transform ap for enterpriseone -...

Transform AP for EnterpriseOneAdministration

Transform AP™ Administration

Version 1.0© Copyright 2008 Bottomline Technologies, Inc. All rights reserved.

Information in this document is subject to change without notice and does not represent a commitment on the part of Bottomline Technologies. Bottomline Technologies makes no warranties with respect to this documentation and disclaims any implied warranties of merchantability or fitness for a particular purpose.

No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise without the prior written permission of the publisher.

No responsibility for loss occasioned to any person acting or refraining from acting as a result of any material in this publication can be accepted by the author or publisher.

Bottomline Technologies and the BT logo are trademarks of Bottomline Technologies, Inc. which may be registered in certain jurisdictions. All other brand and product names are trademarks or registered trademarks of their respective owners.

Bottomline TechnologiesEmail: [email protected]: www.bottomline.com

325 Corporate Drive 115 Chatham StreetPortsmouth, NH 03801 Reading, RG1 7JXTelephone: (603) 436-0700 +44 (0)118 9258250Fax: (603) 436-0300 +44 (0) 118 9569990

http://www.bottomline.com

TABLE OF CONTENTS

Preface

Chapter 1: Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Processing Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Identifying invoice type . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . 2Scanning . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . 3Processing invoices. . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . 3

Approval Routing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Multiple G/L distribution lines . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . 5Escalation. . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . 5

Architecture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Chapter 2: Accessing Transform AP Components . . . . . . . . . . . . . . . 7Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Accessing the Presenter Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Accessing the Administrator Application . . . . . . . . . . . . . . . . . . . . . . . . . 8Accessing the Transform AP Management Options. . . . . . . . . . . . . . . . . 9Signing Out. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Chapter 3: Managing Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Types of User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Access Rights. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Accessing the User Management Page . . . . . . . . . . . . . . . . . . . . . . . . . 12Creating User Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Creating a Web user account. . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 13Creating a Windows user or group. .. . . . . . . .. . . . . . . .. . . . . . . .. . . 13Importing a list of users . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 14

Creating a Group of Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Changing Presenter Profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Changing a password . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 16Enabling email notifications and forwarding . .. . . . . . . .. . . . . . . .. . . 17Specifying a user’s roles . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 17Changing the Out of Office setting . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 18

Chapter 4: Coding and Approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Administration iii

TABLE OF CONTENTS

Coding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Approval Routing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Multiple G/L distribution lines . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 20Approver list . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 20Minimum amount for approval . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 20Minimum number of approvers. . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 20Escalation. . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 21Exceptions and Rejections . . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 21Routing examples . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 22

Viewing the Approver List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Changing the Approver List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Adding an approver list entry . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 24Removing an approver list entry. . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 25Changing an approver list entry . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 25Making multiple changes to the approver list .. . . . . . . .. . . . . . . .. . . 25

Checking an Approval Route . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Setting the Minimum Number of Approvers . . . . . . . . . . . . . . . . . . . . . . 26Setting the Minimum Amount for Approval . . . . . . . . . . . . . . . . . . . . . . . 27Escalation Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Configuring escalation. . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 27Exception Handling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Coder deletes an invoice. .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 28Approver rejects an invoice . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 29System-identified problems . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 29Configuring exception handling . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 30

Specifying the Nominated Administrator . . . . . . . . . . . . . . . . . . . . . . . . 30Dealing With Problem Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Notification of completion of approval . . . . . . .. . . . . . . .. . . . . . . .. . . 33

Chapter 5: Managing Stored Documents . . . . . . . . . . . . . . . . . . . . . . 35 Category Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Setting category security . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 36Managing Scanning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Enabling burst validation . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 37Releasing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Chapter 6: Auditing and Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Actions Recorded . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Modifying Auditing Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40Viewing Audit Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40Standard Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Audit History reports . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 41Viewing standard reports. .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . 42

Invoice Audit History Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

iv Administration

TABLE OF CONTENTS

Saving Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Emailing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Glossary

Index

Administration v

TABLE OF CONTENTS

vi Administration

PREFACE

Preface

Introduction to Transform AP™ for EnterpriseOne

Transform AP™ for EnterpriseOne software combines the accounts payable processing within EnterpriseOne systems with Web-based user interaction and document storage to produce an automated accounts payable process.

