Invoice solutions: Overview

 To create an invoice profile:

1. Open the Invoice Manager module.

2. If prompted, type the name of your company (the buyer) and select your country.

3. Create an invoice profile.

4. Adjust, add, or delete identifier profiles (if necessary).

5. Adjust, add, or delete field profiles (if necessary).

6. Check and activate the invoice profile:

   • Check for errors.

   • Activate the invoice profile by right-clicking the invoice profile and selecting Settings. Change Activation to Active. (If the invoice profile is not already open, you must first open it by double-clicking it.)

7. Save the profile.

Creating a solution and corresponding document specification(s)

Processing documents in different languages refers to this section by name, as well as step 7. Please update there if you make changes here.

In order to make use of the invoice profile(s) in the Invoice Manager module, you need make a connection to them in the solution that you create in the Administration module. This is done by creating adocument specificationfor each and every active invoice profile.

1. Open the Administration module.

2. On the Configuration tab, select Solutions in the left pane. Then right-click in the right pane and select New Solution.

3. Select Create from template and then Invoices. Click OK.

4. Type a name for the solution (max. 80 characters) and press Enter.

5. In the left pane, expand the solution you created and select Documents. Then right-click in the right pane and select New Document specification.

6. Create document specifications for each invoice profile in the system.

   Select Copy content from a template and then select a country and invoice type (GE or PO) that corresponds to one of the invoice profiles. For example, select Invoice CAN 6.0 GE if the invoice is a general expense invoice originating in Canada. Type a name and press Enter.

   Important: A document specification that corresponds to an invoice profile must be given exactly the same name as the invoice profile.

7. At this point you must decide how invoices are to be classified:

   • If you have more than one invoice profile and master data is used, normally you want DOCUMENTS to determine which invoice profile applies to each invoice. To do this, you need a document specification based on the Invoice <SYSTEM> template. Use this procedure:

     1. Select Copy content from a template.

     2. Select Invoice <SYSTEM>.

     3. Name it <SYSTEM>.

     4. Click OK.

     5. Delete the classifiers from the document specification(s) that you created in the previous step. (Why?)

        This is because classification will be done on the Invoice side (by Invoice Interpret, which runs in the background), and not according to the classifiers in the document specification.

        Related topic: Character set settings

   • If you have only one invoice profile, use the same procedure as above.

   • If master data is not used, but there are multiple invoice profiles, invoices are sorted using the classifiers in the document specification(s), and there is no need for a document specification based on the Invoice <SYSTEM> template. You can proceed to the next section.

   Note 1: The choice that you make here affects how you set up the Sort activity (see Creating a production task for invoices below).

   Note 2:This help topic can help you keep track of which settings you need in your solution, depending on whether master data is used and how many invoice profiles you have.

   Note 3: These instructions assume that blank pages will be used to separate invoices. If classifiers will be used for invoice separation, your setup will be a bit different. This scenario is not covered here. Please contact your ReadSoft representative for assistance.

Creating a batch specification

1. In the left pane, under the same solution, select Batches.

2. You need a batch specification. To use the default one, skip to the next step. To create a new one:

   1. Right-click in the right pane and select New Batch specification.

   2. Type a name and press Enter.

3. Double-click the batch specification to open the batch specification editor.

4. On the Structure tab, right-click in the left pane and select Add specification. 

5. Expand Documents, select the document specification(s) that you created in the previous section, and clickOK.

   You can:

   • Include all of your document specifications in a single batch specification, if the different invoices will be processed together.

   • Create a separate batch specification for each document specification, if you will be processing each type of invoice separately.

   • Create batch specifications for different combinations of document specifications, depending on how you want to process the invoices.

6. Continue setting up the batch specification as usual. (Instructions.)

Creating a production task for invoices

You need at least one production task. All activities must be covered in the task(s) that you create—except Verify, which will be performed by Invoice Verify (see further below).

See Setting up a production task for instructions.

Your settings in the Sort activity will depend on whether your invoice solution uses master data and how many invoice profiles it contains (see details).

Prepare for processing invoices in Invoice Verify

To process the invoices in the Invoice Verify module, use Invoice Manager to do one of these things:

• Create an inbox.

• Create an Invoice Verify job description.
  

Deploying the invoice solution

1. When the solution is complete, it is ready to be tested. Deploy the solution to a runtime system.

2. To keep track of your solution, view deployed versions of a solution.