Table of Content
- Overview
- Supported file formats
- Uploading process
- Scanning process
- Options on the Active tab
- Processing documents
- Matching process on Header level
- Matching process on the Line level
- Selecting values manually (drawing)
- Book draft
Overview
The first tab is called 'Active'.
This section provides a list of your active documents, complete with essential details about each document's content and status. You'll also find options to edit, share, or organize your files, all conveniently accessible for a streamlined workflow.
Supported file formats
MyPaperflow can support multiple file formats. Max file size is 25 MB.
Supported file formats are listed below:
File format: |
JPEG |
PNG |
Uploading process
The uploading process is straightforward.
Click on the ‘Upload Invoices’ button located on the right side. In the newly opened window you will be guided by a short text how to make a selection. You can either drag and drop your file(s) or manually select the document(s) from your folder by clicking on the select invoices button. If everything seems fine upload the files.
(Upload invoices button)
(Upload invoices window before selecting and after selecting an invoice)
Scanning process
After the upload the scanning status will be displayed.
Please note that you will not be able to open or edit the data of your document until the scanning process is fully completed.
Options on the Active tab
The statuses of the scanning:
- Scanning is in progress
- Scanning was failed, an error occurred during the process
- Scanning was successful
On the Processed tab you have the following optionsProcess -The process window will be displayed
Preview - Clicking on this icon will open the preview window of the invoice
Options - Download and delete options can be found here
Selecting multiple files:
In the blue header, the following options are available:
process, download, delete and cancel the selection.
Content of the header row
- Supplier - Name of the supplier
- Invoice # - Invoice number
- Due Date - Payment due date
- Total Amount Incl. VAT - The total amount with the VAT included
- Status - Status of the document: Scanning, Scanned & Failed
- Created At - The date when the invoice was created in the system
- Updated At - The date when the invoice was updated
- File Name - Name of the file e.g.: EUR_Item_Invoice_Repeated_JQARKVYRRC.pdf
-
ID - The ID of the documents in the system
Processing documents
Note: MyPaperflow always does an automated matching process before the users see the documents.
By clicking the processing button, the document will open, allowing you to go through the information. This is the processing page where the engine has collected the data, but no matches have been made yet.
Matching process on Header level
Header level
You can match the following options on Header level
-
Supplier - Supplier's field
-
ERP Business Partner - Partner's code and name from SAP
- Currency - The currency on the document
-
SAP Currency - Currency from SAP
- Payment Terms - Based on the document e.g.: Payment is due within 15 days
- SAP Payment Terms - Payment terms from SAP
- Supplier VAT number - Based on the document
-
Invoice number
- Invoice date
- Due date
- Total amount excl. VAT
- Total VAT amount
- Total amount incl. VAT
Matching process on the Line level
The process of matching can be carried out in two distinct ways: it can be done manually or automatically by the system.
Note: You must fill the necessary field to continue the draft booking process!
Example picture about the line level
You can match the following options on the line level
-
Match Type - The match type can be an Item or a GL Account
-
SAP Item/ GL Account - Select the matching SAP Item/GL Account
-
Description - Description of the item on the invoice
- Quantity - The required quantity
- Unit - Unit of Measurement (UoM) is only needed, if the item has a UoM setting in SAP
- Price - Full amount of price of the Item or GL Account (without the VAT)
- VAT % - The VAT percent
-
SAP VAT Group - Select the correct SAP VAT Grop from a selector
Selecting values manually (drawing)
When a value is missing from a field, you can select it from the document. Instead of typing it manually, simply right-click and hold to draw a selection on the specific part of the document. This action will copy the value into the field.
Tip: Selecting the data (drawing) on the document instead of writing it helps improve machine learning (ML) accuracy.
1. Missing field value in the description field.
2. Find the needed part on the document and draw a rectangular around the text.
The color of the selection is orange.
3. If you are done with selecting just do a left click, the selection will turn to blue and the value will automatically be copied to the field.
Book Draft
If all mandatory fields have been filled out and you have thoroughly reviewed all information, you can proceed with the booking of the draft.
Please note, if you miss out a mandatory field the Book Draft button will NOT be available!
The following "Book AP Invoice draft" window will appear, here you can continue the booking or cancel the process.
After booking the draft, it will move to the Processed tab, which shows the newly processed document along with all previously processed ones. This setup facilitates easy access to your documentation history, helping you efficiently manage your workflow.
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