Documentation

The Transform AP documentation consists of:

• Administration (this document), which summarizes the main tasks involved in managing the Transform AP system.

• User’s Guide, which describes the features available for users of the Web-based elements of the Transform AP system.

Online help is available for the Presenter and Administrator applications. To see the help, click the help link at the top of any Presenter or Administrator page.

Conventions

The following table shows the conventions used in this document.

This convention Indicatesbold type • Names of elements in the user interface.

• Menu and option names.italic type • Cross-references to other parts of the documentation.

• Terms that are defined in the glossary.• Names of Presenter categories.

this type • File paths and file names.• The text of messages displayed on the computer screen.• User names.• Pre-filled values within fields of an online form.• Text that you enter in a form or in a command window.

this type • Variable parts of a file specification.• Information that you enter in a form or in a command window,

where the actual text depends on particular circumstances.address An email address or the address of a document. You cannot click this

text to go to the destination shown.hyperlink The address of a document. Click this text to go to the destination

shown.

Administration vii

Comments

We welcome your suggestions and comments on the Bottomline documentation. Please send them to [email protected].

viii Administration

CHAPTER

1

IntroductionThe Transform AP™ for EnterpriseOne invoice processing system replaces manual ac-counts payable (AP) processes with electronic capture, workflow, presentation, and storage of invoices. Fully integrated with EnterpriseOne systems, it enables users to manage invoices from both within and alongside the EnterpriseOne system.

FeaturesThe Transform AP system includes the following features:

• Capture of incoming supplier invoices.

Figure 1.1: Transform AP Features

Administration 1

INTRODUCTIONProcessing Overview

• Approval routing and management of invoices, without the need for users to have EnterpriseOne accounts.

• Display of invoice images alongside invoice data to facilitate coding, checking, correcting, and approval without the need for paper copies of the invoices.

• Configurable sign-off thresholds for individual users.

• Secure, searchable storage of final-form invoices.

• Auditable records of invoice transactions.

• Configurable reporting on the progress of invoices through the business and on performance metrics.

Processing OverviewThe Transform AP system processes invoices that are submitted in the form of Portable Document Format (PDF) or Tagged Image File Format (TIFF) files. These files are nor-mally created by the process of scanning paper invoices.

Depending on how the system is configured, files can be submitted either by being placed in one or more watched folders or by being sent by email to one or more special-ly-configured email accounts.

Identifying invoice type

During initial commissioning, the Transform AP system is configured to use one of the following ways to identify the type of an invoice submitted for processing:

• Watched folder

There is a different watched folder for each type of invoice. Table 1.1 shows the folders that the Transform AP application monitors.

The location of these folders is set during initial configuration, but is normally C:\Documents and Settings\All Users\Application Data\Bottomline Technologies\BTTAP-DATA\ScanD.

Table 1.1: Watched foldersUse this folder: For this type of invoice:Inv_No_PO Invoices without an associated purchase order (non-PO invoices).Inv_PO Invoices with an associated purchase order (PO invoices).Inv_PreAuthorized Preauthorized invoices.Inv_Unknown Invoices whose type cannot be identified.Pattern_Creation Invoices to be used for creating new scanning patterns to identify

key invoice data. The Transform AP system does not process these invoices.

2 Administration


• Barcode

The value of barcode labels applied to the first page of each invoice can be used to identify the invoice type.

• Email

For invoices submitted by email, the Transform AP system can be configured to use either the address to which the email is sent or information in the subject of the email to identify the type of invoices contained in the email.

Note: If, during the scanning process, the Transform AP system identifies a PO number on an invoice, it classes the invoice as a PO invoice, regardless of how it was submitted.

