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Accounts Payable OCR / KTM Overview v OCR Process Flow – Invoice Receipt to PeopleSoft Matching
OCR Overview
Issued: 12/17/13 \\INTEGRYSGROUP.NET\DATA\DEPTS\FA_AccountsPayable\Departmental\AP\Orientation_Training\AP OCR Presentation.docx
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Kofax KTM
Invoice and Config Information
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OCR Overview
Issued: 12/17/13 \\INTEGRYSGROUP.NET\DATA\DEPTS\FA_AccountsPayable\Departmental\AP\Orientation_Training\AP OCR Presentation.docx
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Kofax KTM with Validation
1. Document Classification
The image classification is configurable within Kofax and will default during extraction based off of the initial scan of the image. Key information from Business Unit and Vendor configuration will drive this selection.
Invoice PO Attach to Voucher Invoice Non-‐PO NonInvoice-‐Statements Accounting Correction NonInvoice-‐Followup Required Vendor ACH Form NonInvoice-‐Packing Slips Vendor W9 Re-‐Route to KTM Request for Payment
2. Processing (document handling)
The way the invoice was received is shown here along with key information that may have been extracted from the image. Handling
Ø Urgent – Determined by the Scanned in Batch Class or AP Urgent Email address Ø Discount – If Kofax finds one of the Discount keywords on the invoice, the handling will be changed
to Discount Ø Net30 – Is the default. Doesn’t really mean anything except to tell Intellego to pick up the standard
terms from the PO or vendor.
OCR Overview
Issued: 12/17/13 \\INTEGRYSGROUP.NET\DATA\DEPTS\FA_AccountsPayable\Departmental\AP\Orientation_Training\AP OCR Presentation.docx
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3. Business Unit and Vendor Information
The business unit or invoice vendor will be extracted from the image (or from PO #) and may need to be updated.
4. Invoice Header Information
5. Invoice Lines Shows line items that are extracted from the image, these items HAVE to total the SubTotal in the Invoice Amounts are below.
6. Invoice Amounts Amounts can easily be updated to 0.00 by clicking the Copy Zero button if an amount was picked up incorrectly.
7. Error Messages
Invoice Vendor Information
Pay to info
OCR Overview
Issued: 12/17/13 \\INTEGRYSGROUP.NET\DATA\DEPTS\FA_AccountsPayable\Departmental\AP\Orientation_Training\AP OCR Presentation.docx
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v AP Processing Application Software to Manager Invoices Loaded in A/P Requiring Attention
1. Double click the row of the invoice to open up the image and information.
2. Tab Information Ø Invoice Ø Vendor Ø Payment Ø Workflow
OCR Overview
Issued: 12/17/13 \\INTEGRYSGROUP.NET\DATA\DEPTS\FA_AccountsPayable\Departmental\AP\Orientation_Training\AP OCR Presentation.docx
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3. Task -‐ Exception Details All voucher exceptions will be noted in the Task Name field with a detailed description in the Task Description field. PO
§ Example when a tax code of WI199 or SERVCO is found on a PO.
§ Example when the invoice must be reviewed for Voucher Comments
4. Quick Links to PeopleSoft Ø Voucher Ø PO Activity
OCR Overview
Issued: 12/17/13 \\INTEGRYSGROUP.NET\DATA\DEPTS\FA_AccountsPayable\Departmental\AP\Orientation_Training\AP OCR Presentation.docx
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Configuration in ERP System
Processor Group Configuration Configuration has been added to allow for sorting of AP Exception activity by AP Processor group.
Vendor
Notification flags are set, such as Vendor Urgent and Vendor Requires PO on the Vendor Record in PeopleSoft. These fields are provided by PeopleSoft to store vendor information that may meet the specific needs of Integrys.
Business Unit is set to require a PO as never or optional
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