New Document 33
170 MarkView Advisor Recycle 33
access to information 83 Rescan Review 52
Advisor Administrator 82 170 MarkView Process Monitor
Advisor Reports Users 82 definition 115
alerts 83 filtering 116
Finance Managers 82 170 MarkView Scan 31
170 MarkView Bar Code Generator 30 170 MarkView Self-Service Invoice 75
170 MarkView Document Library custom fields 80
document entry 134 project 78
document types 132 purpose 75
170 MarkView documents, types 30 170 MarkView Viewers 72
170 MarkView e-Invoice features 24
default validation rules 74 170 MarkView Web Inquiry
overview 66, 74 searching for returned invoices 55
Supplier Service 70, 71
170 MarkView e-Invoice Supplier Service
invoice data 69, 71 A
170 MarkView Enterprise Edition viewer 26
170 MarkView Express viewer 24 access control, SupplierExpress 108
170 MarkView Fax Server 32 accounting
distributions 77
170 MarkView File Capture 110
standard 78
170 MarkView for Accounts Payable 72 supported types 78
170 MarkView Advisor 81
Additional Review 49
document types 30 Non-PO Invoices 41, 140, 146
entering documents into the system 29
highlights 12, 29 PO Invoices 43, 149, 151
Pre-Approved Invoices 45, 155, 156
SupplierExpress 34
viewers 23 Advisor
workflow for follow-up documents 48 action dialog box 85
actions 82
170 MarkView for Expense Management
alerts 83
170 MarkView Import Server 64, 71 Details Table 89
170 MarkView Interactive Queries 95 detecting segregation of duties violations 87
170 MarkView Markups Escalate action 92
Approved 41 Increase Priority action 94
Canceled 54 scorecards 87

Index
Summary Graph 86, 89 Customer Refund invoice type 80

Summary Table 89 customer, 170 Systems 105
Advisor users 82
Administrators 82
Advisor Reports Users 82 D
Alternates 93
Finance Managers 82 dashboards, Advisor 87
annotation Markups 24 data source 108
AP document types, defined 30 data transformations 63
AP Invoice Follow-Up documents 30 data, hiding 66, 74
processing 48 database
AP Invoice Import tables 72 transforming XML into database entries 72
AP Invoices Interface table 79 uploading invoice data into 70
AP Processor 138 date formats for SSI 79
approval protocols in the Non-PO Invoices workflow 49 DBMS 65
Approved status 128 department accounting 78
Arrow Markup 27 Details Table, Advisor 89
auditing (maintaining a tight audit trail) 14, 23 distributing invoices 77
auto-correction 66, 74 distribution sets 76
automatic creation of Oracle records 70, 72 configuring 80
invoice templates 80
awards, SSI 78
document properties, 170 MarkView Document Library 132
document types, 170 MarkView Document Library 132
B dummy invoice lines 73
back office teams 137

bar codes 30 E
cover page 31
batch scan 32 e-invoicing, working with suppliers 70, 71
Blue Sticky Note Markup 27 email accounts, 170 MarkView File Capture 110
budgetary distribution 77 Email Message, Advisor 93, 94
business intelligence tools 95 EMC Captiva OCR for 170 MarkView 59
business unit 84 employee efficiency, monitoring with interactive queries 102
Business Users 137, 138 ERP systems, streamlining 11
Approver 138 Escalate, in Advisor 92
Coder 138 exception-handling process 52
Commenter 138 Expedited Non-PO Invoice submission 35
Holds Resolution User 138 Expense Management (see 170 MarkView for Expense
Requestor 138 Management)
expense receipts
170 MarkView File Capture 110
C timeout period 129
expense report status 128
canceling invoices 54
Expenses Home 128
categorizing documents 30
already faxed into the system 33
using the Re-Create Document Markup 52 F
categorizing invoices 71
charitable donations, SSI 75 fax process, 170 MarkView Fax Server 32
companion guides, 170 MarkView Suite 9 features, Advisor 82
company users, SupplierExpress 105 fields, SSI custom 80
compliance with the Sarbanes-Oxley Act 14 Filename (document property) 133
conflict of interest 37 filtering
correspondence, SupplierExpress 108 170 MarkView Process Monitor 116
creating Oracle invoice records 70, 72 Advisor 83
cross-workflow functionality 48 Finance Manager 82, 138
custom fields in SSI 80 Follow-Up Documents 48
formats for dates in SSI 79

