AP> Invoices

Add Invoices via the AI Document Reader

Summary

 

The AI Document Reader provides an efficient way to scan, upload, and review PDF invoices into your Invoices batch. You can use this in place of, or in addition to, the existing data file import or manual invoice entry features. Simply scan or upload your PDF invoices and the Document Reader will automatically extract the data. You can then review the results, edit them if necessary, and save your changes. At this point, your invoice data is added to the batch. A copy of the original invoice PDF is automatically attached to each invoice record.

 

Related Links

 

Click here for general information on the Invoices process.

 

Step by Step

 

1     Open or create an AP Invoices batch.

 

 

2     Upload PDF invoices to the AI Document Reader.

 

  • Click the Add Invoice button to open the Invoice Uploader screen and add the PDF invoices to the batch.
    • Click the BROWSE button to browse to the PDF invoice file or drag and drop the file into the area to the right of the button.
      • Each PDF invoice will display below and individual files can be removed from the batch.
    • Click the Submit button to upload the invoice files.
      • The system is limited to 30 invoices per upload. If more than 30 invoices are added, an error message will display any invoices exceeded the limit will need to be removed.
      • If you would like to add more than 30 invoices to the batch, upload the first 30 invoices and then return to the Invoice Uploader to upload more invoices. There is no limit to the number of invoices you can include in the batch, only to the number of invoices that can be uploaded at one time.
    • The Summary tab will display the invoice details for the uploaded files.
    • Close the Invoice Uploader screen to return to the Document Reader step.
  • The top of the screen will display number of invoices uploaded and the number of those invoices that have been reviewed.
  • If multiple invoices have been uploaded, click PREVIOUS INVOICE or NEXT INVOICE to navigate between the invoices.
  • Individual invoices can be removed from the batch by clicking DELETE INVOICE.
  • Click CONSOLIDATE LINES to combine all the line items on an invoice into a single line.
    • The individual line item balances will be combined into a single invoice balance and the Description will be updated to read "Original multi-line invoice consolidated." This new description can be overwritten.
    • The Consolidate Lines option will be disabled if the invoice only includes a single line or if all but one invoice lines on a multi-line invoice are deleted.

 

3     Scan invoices into the AI Document Reader.

 

  • Click the Scan Invoice button to open the Scan Invoice screen and scan invoices into the batch.
    • In order to use the document scanning feature, the Springbrook Agent must be downloaded, installed, and configured. Click here on installing the Springbrook Agent.
    • The Source drop-down menu will display the connected scanners discovered by the Springbrook Agent. Scanners directly connected to the workstation and scanners on the workstation's network are both supported.
      • Check the Duplex or Auto Feeder toggles if the selected scanner has those features enabled.
      • The Pixel Type toggles are used to specify the color for the scanned invoice.
      • Click the SCAN button to scan the invoice.
        • You can also use the BROWSE button to manually attach an invoice from this screen. This can be helpful when you need to scan in some invoices and save existing invoice files on the same record.
      • Enter a unique Title for the scanned invoice.
      • Invoices added the Document Reader via scanner must be saved as PDF files.
      • The icons above the scanned invoice are used to edit the invoice before saving. These icons offer the same editing tools as those found in common image editing software.
        • Use the Crop and Transform icon to crop or rotate the scanned invoice.
        • Use the Annotation icon to edit the scanned invoice with lines, shapes, and text.
        • Use the Finetune icon to edit the color, contrast, and brightness of the scanned invoice.
        • Use the Filter icon to apply a specific filter to the scanned invoice.
        • Use the Frame icon to add a frame to the scanned invoice.
        • Use the Resize icon to adjust the vertical and horizontal dimensions of the scanned invoice.
        • Use the Redact icon to apply a blur or pixelate effect to selected sections of the scanned invoice.
        • Confirm each edit with the Apply icon before moving on to another editing tool.
      • Change the invoice in the scanner and click the SCAN button again to add another scanned document to the attachment.
    • Click DELETE CURRENT PAGE to delete the current page of the scanned invoice. All other pages in the invoice will remain.
    • Use the Submit button to upload the scanned invoices to the batch.
      • Click the Submit button drop-down and select Submit to add the scanned invoices to the batch and remain on the Scan Invoice screen to scan additional invoices.
        • The system is limited to 30 invoices per upload. If more than 30 invoices are added, an error message will display any invoices exceeded the limit will need to be removed.
        • If you would like to add more than 30 invoices to the batch, upload the first 30 invoices and then return to the Invoice Uploader to upload more invoices. There is no limit to the number of invoices you can include in the batch, only to the number of invoices that can be uploaded at one time.
      • Click the Submit button drop-down and select Submit and Close to add the scanned invoices to the batch and return to the Document Reader step.
  • The top of the screen will display number of invoices scanned/uploaded and the number of those invoices that have been reviewed.
  • If multiple invoices have been scanned/uploaded, click PREVIOUS INVOICE or NEXT INVOICE to navigate between the invoices.
  • Individual invoices can be removed from the batch by clicking DELETE INVOICE.
  • Click CONSOLIDATE LINES to combine all the line items on an invoice into a single line.
    • The individual line item balances will be combined into a single invoice balance and the Description will be updated to read "Original multi-line invoice consolidated." This new description can be overwritten.
    • The Consolidate Lines option will be disabled if the invoice only includes a single line or if all but one invoice lines on a multi-line invoice are deleted.

