Automated Recurring Invoice Support

Create invoice templates for common recurring expenses and schedule them to have PROCESSIT automatically invoke them for approval processing before the physical invoices are received.

Recurring Invoice Templates is accessed from the Options menu in the Worklist.

You can schedule recurring invoices to have PROCESSIT automatically create electronic invoices before the physical invoice is received.

Recurring invoices are based on Templates that can be created manually or based on an existing invoice.

The Recurring Invoice Templates window consists of two tabs:

1. Templates - Define and manage templates for recurring invoices.
2. Schedules - Create and manage schedules based on templates.

Templates tab

You can create recurring invoice templates from scratch or from an existing invoice that has been processed by PROCESSIT.

• New template based on PROCESSIT invoice - Select an invoice as base for a recurring invoice template.
• Template id - Identifies the particular template.
• Template name - Template name. Click the name to edit the template.
• Invoice Number Pattern - Pattern for the invoice numbers generated.
• Created by - User that created the template.
• Creation date - Date the template was created.

Create new template

To create a template from scratch:

1. Click New template.
2. You are now in the Invoice Template window.
3. Supply data for all mandatory invoice header fields.
4. Provide at least one invoice line.
5. To select supplier information, click Get Supplier information.
6. You are now in the Select Supplier info window.
7. Search for suppliers by Organization supplier name.
8. To select a supplier site, click the Plus icon. You then return to the Invoice Template window.
9. When all data is provided, click Save.
10. Click Return to return to the Recurring Invoice Templates window.

Create template based on invoice

To create a template based on an invoice which has been processed by PROCESSIT:

1. Provide an invoice number in the New template based on PROCESSIT invoice field. The field automatically suggests invoice numbers based on input.
2. Click New template.
3. The Invoice Template window is opened with prefilled values pertaining to the selected invoice.
4. If all data is present, click Save. Otherwise follow the procedure for creating a template from scratch.

Manage templates

When a template is created, it is listed in the Templates table. To modify an existing template, click the template name. To delete a template, select the appropriate template in the Templates table and click Delete.

Recurring PO invoices versus recurring GE invoices

If a PO number is supplied for the invoice template, the generated is a PO invoice. If a PO number is not supplied, the generated invoice is a GE invoice.

When creating a template for a GE invoice, a contact person must be defined.

Schedules tab

In the Schedules tab, you can schedule the recurrence interval for when invoices are automatically generated based on selected templates. Once a recurring invoice template is created, a scheduling job can be defined.

• Schedule id - Identificator for the schedule.
• Description - User defined description for the schedule.
• Template - Invoice template for generated invoices.
• Frequency - Determines how often an invoice is generated.
• Creation date - Date the template was created.
• Created by - User that created the template.
• Date from - The date that the scheduled job begins.
• Date to - The date that the scheduled job ends.
• Job - Start or stop the scheduled job.
• Job name - Name for the scheduled job.
• Enabled - Indicates if the scheduled job is currently running.

Create new schedule

To create new schedule:

1. Click New schedule.
2. Select the Invoice Template to use in the schedule.
3. Supply Schedule details: Frequency, Date from and Date to.
4. Click Save.

Enable schedule

When a schedule has been created:

• The column Job contains a control button to start and stop the schedule job.
• the column Enabled shows the job status. (By default the schedule job is not running).

To start the scheduled job:

1. Click the Play button in the column Job.
2. Dbms scheduler starts the dbms job.
3. The column Enabled changes to show that the job is running.
4. When the job is running, the fields Template, Frequency, Date from, Date to cannot be edited.

To stop a running job:

1. Click the Stop button in the column Job.
2. Dbms scheduler stops the dbms job.
3. The column Enabled changes to show that the job is stopped.

Running schedule jobs

A running scheduled job automatically creates invoices based on the selected template with the frequency determined by the schedule. Invoices are forwarded to the PROCESSIT workflow.

The invoice number for invoices created by Recurring Invoice Templates is a concatenation of the defined Invoice number pattern, the current date and the current time, i.e pattern10232012 11:05:36.

Manage schedules

Click stop in the Enabled column to stop a running schedule job.

Select a schedule and click Delete to delete a stopped schedule.

Created Invoices Information

To get an overview over which invoices are created by a job and their current status, you can click the job name. A popup-table shows information relating to invoice workflows initiated by the job.

Workflow

Invoices generated by recurring invoice schedules follow the standard PROCESSIT workflow.

Late Scan for invoices matching recurring invoices

When a paper or electronic invoice is sent by the supplier after the automatically generated invoice is created, the scanned invoice is late scanned and matched to the auto-generated invoice by supplier, amount, PO (if available and it is a PO invoice), item, and item description as the criteria

Buttons

BackReturns you to the Console Worklist

DeleteDelete selected template.

SaveSave the current changes.

Refresh pageReload the invoice table to include any new information

Templates tab

New templateCreate a new template from scratch.

Schedules tab

New scheduleCreate a new schedule.

Start iconEnable the schedule job.

Stop iconDisable the schedule job.

Create iconCreate a schedule job for the schedule.