Scanning

If multiple invoices are submitted in a batch, the Transform AP system uses Optical Character Recognition (OCR) technology to identify individual invoices within the batch. This process is known as bursting. The application normally uses a blank separator sheet to identify the individual documents within a batch, but it can be configured to use the presence of a barcode on a separator sheet or on the first page of each invoice.

The system can be configured to require a user to check that each batch has been burst correctly. This process is known as burst validation.

For each invoice, the system can be configured to then use OCR technology to identify and record the following key data in each invoice:

• Invoice date

• Invoice number

• Invoice total

• Purchase order number, when present

The system can use either pattern matching or regular expression logic to find and iden-tify data within the document.

Users can create new patterns to match invoices from new suppliers, or edit existing patterns when the layout of existing invoices changes.

Processing invoices

Once the Transform AP system has scanned an individual invoice file, it stores the im-age of the invoice in the Presenter archive, and enters the invoice details into the Enter-priseOne system.

Administration 3


Users can view the stored image of the invoice at any time after this point, either from the Presenter user interface, or by viewing the media attachment from within the Enter-priseOne system.

What happens next depends on the type of invoice being processed and on how the system is configured.

• Non-PO invoices

The Transform AP system either routes non-PO invoices to Transform AP users who are coders, or places them on a work queue for coding within the EnterpriseOne system. In either case, the coder can view the stored image of the invoice on the same screen as its data fields, check, and if necessary change, the automatically entered information, and add more information to the record.

When the coder finishes coding an invoice, the system routes the invoice according to the approval routing rules described in Approval Routing on page 5.

• PO invoices

The Transform AP system places PO invoices on an EnterpriseOne work queue, where EnterpriseOne users can code the invoices and then either match them with their related documents and post them to ledger or forward them to another EnterpriseOne user who can match and post them.

If necessary, the EnterpriseOne user can:

• Forward a PO invoice to a Transform AP user for external approval.

• Send an email asking another user to deal with queries or problems found with the invoice.

• Preauthorized invoices

The Transform AP system places preauthorized invoices on an EnterpriseOne work queue, where users can review and process them.

• Unknown invoices

The Transform AP system places unidentified invoices on an EnterpriseOne work queue, where users can review and process them. If the user forwards an unknown invoice for external approval, the Transform AP system routes it according to the approval routing rules as described in Approval Routing on page 5.

Once an invoice has been approved, the Transform AP system updates the Enter-priseOne record and sends an email notification to recipients identified by a configura-tion setting. See Notification of completion of approval on page 33 for information about this setting.

The Transform AP system records every action taken on an invoice outside the Enter-priseOne system, and you can view the records associated with an individual invoice. You can also view reports about the invoices in the Transform AP system and about the activities that take place within the system.

4 Administration

INTRODUCTIONApproval Routing

Approval RoutingWhen an EnterpriseOne user forwards a PO invoice for external approval, the Trans-form AP system sends the invoice to the selected approver. Once that person has ap-proved the invoice, the approval process is complete.

The Transform AP system routes non-PO invoices for approval according to rules that you specify. These rules identify the approvers and alternative approvers for each com-bination of business unit, object account, amount, and currency. The rules can also specify a minimum number of approvers regardless of the amount, and a minimum amount below which approval is not necessary.

When a non-PO invoice has been coded, the Transform AP system routes it to the first approver in the approval route. Once that person has approved the total amount for the appropriate G/L distribution lines, the system routes it to the next approver, who is au-thorized to approve larger amounts, and so on until the total amount for each unique set of G/L distribution lines has been approved by:

• A person authorized to approve amounts equal to or greater than the total

• The required minimum number of approvers

Multiple G/L distribution lines

When an invoice contains line items that apply to different combinations of business unit and object account, the Transform AP system totals the line items for each separate combination. It then implements the approval routing rules for each of these separate total amounts. Approval of the invoice is complete when the total for each set of G/L dis-tribution lines has been approved.

When processing an invoice with multiple G/L distribution lines, the approver sees an image of the whole invoice. In addition, the invoice coding displays all the line items, but highlights the appropriate lines for the approver’s attention.