 

4     Review the uploaded PDF invoices.

 

  • Once the PDF invoices have been uploaded and processed by the AI service, the invoice and line item details must be reviewed.
    • ATTENTION: While the AI service can streamline the invoice creation process by pulling data from a PDF and populating the Cirrus invoice, it should not be considered as accurate as a manually-created invoice. Users are strongly encouraged to review every AI invoice to confirm all values are being populated accurately and to the correct invoice fields. Users should also confirm the accuracy of total invoice amounts and pay special attention to invoices that include multiple line items with multiple values, such a taxes, discounts, or handling amounts.
  • The invoice section above the PDF will populate with the invoice details identified by the AI service.
    • The Vendor Number field is a required field and the AI service will go through a tiered approach to match and populate the correct vendor.
      • The AI service will compare the phone number and email address pairs on the uploaded invoice to existing vendor values to find a match. If an active vendor match is found, that vendor will be used to populate the Vendor Number field.
      • If the phone number and email address pair are not present on the invoice, or if no match is found the for the data pair, the AI service will attempt to find an exact vendor name match. This match could be made via a logo printed on the invoice.
      • If the phone number and email address pair are not present and the exact vendor name does not return a match, the AI service will attempt to parse the phone number and email address from text strings returned during uploaded invoice processing. If valid values are found, the same methodology used when attempting to match phone number and email address pairs will be used on this data.
      • If no match can be found and the vendor on the invoice does not exist in the database, or if the matched vendor record is not in Active status, the Vendor Number field will be blank and you will need to either manually enter the vendor number or click the field search button to select an existing vendor. Click here for information on Vendor Maintenance.
    • The Invoice Number and Invoice Date are both required fields. If they were not populated by the AI Service, they must be specified before the invoice can be reviewed.
    • Confirm the populated Amount values are accurate. While the Base Amount field is read-only at the invoice level, it can be edited at the line item level.
  • The invoice line section to the right will populate with the individual invoice line details identified by the AI service.
    • Enter a GL Account that will be expensed for the invoice line or click the field search button to select an active account from a list. This is a required field and will not be populated by the AI service.
      • The GL Account will automatically populate if the Vendor populated or selected above includes a default GL account.
      • You can also enter an Account Alias to populate the GL Account field if you have previously set up account aliases.
        • Account aliases allow you to select GL accounts using a keyword rather than the entire GL account number. For example, if you assign the alias “EXP” to a GL account, you could type EXP into the Account Alias field and the GL account would populate in the GL Account field.
        • Click here for an overview on GL account aliases.
      • When a GL Account is specified for one invoice line, it will automatically populate the remaining lines on that invoice.
      • If a GL Account is selected before a vendor is selected, the default GL account associated with that vendor WILL NOT populate the GL Account field.
    • Confirm or update the values in the Base Amount, Discount Amount, Handling Amount, and Tax Amountt fields.
      • The Tax Amount will only be enabled if the Taxable toggle is checked below.
    • The Description field will populate with the description on the invoice line item. This value can be edited.
      • If the CONSOLIDATE LINES option is used on this invoice, the individual line item description will be overwritten and "Original multi-line invoice consolidated" will display in the Description field. This value can also be edited.
    • Click UP and DOWN to cycle through the lines on the invoice. You can also use the ALT+U and ALT+D hotkeys to cycle through the invoice lines.
    • Click CREATE to create a new invoice line. You can also use the ALT+R hotkey.
      • If the uploaded invoice contained no line items, you will be required to create at least one line item to save the invoice.
    • Click DELETE LINE to delete the current invoice line. You can also use the ALT+L hotkey.
  • Once you have confirmed the accuracy of all lines on an invoice, click the Not Reviewed button to mark the invoice as reviewed and proceed to the next invoice.
    • When using the PREVIOUS INVOICE and NEXT INVOICES buttons to navigate between invoices, reviewed invoices will display as Reviewed .
  • Click the Summary button to open the Summary tab of Invoice Uploader screen to view a summary of the invoices uploaded in the Document Reader step.
    • The Vendor number, Invoice Number, Invoice Date, Amount, and review Status of each invoice will be displayed.
    • Click on the PDF icon to view the uploaded invoice PDF.
  • Click the Save button once all the invoices have been reviewed. The invoices will be added to the batch and will display on the Invoices step, where additional details can be added.
    • If any invoices were uploaded but not reviewed, they will display on the Document Reader step in subsequent AP Invoices batches for the current Cirrus user until they are reviewed or deleted.

 

5     Add additional details to scanned/uploaded invoices or add additional invoices or invoice line items.

 

 

5     Commit the Invoices batch.