PDF invoice comes to Acubiz
This step of processing must be done by the INVOICE PROCESSOR. This user must have the FINANCE role in Acubiz and must select EMPLOYEE in the INVOICE area.
When PDF invoices are received in Acubiz, these will be in the item NEW UNPROCESSED INVOICES under inbox for processing, from where they must be further processed by the invoice processor.
The overview of the invoices that have come to Acubiz and must be sent for scanning is shown here.
Before the invoice is sent for scanning, you can view the PDF invoice itself by holding the mouse over the camera icon, so you can verify that it is a valid supplier invoice.
Once the invoice is verified, you can carry out further processing.
- Send all to scanning:
Selecting invoices and pressing the 'Filter and Send' button activates the WHITELIST and BLACKLIST of e-mail addresses so that a filtering is performed. Whitelisted email addresses are sent for scanning and blacklisted email addresses are rejected. Invoices that are not on these lists will be left behind and must be processed manually.
- Send selected to Scan:
Select the invoices to be sent for scanning and press the button to send for scanning.
- Reject selected invoices:
Mark the invoices that are not to be processed further (they are rejected).
Invoice must be sent for scanning
Highlight the invoice and press send for scanning.
Once the invoice has been through the scanning process, it will be moved to SCANED INVOICES.
Areas in INBOX FOR PROCESSING
In the unprocessed area, one (or more) invoice (s) may be in the following stages of IMS. As a general rule, the INBOX FOR PROCESSING area is used most often. The other areas are stages an invoice goes through from the time it arrives at Acubiz until it is scanned and ready to be forwarded in flow.
New unprocessed invoices
Invoices received are in this area until a manual processing is performed - eg that the invoice is sent for scanning.
Validation error of incoming emails
If there is an error in the incoming email it will come in this area. Errors can be
- A PDF file is not attached
- More than one PDF file is attached
- The PDF attachment is encrypted or password protected
Sent to scanning
An invoice sent for scanning will remain here for a short time until it is processed
Process error of incoming e-mails
If errors occur in connection with the scan, the invoice will be here.
An invoice that is being processed
Invoices that have been processed finished have thus been scanned and will also be in the menu SCANNED INVOICES
Invoices that have been rejected
All by status
Displays all invoices by status.