Accounts  Payable  OCR  /  KTM  Overview    v OCR  Process  Flow  –  Invoice  Receipt  to  PeopleSoft  Matching  

   

 

 

 

 

 

 

OCR  Overview    

Issued:    12/17/13  \\INTEGRYSGROUP.NET\DATA\DEPTS\FA_AccountsPayable\Departmental\AP\Orientation_Training\AP  OCR  Presentation.docx    

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Kofax  KTM  

 

           

Invoice  and  Config  Information  

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OCR  Overview    

Issued:    12/17/13  \\INTEGRYSGROUP.NET\DATA\DEPTS\FA_AccountsPayable\Departmental\AP\Orientation_Training\AP  OCR  Presentation.docx    

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Kofax  KTM  with  Validation

 1. Document  Classification    

The  image  classification  is  configurable  within  Kofax  and  will  default  during  extraction  based  off  of  the  initial  scan  of  the  image.    Key  information  from  Business  Unit  and  Vendor  configuration  will  drive  this  selection.      

Invoice  PO   Attach  to  Voucher  Invoice  Non-­‐PO   NonInvoice-­‐Statements  Accounting  Correction   NonInvoice-­‐Followup  Required  Vendor  ACH  Form   NonInvoice-­‐Packing  Slips  Vendor  W9   Re-­‐Route  to  KTM  Request  for  Payment    

 

   2. Processing  (document  handling)  

The  way  the  invoice  was  received  is  shown  here  along  with  key  information  that  may  have  been  extracted  from  the  image.    Handling  

Ø Urgent  –  Determined  by  the  Scanned  in  Batch  Class  or  AP  Urgent  Email  address  Ø Discount  –  If  Kofax  finds  one  of  the  Discount  keywords  on  the  invoice,  the  handling  will  be  changed  

to  Discount  Ø Net30  –  Is  the  default.    Doesn’t  really  mean  anything  except  to  tell  Intellego  to  pick  up  the  standard  

terms  from  the  PO  or  vendor.      

OCR  Overview    

Issued:    12/17/13  \\INTEGRYSGROUP.NET\DATA\DEPTS\FA_AccountsPayable\Departmental\AP\Orientation_Training\AP  OCR  Presentation.docx    

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 3. Business  Unit  and  Vendor  Information  

The  business  unit  or  invoice  vendor  will  be  extracted  from  the  image  (or  from  PO  #)  and  may  need  to  be  updated.  

     

 

4. Invoice  Header  Information    

5. Invoice  Lines  Shows  line  items  that  are  extracted  from  the  image,  these  items  HAVE  to  total  the  SubTotal  in  the  Invoice  Amounts  are  below.      

6. Invoice  Amounts  Amounts  can  easily  be  updated  to  0.00  by  clicking  the  Copy  Zero  button  if  an  amount  was  picked  up  incorrectly.    

 

7. Error  Messages    

Invoice  Vendor  Information  

Pay  to  info  

OCR  Overview    

Issued:    12/17/13  \\INTEGRYSGROUP.NET\DATA\DEPTS\FA_AccountsPayable\Departmental\AP\Orientation_Training\AP  OCR  Presentation.docx    

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v AP  Processing  Application    Software  to  Manager  Invoices  Loaded  in  A/P  Requiring  Attention  

1. Double  click  the  row  of  the  invoice  to  open  up  the  image  and  information.                                  

 

2. Tab  Information  Ø Invoice  Ø Vendor  Ø Payment  Ø Workflow  

   

                   

OCR  Overview    

Issued:    12/17/13  \\INTEGRYSGROUP.NET\DATA\DEPTS\FA_AccountsPayable\Departmental\AP\Orientation_Training\AP  OCR  Presentation.docx    

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3. Task  -­‐  Exception  Details    All  voucher  exceptions  will  be  noted  in  the  Task  Name  field  with  a  detailed  description  in  the  Task  Description  field.    PO    

   § Example  when  a  tax  code  of  WI199  or  SERVCO  is  found  on  a  PO.  

 § Example  when  the  invoice  must  be  reviewed  for  Voucher  Comments  

   

4. Quick  Links  to  PeopleSoft  Ø Voucher  Ø PO    Activity  

   

 

OCR  Overview    

Issued:    12/17/13  \\INTEGRYSGROUP.NET\DATA\DEPTS\FA_AccountsPayable\Departmental\AP\Orientation_Training\AP  OCR  Presentation.docx    

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Configuration  in  ERP  System  

Processor  Group  Configuration      Configuration  has  been  added  to  allow  for  sorting  of  AP  Exception  activity  by  AP  Processor  group.                              

 

 Vendor  

Notification  flags  are  set,  such  as  Vendor  Urgent  and  Vendor  Requires  PO  on  the  Vendor  Record  in  PeopleSoft.      These  fields  are  provided  by  PeopleSoft  to  store  vendor  information  that  may  meet  the  specific  needs  of  Integrys.    

 

 Business  Unit  is  set  to  require  a  PO  as  never  or  optional