Document instances and statuses in an invoice solution

This is an advanced topic for solution experts. It explains the movement of document instances (that is, actual invoice data, as opposed to configuration objects) in an invoice solution that uses invoice modules.

The Invoice modules in DOCUMENTS use different configuration objects from those that the Administration and Production modules use. To some extent, the same is true of the invoice instances in the databases. They are not fully integrated.

Invoice statuses explains how invoice statuses correspond to document statuses. The two are synchronized at almost every step of production. Exception: When an invoice enters the system, it is not registered on the Invoice side until Extract (see example below).

Frequently asked questions

• What happens when you delete an invoice from the DOCUMENTS side?

  If you delete an invoice using the Document searches dialog, or if you clear a production area that contains extracted invoices, the corresponding image files are not deleted from the file server. (TFS 1917, 1920) This is explained in Image location in an invoice solution.

• What happens when you reroute an invoice?

  When an Invoice Verify operator reroutes an invoice, the invoice is deleted from the Invoice side. On the DOCUMENTS side, the rerouted invoice gets one of two statuses:

  • Manual classification of rerouted document, if the user selected This is not an invoice.

  • Extract, if the user selected a different invoice profile – see example below.

  In Document searches dialog you can always see the invoice ID (which changes after rerouting). If System audit trail is enabled, you can also trace the invoice ID there.

• What happens when you send invoices for re-separation?

  When an Invoice Verify operator selects Invoice > Re-separate > Entire invoice, the invoice is deleted from the Invoice side. On the DOCUMENTS side, the invoice gets Re-separate document with uncertain separation status, and DOCUMENTS Inspect must then be used to correct the separation.

Example of what happens to an invoice instance

This chart shows the relationship between the DOCUMENTS side and the "Invoice side" during processing of one invoice that an Invoice Verify user reroutes and assigns to a different profile.

	Activity	Document status		Invoice status	Invoice module action
	Input	Input		–	–
	Enhance	Enhance		–	–
	Sort	Document separation		–	–
	Inspect	Manual document grouping Confirm document grouping Confirm sorting Etc.		–	–
	Extract	Extract		Interpreted Unidentified Etc. (An invoice instance is created on the Invoice side, and its image is saved on the image file server.)	(Invoice Interpret runs in background)
	Verify	Enter data manually		Manual entry Unidentified Interpretation error Field error Etc.	Invoice Verify
	Verify	Extract		None, because the invoice is deleted.	Invoice Verify user reroutes the invoice and selects another profile
	Extract	Extract		Interpreted Unidentified Etc. (A new invoice instance with a new invoice ID is created on the Invoice side, and its image is saved on the image file server.)	(Invoice Interpret runs in background)
	Verify	Enter data manually		Manual entry Unidentified Interpretation error Field error Etc.	Invoice Verify
	Output	Manual document validation Output Outputted		Complete Approved	–

Related topics

Invoice solutions: Overview

Image location in an invoice solution