Escalation

The system can be configured to send a warning to an approver who fails to process an invoice within a given amount of time. If the approver continues to take no action, after a further set amount of time, the system notifies, and routes the invoice to, the next ap-prover in the route. This process is known as escalation.

ArchitectureWithin the EnterpriseOne system, the Transform AP Invoice Connector enables Ac-counts Payable staff to view the scanned images of invoices alongside the normal En-terpriseOne forms. From here, they can use all the normal processing options that are available to them, but without having to enter key data or check against paper invoices.

The Transform AP Invoice Connector is installed as a standard application software up-date (ASU) to the EnterpriseOne system.

Administration 5

INTRODUCTIONArchitecture

The Presenter component of the Bottomline Document Server system provides:

• Secure storage of images of invoices and other business documents.

• OCR technology to burst batches and to identify key data within scanned docu-ments.

• A Web interface that provides options for working with invoices and managing the Transform AP system.

Figure 1.2: TransForm AP Architecture

6 Administration

CHAPTER

2

Accessing Transform AP ComponentsThis chapter describes how to access Transform AP components for administration pur-poses.

Components Options for Transform AP system administration are accessed from:

• Presenter

Use this Bottomline Document Server component for managing users and access to stored documents.

• Administrator

Use this Bottomline Document Server component for enabling and disabling OCR services and for accessing audit records.

• Transform AP Management

Use these Transform AP pages, which are hosted by the Presenter Web server, to manage the approval process.

To access these pages, it is sometimes necessary to sign in to the Presenter application as described in Accessing the Presenter Application on page 8.

With appropriate permissions, Transform AP users can access:

• Transform AP Reporting pages

• The display of invoices alongside their equivalent records, during coding or approval.

• When enabled, the burst validation application.

• Documents in the Presenter store.

Users’ access to these features is by means of the Presenter component.

Administration 7

ACCESSING TRANSFORM AP COMPONENTSAccessing the Presenter Application

Accessing the Presenter ApplicationTable 2.1 shows the users that are created with access to the Presenter application when the Bottomline Document Server system is first installed. Each of these users is a Web user and initially has a blank password.

During initial configuration, your Bottomline consultant creates additional users and gives them appropriate access.

To sign in to the Presenter application:

1. In a Web browser, enter the URL for the Presenter application.

This URL is displayed on successful completion of the Bottomline Document Server Configuration wizard. It takes the following form:

http://<server>:24500/Presenter

<server> is the name of the machine that hosts the Presenter component.

2. On the Sign In page, select the type of user you are signing in as.

See Types of User on page 11 for information about Presenter user types.

3. Enter your user name and password.

4. Click Sign In.

To see the Presenter help, click the help link at the top of any Presenter page.

Accessing the Administrator ApplicationTable 2.2 shows the users that are created with access to the Administrator application when the Bottomline Document Server system is first installed.

To sign in to the Administrator application:

1. On the Windows Start menu, point to Programs, then Bottomline Document Server, and then click Administrator.

Table 2.1: Presenter Web usersUser name Access1

1. See Access Rights on page 11 for information about Presenter access.

administrator Administratorguest User

Table 2.2: Administrator application usersUser name Password Permissionsadmin administrator adminguest guest read

8 Administration

ACCESSING TRANSFORM AP COMPONENTSAccessing the Transform AP Management Options

2. On the Sign In page, enter the following details:

3. Click Sign In.

To see the Administrator help, click the help link at the top of any page of the applica-tion.

Accessing the Transform AP Management OptionsTo access the Transform AP management options:

1. In a Web browser, browse to the URLhttp://<server>:24500/branches/BTTAP-Management/TransFormAP.fsp

<server> is the name of the machine that hosts the Presenter component of the Bottomline Document Server system.

2. If the Presenter sign in page appears, sign in as a user with Administrator access rights as described in Accessing the Presenter Application on page 8.

