Application Worklist

Application Worklist Worklist Purpose Login information Selecting tasks Worklist Columns View context View Context Document Classes Activity History Module access Export list Options Menu Document Workflow History Document Change History Shared Worklist Scheduled Downtime Urgent Invoices Potentially Missed Discount Indicator Available Hotkeys Buttons

Application Worklist

Worklist Purpose

The Console Worklist is the central console window for accessing all tasks. The task list is presented in a table structure with columns describing the tasks. Tasks can be reassigned directly from the Console Worklist.

Login information

Selecting tasks

The Task list table contains all notifications and tasks for the user currently logged in. A task is selected by clicking it. A selected task is highlighted in blue. To select multiple tasks, press CTRL while clicking the required tasks or press SHIFT to define a span of tasks. Double-click a task to open it. The table can be filtered and sorted.

For a full list of possible task notifications, please refer to the Task Types topic.

Worklist Columns

Document Id: Shows the document ID assigned by the processing workflow. This is used as a unique identifier throughout the application.
Organization: The organization/operational unit assigned to the invoice.
Supplier Name: The supplier name assigned to the invoice.
Creation Date: The original invoice task creation date.
Invoice Date: Invoice date captured from the invoice.
Invoice Type: Invoice processing type, for instance standard or credit.
Invoice number: The invoice number captured from the invoice. This can be changed due to error handling.
Total amount: Total amount from the invoice. Usually calculated as the sum of all invoice lines.
Currency: Invoice currency.
PO number: Shows the invoice purchase order number from the invoice header.
Subject: This column shows the task type and subject. Each task is described as a concatenation of task type, invoice number, supplier and organization, for instance: Prepayments available to apply on invoice: INVOICEA132 - GE Capital - Vision Operations.
Last Coder
Status: Current operational status in the PROCESSIT workflow.
Assigned users: Shows the currently assigned task owner(s).
Last Assigned User: Shows the user that owned this invoice task prior to the current owner.
Taskid: Unique processing number for the task.

View context

You can determine what tasks are shown in the Task list table via the View context menu. Click View Context to see the options available to you. The view context can be used to display only certain Task types, for instance only Accounting tasks. Administrators have the option to select All to view all active tasks assigned to all users. The currently applied view name is shown next to the View Context menu.

View Context Document Classes

My: All notifications assigned to you or shared with you.
All: View all active notifications. This option is controlled by the worklist access privilege Full Access.
Accounting: Accounting notifications assigned to you or shared with.
Approval: Approval notifications assigned to you or shared with you.
Holds: Contain both hold notification categories, Matching Holds and Other Holds, assigned to you or shared with.
Manual Match: Manual Match notifications assigned to you or shared with you.
Supplier Creation: Supplier Creation notifications assigned to you or shared with.
Exceptions: Exception notifications assigned to you or shared with you. Exception task notifications include Late Scan, Recovery, EBS Import, and Remover.
Rejections: Rejection notifications assigned to you or shared with you. Rejection task notifications include Accounting Rejections, Approval Rejections, Manual Match Rejections, Match Holds Rejections, Other Holds Rejections.
Invoice Registration: Registration notifications assigned to you or shared with you. Registration task notifications include Pre-Registration and Post-Registration.
Validation: Validation notifications assigned to you or shared with you. Validation task notifications include Invoice Validation and Payables Maintenance.
Prepayment: Prepayment notification assigned to you or shared with you. Prepayment task notifications include Prepayments and Prepayment Holds.

Activity History

The Activity History shows a list of the actions performed during this session (since last login). When a new action has been performed, the Activity History icon indicates that the history is updated. The outcome of the latest action is also shown (in orange text) in the Console Worklist table segment header.

Module access

From the Console Worklist you gain access to additional modules available. Click the appropriate module icon in the main header go access the chosen module.