Index
fraud Default to Primary Pay Site 73

detection using Advisor 87 Default To Single Pay Site 73
prevention 97 Derive Supplier Id 73
Derive Supplier Site Id 73
Exact Match Supplier 73
G Exact Match Supplier Site 73
Fuzzy Match Supplier 73
generating reports 79 Fuzzy Match Supplier Site 73
guides, 170 MarkView documents 9 Invoice Date Required 73
Invoice Number Required 73
Invoice Total Amount Required 73
H Line Distribution Coding Required 73
Line Total Amount Required 73
hard copy storage 32 Match Single Line Invoice to Single Line PO 74
Header 86 Match to Quantity and Unit of Measure 74
hiding data 66, 67, 74 Match to Quantity Ordered and Unit of Measure 74
Highlighter Markup 27 Match to Quantity Received and Unit of Measure 74
history of work items 118 Match to Quantity, Unit of Measure and Unit Price 74
holds, resolving 46, 72 Match to Unit of Measure and Unit Price 74
Supplier Required 74
Supplier Site Required 74
I validating supplier data 73
images, captured 11
Import Server 64 L
Increase Priority in Advisor 94
list of values 80
increasing the document priority 55
LOVs 80
indexing 134
integration with EMC
architecture 61 M
overview 59
process flow 62 Management Dashboard 84
invoice distribution 77 Manual Review 33
standard fields 78 resolving illegible documents 33
Invoice Gateway 79 roles 33
invoice headers 76, 77 Markups 24, 27
Invoice Submission 107 annotation 24
invoice templates, distribution sets 80 Arrow 27
INVOICE_CODING checkpoint 41 Blue Sticky Note 27
invoices Highlighter 27
categorizing 71 transitional 24
creating in SSI 75 Messages, Advisor 92
inquiry about payment in SupplierExpress 107 missing receipt expiration timeout 129
inquiry in SupplierExpress 106 multiple languages, 170 MarkView File Capture 110
routing for supplier maintenance 53 MVFC 34
submission in SupplierExpress 107
submittal 107
uploading into Oracle 70 N
Name property, 170 MarkView Document Library 133
K Non-PO Invoices 30
workflow configuration options 142
Kofax OCR for 170 MarkView 59, 64 Additional Review 146
validating invoices 64 approval limits 143
Kofax OCR for 170 MarkView validation rules approval options for alternate users 145
Check Invoice Line Sum 73 coding and approval responsibility 142
Check Line Distribution Coding 73 hierarchy 143
Check Supplier Active 73 invoice approval validation 145
Check Supplier Enabled 73 QA Review 147
Check Supplier Site Active 73 workflows 40, 139

Index
O Purchasing User 138

purpose of SSI 75
OB10 69
See also 170 MarkView e-Invoice Supplier Service
OCR Invoice, validation rules 64 Q
OCR options
EMC Captiva OCR for 170 MarkView 59 QA Review 49
Kofax OCR for 170 MarkView 59 Non-PO Invoices 41, 140, 147
Oracle AP Invoice Import tables 65, 72 PO Invoices 43, 149, 152
Pre-Approved Invoices 45, 155, 157
Oracle Applications 72
queues
Oracle distribution sets (see distribution sets)
AP Resolution 47
Oracle Invoice Import concurrent program 65, 72 Invoice Entry Review 37
Oracle Payables 73 items 118
custom fields 80 Redirected Work Items 52
Oracle records, creating automatically 70
Oracle Text, fuzzy matches 73
origin information 32 R
outbound fax process flow 112
overbilling 75 Reassign 93
Overview Dashboard 84 recognition rates 66
re-creating a document 52
recurring payments 75
P recycling a document 51, 52
Rejected status 128
payments, recurring 75 report generation 79
PDF invoices, upload in SupplierExpress 34 reports 82, 84, 90
PO Invoices 30 rescanning a document 51
workflow 43, 148 rewards, SSI 78
2-way receipting 152
Additional Review 151 S
automatic PO holds routing 153
QA Review 152 Sarbanes-Oxley Act 14
Pre-Approved Invoices 30 scan 31, 32
percentage of all invoices 99 scan batch number 32
workflow 45, 154 Scan Operator 138
Additional Review 156 Scorecards, Advisor 86, 87
entry validation 156 security 108
QA Review 157 Self-Service Invoice (see 170 MarkView Self-Service Invoice)
preconfigured workflows 14 sensitive data, hiding 66, 74
Previously Entered Invoices 30 Short Paid status 128
percentage of all invoices 99 single document scan 32
prioritizing SSI (see 170 MarkView Self-Service Invoice)
documents for retrieval by entry users 28 standard accounting 78
holds in the PO Invoices workflow 49 status
Process (Insight) Monitor 13 Approved 128
process flow Rejected 128
EMC integration 62 Short Paid 128
inbound fax 111 Withdrawn 128
outbound fax 112 storage of hard-copies 32
project accounting, SSI 78 streamlining business processes 11
170 MarkView Self-Service Invoice Summary Graph, Advisor 86, 89
project accounting 78 Summary Table, Advisor 89
project, SSI 78 Supplier Documents 30, 47
properties of documents 132 Supplier Follow-Up documents 30
properties of work items 118 Supplier Record Management 138
purchase orders, associated invoices 71 supplier users, SupplierExpress 105

