Configuring the Scan Information add-on (for invoice solutions)

Note: The Scan Information add-on is not supported in this release.

The Scan Information add-on is included in DOCUMENTS for use with invoice solutions that use Invoice modules. It displays an additional dialog to operators before they start scanning a batch of invoices. In this Additional information dialog (see sample dialog), operators can specify certain additional information for scanning (such as the buyer and the invoice type).

This information is then assigned to all the scanned invoices, and the values are used when processing the invoices. This add-on is particularly useful if, prior to being scanned, invoices are presorted based on their type (debit or credit; general expense or purchase order) and/or buyer.

Some variables XXX see questions in dropdown -- resolving them is part of PBI 642used by this add-on are included by default. Data associated with them is available when processing the invoices, for example:

• As an extra column in the invoice inbox.

• As custom properties on the batch in DOCUMENTS (read more about output data).

You can also set up your own variables. These are not available until output, where they are available in both the Batch and Document nodes. (Exception:DOCUMENTS customizations can access these variables as Private Strings on the Batch and Document objects.)

Advanced tip:

How to configure the add-on

1. Using the Administration module, on the Configuration tab, expand System specifications.

2. Select Add-on configurationand double-click theScan Informationadd-on in the right pane.

   Note:DOCUMENTS allows you to create multiple add-on configurations for this add-on. However, that is not useful. Use only one add-on configuration. XXX Maybe this is true of all add-ons?

3. Under Configuration, specify the applicable settings:

   Batch report options
   Use task name templates	Used only if Print report is set to True. If True is selected, batch reports are based on templates that you create. (If none is found, the add-on uses the template specified by the Batch report template setting.)
   Print report	If True is selected, a batch report is printed to a connected printer each time Input activity finishes.
   Batch report paths
   Templates folder	The folder containing templates that you created as described above, or containing the batch report template specified below. If no folder is specified, and Print report is set to True, then the add-on looks for templates its own installation folder. In a default installation, the path is C:\Program Files\ReadSoft\DOCUMENTS\Plugins. XXX Is the path correct?
   Batch report template	The default batch report template to use. The template that is provided in the DOCUMENTS installation, batchreporttemplate.txt, is located in the same folder as the Scan Information add-on. XXX It's not clear how this fits together with Use task name templates. If you specify both, which one "wins"?
   Database settings
   Server name	The computer running the database server.
   Database name	The database containing the buyer table.
   Table name	The name of the buyer table.
   User name	The user name for logging on to the database.
   Password	The password for the user logging on to the database.
   General settings
   Keep previous selection	If True is selected, the system saves all of the scan operator’s selections during a scanning session and from one session to the next.
   Buyer name format	Buyer information, which is retrieved from the database, can be displayed in the dialog in various formats. The default setting is {NAME1} ({BUYERNO}). Adjust which information is displayed in the dialog by typing various variables (in the order in which you want them to appear in the dialog):   Variable Name of column in buyer table {BUYERNO} buyernumber {CORPID} corporategroupid {NAME1} name1 {NAME2} name2 {NAMESUP1} namesupplement1 {NAMESUP2} namesupplement2 {DESC} description {POBOX} pobox {STREET} street {STREETSUP} streetsupplement {POSTALCODE} postalcode {CITY} city {COUNTRYCODED} countrycoded {COUNTRYNAME} countryname {PHONENO} telephonenumber {FAXNO} faxnumber {VATREGNO} vatregistrationnumber You can use text when specifying how to display the buyer information – for example the parentheses that are included by default.

4. If needed, set up your own variables for the Scan Information add-on.

5. Optional: Add your Scan Information variables to the batch report template.

6. Click OK to close the add-on configuration dialog.

   Important:Your add-on configuration is not saved until you clickOK.

7. Create an invoice solution, or open an existing one. (Read about how to set up an invoice solution.)

8. Create a new production task, or edit an existing one. (Read about creating a production task in an invoice solution.)

   • Under Activities > Input, select Scanning as the source. See Defining a production task for more information about the Input settings.

   • Under Events, select ScanInfo in the Event maps box.

   • Adjust the other settings in the production task, as necessary. See Defining a production task for more information about the settings.

9. Save and close the production task.

10. Create a new batch specification, or edit an existing one by double-clicking it in the right pane.

    • On the Structure tab of the batch specification editor, in the right pane, deselect Use batch dialog.

    • Select Keep batch together. XXX Sören said that it should work even if Keep batch together is not selected, but this must be tested.

    • Ensure that Use global batch number is selected. (FYI, this is selected by default in 7-2 R1 and later.)

    • Specify the batch tag and batch description. (Read about batches.)

    There is no need to specify the batch tag or batch description here. These are ignored when Scan Information is used. Sören said he thought that these were ignored, and my tests seem to confirm this. But it would be good to test again for safety's sake. Could use the above bullet if this isn't true -- and in that case delete the notes about ScanInfo in "The Invoice job description dialog: Select settings"! Also, there's another ScanInfo-related item to test -- see "The Invoice job description dialog: Select settings".  /EP

11. Save and close the batch specification.

12. Deploy the solution.

Related topics

Configuring an add-on

Invoice solutions: Overview

Scanning invoices: Providing additional information