Export list

You can export and customize the worklist

Options Menu

Via the Options menu you can

Create invoice - Create an invoice by keying from an invoice image in the Key Invoice Details window.
Recurring Invoice Template - Create an invoice template and schedule for a recurring invoice.
Reassign rules - Create and manage reassign rules for the current user.
Document Workflow History - Open the Document Workflow History panel in the bottom of the Console Worklist.
Document Change History - Open the Document Activity History panel in the bottom of the Console Worklist.
Shared Worklist - Open the window for setting up a shared worklist to let other users view and work on your tasks.

Access to creating invoices and invoice templates can be restricted via role management application access control.

Document Workflow History

The Document Activity History panel shows the workflow process and status steps that the currently selected document has passed though. If more than one document or task is selected, the Document Activity shown is for the last selected document. For more details about the document workflow process, you can use PROCESSIT Auditor. You can use the table list options to enhance your view of or export the Document Activity.

Document Change History

The Document Change History panel shows an attribute was edited for the invoice currently selected in the task list table. Changes are listed with information about when something was changed, who performed the change, and which attribute was changed, including the old and new values for the attribute. The data changes that are tracked for invoices are: Line type, GL Date, Description, Quantity, Price, Amount, PO, Distribution Set, Account, Send To, Project Accounting, Tax, and Location Code. In addition, the following invoice events are tracked: Reassign an invoice, Transfer an invoice, Split an invoice line, Change to price, Change to quantity, Reference a PO, Remove PO Reference (to make a GE), Add new invoice line, Delete an invoice line, Copy an invoice line, Add GL Account, and Add Project Account.

Shared Worklist

Users who are allowed to share their worklist have Shared Worklist access available from the Options menu. Via this menu you can specify:

The notification type that you would like to share.
The user to whom you assign shared worklist access to those notifications.
An optional date interval to determine when the sharing is effective.
A description for this shared worklist setup.

You can setup any number of rules to share your worklist.

Scheduled Downtime

If you attempt to access a task during scheduled down-time periods for the corresponding organization, you receive a message telling you that task access is denied due to administration purposes.

Urgent Invoices

Urgent invoices are marked with an urgent indicator. These invoices have been marked as highest priority during data capture. Upon initial login, notifications with an urgent indicatorare shown at the top of the Worklist.

Potentially Missed Discount Indicator

You can setup an indicator to highlight invoices in the Console Worklist that are candidates for any potentially missed discounts. The eligible discount shown is based on invoice date and Payment Terms for the invoice. The indicator is displayed within the Worklist to provide a quick visual cue of discounts that may be missed, because they will expire within a specified timeframe threshold. You define the threshold in days via configuration parameter Potential Discount Threshold Days.

Invoices with discounts that will expire within the timeframe displays an icon in the worklist notification associated with the invoice. Click the indicator icon to view the discount percent and expiration date. For instance, if you set the parameter to 5, invoices with potential discounts that expire within the next 5 days are marked with the indicator.

Upon initial login, notifications with an indicator for potential missed discounts are shown at the top of the Worklist, only preceeded by urgent invoices.

The indicator is disabled if you do not supply a threshold value or set the parameter to 0.

Available Hotkeys

To facilitate easy action access, some hotkeys are available for the Console Worklist.

Buttons

UpdateApply the view selected in View Context and update the page.

Apply filterApply the filters supplied in the filter row.

Clear filtersClear all filters and update the page.

Activity HistoryShows a list of the actions performed during this session. Indicates when a new action has been performed.

ReassignForward the selected notification(s) to the user supplied in the Reassign field.

Configuration managerOnly available to administrators - Grants access to the Configuration Manager module.

AuditorGrants access to the Auditor module for workflow activity retrieval.

SearchGrants access to the Search module.

AdviserGrants access to the Adviser module.

Translation WorkbenchGrants access to the Translation Workbench module.

Urgent IndicatorMarks urgent invoices.

Urgent IndicatorMarks invoices with potentially missed discounts.