Index
SupplierExpress 105 W
access control 108
company users 105 web-based tools 13, 95
inquiring about invoices 106 for AP employees 70
inquiring about payment 107 Withdrawn status 128
invoice submission 107 work items 11, 13
supplier users 105 details 118
upload PDF invoices 34 in queues 118
suppliers 105 workflow configuration options
gathering invoice data from 70 Non-PO Invoices 142
invoice inquiry in SupplierExpress 106 PO Invoices 151
invoice search 108 Pre-Approved Invoices 156
payment inquiry in SupplierExpress 107 workflow efficiency monitoring 104
validating data about 73 workflows 13
Non-PO Invoices 40, 139
PO Invoices 43, 148
T Pre-Approved Invoices 45, 154
tax code 78
third-party content repositories 121 X
thresholds 83
TIFF files 33, 111, 112 XML
TIFF images of invoices, creation 70 converting invoice data from 70, 71
time, in interactive query results 96 converting invoice data into 70, 71
timeout for missing receipts 129 loading 64
transforming data 63 XML files 33, 111, 112
Transitional Action Markups 24
U
users
Advisor 82
AP Processor 138
back office 137
Business Users 137, 138
Finance Manager 138
Purchasing User 138
roles in AP workflows 137
Scan Operator 138
Supplier Record Management User 138
SupplierExpress 105
utility payments 75
V
validating invoices, Kofax OCR for 170 MarkView
72
validation rules
170 MarkView e-Invoice 74
Kofax OCR for 170 MarkView 64
Vendor Record Management User 138
viewers
170 MarkView Enterprise Edition 26
170 MarkView Express 24
opening 28
violation detection, Advisor 87

Index

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170 MarkView Product Features

Oracle E-Business Suite

RESTRICTED RIGHTS LEGEND

170 Systems, Inc.

CHAPTER 1 Product Highlights 11

Section 1 170 MarkView for Accounts Payable 17

CHAPTER 3 170 MarkView Viewers 23

170 MarkView Product Features 3

CHAPTER 4 Entering Documents into the System 29

CHAPTER 5 Processing Invoices 39

CHAPTER 6 Handling Exceptions 51

4 170 MarkView Product Features

Section 2 Add-On Products for 170 MarkView 57

CHAPTER 8 170 MarkView e-Invoice 69

CHAPTER 9 170 MarkView Self-Service Invoice 75

CHAPTER 10 About 170 MarkView Advisor 81

170 MarkView Product Features 5

CHAPTER 11 170 MarkView Interactive Queries 95

CHAPTER 12 About SupplierExpress 105

6 170 MarkView Product Features

CHAPTER 13 170 MarkView File Capture 109

CHAPTER 14 170 MarkView Integration with RightFax 111

CHAPTER 15 170 MarkView Process Monitor 115

CHAPTER 16 Using Document Repositories 121

Section 3 Additional 170 MarkView Products 123

CHAPTER 18 About the 170 MarkView Document Library 131

170 MarkView Product Features 7

Section 4 Appendixes 135

Third-Party License Agreements 159

8 170 MarkView Product Features

Who should read this guide

170 MarkView Product Features 9

10 170 MarkView Product Features

About 170 MarkView features

170 MarkView Product Features 11

About 170 MarkView products

Add-on products for 170 MarkView

12 170 MarkView Product Features

About document images

170 MarkView Product Features 13

Accounts Payable Business Users Finance/Others

Invoice Approval & AP Process Released

Exception Comment Invoice Senior

About Best Practices

14 170 MarkView Product Features

170 MarkView Product Features 15

16 170 MarkView Product Features

170 MarkView Product Features 17

18 170 MarkView Product Features

The expenses associated with mailing and storing paper copies.

The loss or misfiling of paper copies.

170 MarkView Product Features 19

With 170 MarkView for Accounts Payable:

With 170 MarkView for Accounts Payable, your company can

Integrating associated information

20 170 MarkView Product Features

Sticky note Highlighter

Leveraging Oracle features

170 MarkView Product Features 21

Controlling the Process

22 170 MarkView Product Features

170 MarkView Product Features 23

Markups serve different purposes: