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Automatic invoice processing is only available for PO invoices. For more information about invoice types refer
to Vendor invoice automation overview.
Automatic invoice processing allows you to automatically process invoices originating from a given
vendor without any human intervention, provided that the automatically extracted data are correct.
When enabling this feature, your invoice workflow will be structured as follows:
1. A received invoice is analyzed and relevant data extracted to create the invoice validation form.
2. The data on the form are checked:
o If the data are correct, the invoice is silently approved without requiring any intervention, just as if
the AP specialist had clicked the Post / Send to approvers button.
o If some data appear to be incorrect (i.e. could not be properly extracted), the document cannot be
silently processed. The AP specialist to whom the invoice was sent is prompted to fix the data and
to manually approve the document before the workflow can continue.
See also
Requesting automatic document processing for a given customer or vendor
Tracking automatically processed documents
Improving the automatic processing performances
Once the option set to yes, finish approving this invoice. The next time a PO invoice originating from the same
vendor as the current one is submitted, it will be automatically approved if data were correctly extracted.
Use the Ignore warnings option to specify whether automatic processing shall be carried out or canceled in case
of warnings. If canceled, the invoice needs to be validated manually by the AP specialist. Please note that should
any errors be generated, automatic processing will fail, regardless of the value you selected for this option.
As an administrator
Administrators can set automatic processing information by editing the AP - Automatic processing table as shown
below.
Tracking automatically processed documents
When automatic processing is enabled for a given vendor, the documents issued from this vendor still generate a
validation form in Document Manager. Therefore you can track them the same way as you can track manually
processed validation forms from the Validation tab.
Select the Approved forms view from the Validation tab to list all the forms that have been approved either
manually or automatically.
Tip on narrowing down the list of approved forms to automatically approved forms only
The Automatic processing requested and automatic processing done fields of a processed invoice are
effective indicators to identify invoices for which automatic processing was requested and/or applied. Use
these fields to filter the view.
When you click on an automatically approved form, and in addition to standard web form fields , you will also be
able to view detailed information about the automatic processing of the invoice, such as:
The messages and documents generated after the automatic document processing (typically, a new job
of Invoice processing)
The date and time when the document was taken into account
The date and time when it was automatically processed
The user who automatically processed it
Click here to view a sample of these invoice properties
AP - Automatically processable invoices: a report on all the invoices likely to be processed automatically.
AP - Automatically processed invoices: a report on the invoices which were successfully processed via
automatic processing.
Refer to Default reports for more details.
If these reports aren't sufficient for your needs you can either duplicate and modify them, or you can create a
completely new report. You can use the following specific fields available in the document archive properties:
Important
These fields are always filled in, even when automatic processing is not requested. This allows you to
know how many documents could be automatically processed if automatic processing was always
requested, for example.
Refer to Fields list for details on each field.
For example, create a chart report to identify the most frequent failure reasons of automatic processing. Once
you have identified the most frequent problems, you can try and improve the automatic processing performances
through teaching.
For details on how to create such reports, refer to Creating a report.
Teaching
You can teach a validation form for which automatic processing was requested but that could not be
automatically processed because of an error on the form. This allows you to fix the errors that block the
automatic approval and to improve the performances.
Note
You can also teach a validation form that has successfully been automatically processed. However, note
that reprocessing the form with the new settings set in teaching mode is not available in this case. The
new settings will only be taken into account when processing upcoming documents.
For more information, refer to Teaching in Document Manager.
See also
Vendor invoice automation overview
View this page on esker.com >
Vendor invoice automation overview
The vendor invoice automation allows you to simplify the vendor invoice workflow, from data capture to payment
release and invoice archiving. It ensures the traceability of vendor invoices and an easy access to its associated
documents.
Pre-approval workflow: The AP specialist validates a new invoice in Document Manager and specifies
some approvers which will in turn approve the payment of the invoice. Once every approver has given his
approval for the payment, the invoice is created in the ERP.
Post-approval workflow: When validating the invoice, in addition to specifying some approvers, the AP
specialist also specifies that the payment of the invoice is blocked. The invoice is immediately created in the
ERP system. The approvers will then approve the payment of the invoice in turn. Once every approver has
approved the payment, the invoice in the ERP is updated to specify the payment is unblocked.
Pre-approval workflow
This method has the great advantage that the invoice remains editable (by the AP specialist) during the whole
workflow, and that approvers can complete the invoice data by providing the cost centers if the AP
specialist could not set them. Approvers can send back the invoice to the AP specialist in case of a problem. The
AP specialist will modify the invoice data before resubmitting it to this same approver, and the workflow will
continue.
A new invoice is submitted to the AP specialist in Document Manager.
Data is automatically extracted from the invoice to pre-fill the validation form. The AP specialist
completes and/or corrects the data and adds some approvers who will be in charge of approving the
payment of the invoice, before finally approving it. The form content depends on his ERP:
o SAP environment: Editing an invoice for SAP validation form
o Other ERP: Validating an invoice for an ERP
The invoice archive is immediately created in Document Manager (it will be updated later if needed), and
the approval workflow begins:
The first approver receives a payment approval request in Document Manager. When he opens it,
he can view the invoice image and its data as approved by the AP specialist. From there he can:
o Approve the payment: In this case, a payment approval request is sent to the next approver in
the list.
o Send back the invoice to the AP specialist: If some data is incorrect or incomplete, or if some
attachments are missing, the approver can send back the invoice to the AP specialist who will
be able to apply the correction and send it back to the approver, or even to completely reset the
approval workflow (e.g., if the invoice was not sent to the proper approvers from the beginning).
o Add an extra approver: As the approver can see the list of defined approvers, he can decide
that he wants another approver who is not in the list to approve the payment instead of him (e.g.
if the amount is too large for his accreditation, he can decide that he wants his manager to
approve it).
o Reject the payment: In this case, the workflow ends and the invoice will not be created.
This process is then repeated for each approver in the list.
The payment approval form content depends on the ERP:
o SAP environment: Payment approval of an invoice for SAP
o Other ERP: Payment approval of an invoice
When the last approver approves the payment, the invoice is finally sent back to the AP specialist so that
he can post it.
The AP specialist receives the invoice validation form one last time. He can check that the payment has
been approved by all the approvers, and do a final check on the data. He then clicks on the Post button to
create the invoice in the ERP, and the archive is updated to its final status (including the list of approvers
and their comments).
Post-approval workflow
In this method, the invoice is created in the ERP before the approvers can access the payment approval forms.
The invoice payment is blocked in the ERP, and the succession of approvers actions will lead to the unblocking
of the payment in the ERP. This means that once the invoice has been approved by the AP specialist, the invoice
data cannot be modified anymore (but approvers can still request that he adds some attachments). In case of a
problem, the approver can put the invoice on hold while waiting for the problem to be solved.
3 ERP: the form is designed for any type of ERP, including SAP if the form is
disconnected from SAP (data are not automatically updated in SAP).
SAP: the form is connected with your SAP system while you are validating
it. Document Manager will retrieve in real time some data from SAP to help
you complete the form.