Signing Out To sign out from the Presenter, Administrator, or management applications:

• Click the sign out link at the top of any page.

Deployment Server The name or TCP/IP address of the machine that hosts the Deployment Server component of the Bottomline Document Server system.

Username The Administrator user name.If your Bottomline consultant has not created additional users, sign in as the admin user.

Password The password for the user.

Administration 9

ACCESSING TRANSFORM AP COMPONENTSSigning Out

10 Administration

CHAPTER

3

Managing UsersTo access stored document images and the Transform AP features that are available outside the EnterpriseOne system, users must have Presenter user accounts.

Use the Presenter application to modify existing accounts, create additional ones, and specify the access they have.

Note: To receive notifications, and invoices forwarded from the EnterpriseOne system, users must have an entry in the EnterpriseOne address book.

Types of UserYou can enable Windows users within your corporate Windows domain to access the Transform AP application. These users use their Windows credentials to sign in to the Presenter application.

In addition, you can create Web user accounts to enable access for users who do not have Windows accounts within your domain. The administrator and guest users are examples of Web user accounts.

You can place both Windows and Web users into Web groups, for which you can specify access to Transform AP features.

Access RightsA Transform AP user’s Presenter profile can specify one of the following levels of ac-cess to the application:

• User

Users with User access rights can code and approve invoices, list and view stored invoices, and check the OCR bursting process.

The documents that a user can access are determined by category security. See Category Security on page 35 for more information.

Administration 11

MANAGING USERSAccessing the User Management Page

• Administrator

In addition to being able to access all Presenter documents and features, users with Administrator access rights can manage Presenter user accounts, and specify the documents that users can access.

Most Transform AP users need only User access rights, but the nominated administra-tor must have Administrator access rights. See Specifying the Nominated Administrator on page 30 for more information.

Accessing the User Management PageOptions for creating and modifying users and groups are available on the Presenter Users tab.

To access the Presenter user management options:

1. Sign in to Presenter as the administrator user, or as another user with Administrator access rights.

See Accessing the Presenter Application on page 8 for information about how to do this.

2. Click the admin link at the top of the Home page.

3. Click the Users tab.

Creating User AccountsYou can create either Web user accounts or Windows users to allow access to Trans-form AP documents and features. See Types of User on page 11 for a description of these different types of user.

To create a number of users at the same time, you can import an XML file containing a list of users. See Importing a list of users on page 14.

Note: After creating a user, to enable them to use the Transform AP software, you must:

• Give them access to categories. See Category Security on page 35.

• Ensure that their Presenter profile contains their email address and EnterpriseOne (JDE) address book number, and an indication of whether they are an approver, coder, or poster, or a combination of these roles. See Changing Presenter Profiles on page 16.

• If the user is an approver for non-PO invoices, add them to the approver list. See Changing the Approver List on page 24.

12 Administration

MANAGING USERSCreating User Accounts

Creating a Web user account

To create a Web user account:

1. On the Users tab, click Web Users.

2. Enter details of the new user.

For Access rights, select either Administrator or User. See Access Rights on page 11 for more information.

3. Click Add User.

After adding a Web user, go to the Profiles page to add a JDE address book number and to set roles and access rights for the user. See Changing Presenter Profiles on page 16.

Creating a Windows user or group

To create a Windows user or group:

1. On the Users tab, click Windows Users And Groups.

2. Enter search criteria for the user you want to add:

• Select the Domain to which the user or group belongs.

• In the Start From field, enter a character or characters to identify the starting point from which Windows users or groups are listed. Alternatively, leave this blank to list users alphabetically from the beginning.

The contents of this field have no effect when you compile a list of available local groups.

• In the Type field, select Users.

• In the Limit to field, enter the number of items to display in the list of available users or groups.

The contents of this field have no effect when you compile a list of available local groups.

3. Click Fetch Users to compile a list of available users.

If the list does not contain the user you want to add, click Next at the bottom of the list to display items that are next in alphabetical order. To move to an earlier part of the alphabetical order, change the entry in the Start From field.

4. In the list of Available Users, select the user or group, and then click Add User.

You can select and add more than one item at a time.

After adding a Windows user, go to the Profiles page to add an email address and JDE address book number and to set roles and access rights for the user. See Changing Pre-senter Profiles on page 16.

Administration 13

MANAGING USERSCreating User Accounts

Importing a list of users

To create a number of users at the same time, you can import an XML file containing a list of users. The file must be in the format shown in the example of a single-user list shown below.

<?xml version="1.0" encoding="UTF-16"?> <docsonlineusers>

<user><username>fred</username><fullname>Fred Bloggs</fullname><email>[email protected]</email><password>abcdef</password><administrator>false</administrator><winuser>false</winuser><nvplist>

<nvp><name>JDE Address Number</name><value>123460</value>

</nvp><nvp>

<name>Coder</name><value>true</value>

</nvp><nvp>

<name>Approver</name><value>true</value>

</nvp><nvp>

<name>Poster</name><value>false</value>

</nvp><nvp>

<name>TAP Email Notifications</name><value>All</value>

</nvp></nvplist>

</user></docsonlineusers>

The whole list is presented within an element called <docsonlineusers>, within which details of each user are presented within a <user> element.Table 3.1 gives more details of particular features of the file.

Table 3.1: Presenter user detailsElement DetailsHeader Specify XML version 1.0 and UTF-16 encoding.<username> The Presenter user name. You must specify a value for this element<fullname> The user’s full name. <email> The user’s email address.

In order to receive email notifications, a user must have a valid email address specified in their user profile.

<password> The user’s Presenter password.

14 Administration

MANAGING USERSCreating a Group of Users

Note: The names and values of elements are case-sensitive. When creating an XML list of users, use the same case as shown in this document.

When creating an XML list of users, if UTF-16 is not an option in the Encoding field, select Unicode.

To import a list of users:

1. On the Users tab, click Web Users.

2. At the bottom of the page, in the Import User List section, type the path to the XML File, or click Browse to browse to the file.

3. Click Upload to upload the file and create the users.

Creating a Group of UsersYou can place Web users and Windows users into Web groups and then specify cate-gory security for the whole group. In addition, if you create a Web group that contains all the users with a particular role, you can change the profile for each group to select the role setting as appropriate, rather than having to edit the profile of each individual user.

<administrator> A value of true if the user is to have Administrator access rights, or false if the user is to have User access rights.

<winuser> A value of true if the user is a Windows user, or false if the user is a Web user.

<nvplist> A set of <nvp> elements, each of which contains a <name> and <value> as shown in Table 3.2.

Table 3.2: nvp Names and valuesName ValueJDE Address Number The JDE Address Book number of the user.Coder true if the user is a coder; otherwise false.

See Specifying a user’s roles on page 17.Approver true if the user is an approver; otherwise false.

See Specifying a user’s roles on page 17.Poster true if the user is a poster; otherwise false.

See Specifying a user’s roles on page 17.TAP Email Notifications One of the following:

• All• Action• Information• NoneSee Notifications on page 32 for information about the different types of notification, and Enabling email notifications and forward-ing on page 17.

Table 3.1: Presenter user detailsElement Details

Administration 15

MANAGING USERSChanging Presenter Profiles

Note: You cannot use a group to assign approvers’ access to the TAP_Documents category.

To create a Web group:

1. On the Users tab, click Web Groups.

2. In the Add Group area, type a name for the Group and then click Add.

3. Select users from the list of Available users and then click Add User.

Changing Presenter ProfilesChange the profile of existing users to:

• Change a Web user’s password

• Specify the email address to which notifications are sent

• Specify a user’s JDE address book number

• Specify the user’s (or group’s) roles

• Change a user’s Out of Office setting

• Specify a user’s access rights to the Transform AP system.

To change a profile:

1. On the Users tab, click Profiles.

2. Click Users to display a list of users, or Groups to display a list of groups, and then select the user or group whose profile you want to change.

3. Change the user’s details as necessary, and then click Save.

Note: The JDE Address Number and TAP Email Notification settings apply only to individual users and have no effect for a Web group.

Changing a password

Note: You cannot use the Presenter application to change the password of a Windows user. Use Windows administration to do this.

To change the password of a Web user:

1. In the User Details area, select Change Password and then enter the new password in the Password and Confirm Password fields.

16 Administration


2. Click Save.

Enabling email notifications and forwarding

To be able to receive email notifications about invoices that need attention, each user must have a valid email address recorded in their Presenter profile.

In addition, for EnterpriseOne users to be able to forward invoices to Transform AP us-ers outside the EnterpriseOne system, both the forwarding user and the recipient must have their JDE address book number recorded in their Presenter profiles.

To enable email notifications and forwarding:

1. In the User Details area, enter the Email Address.

2. In the Application Specific Fields area, enter the JDE Address Number.

3. In the TAP Email Notifications field, specify the type or types of notifications the user is to receive.

See Notifications on page 32 for information about the different types of notification

4. Click Save.

Specifying a user’s roles

Transform AP users can have one or more of the following roles:

• Coder, with responsibility for adding information to the invoice form

• Approver, with responsibility for approving the payment of non-PO invoices

• Poster, with responsibility for posting approved invoices to ledger within the EnterpriseOne system

To save time, if more than one user has a particular role, you can create a Web group containing all users with that role, and then specify the role setting for the whole group.

To specify roles for a user or group:

1. In the Application Specific Fields area, select the Coder, Approver, or Poster settings as appropriate for the selected user or group.

2. Click Save.

After specifying a user’s role as an approver (whether individually or as part of a group), you must add the individual user to the approver list before they can approve non-PO invoices. See Adding an approver list entry on page 24.

Each user who is a coder or an approver must have full access to the TAP_Audit_History and TAP_Voucher categories. You can grant this access either to individual users or to a Web group. Individual coders and approvers must also have ac-

Administration 17


cess to the TAP_Documents category, as described in Setting category security on page 36. You cannot specify this access for a group of users.

Note: It is not necessary to assign the Approver role to users who are to approve only PO invoices. These users must, however, have the same category access as approvers of non-PO invoices. See Setting category security on page 36.

Changing the Out of Office setting

Each user’s profile includes an Out of Office setting that can be selected to indicate when the user is away from the office and unable to process invoices. When this setting is selected for an approver, invoices are automatically routed to the alternative approv-er, if one is specified in the approver list entry.

Users can change the Out of Office setting for their own profiles on the My Account page, or a Presenter administrator can change it for any user.

To change the Out of Office setting for a user:

1. In the User Details area, select or clear Out of Office.

2. Click Save.

3. After selecting Out of Office, click OK to see a list of documents that the user currently owns so that you can release them for another user, or click Cancel to return to the Profiles page.

See Releasing Documents on page 38 for information about releasing documents from ownership.

18 Administration

CHAPTER

4

Coding and ApprovalThis chapter describes the invoice coding and approval process for PO and non-PO in-voices, and the tasks involved in configuring this process.

CodingWhen the Transform AP system has scanned an invoice and added it to the system, a user who is a coder checks the invoice record, adds missing information, and changes any values that the scanning process incorrectly identified. The coder then submits the invoice for approval.

If your Transform AP system is configured for non-PO invoices to be coded outside the EnterpriseOne system, each coder must have a Presenter user profile or belong to a Web group that has a profile with the Coder setting selected. For information about Pre-senter profiles, see Changing Presenter Profiles on page 16.

Approval RoutingWhen an EnterpriseOne user sends a PO invoice to a Transform AP user for external approval, the Transform AP system sends it directly to the selected user.

When a coder finishes coding a non-PO invoice and submits it for approval, the Trans-form AP system routes it for approval.

The approval route for a non-PO invoice is determined by:

• Business unit as defined in the EnterpriseOne system

• Object account code as defined in the EnterpriseOne system

• Total value of each set of G/L distribution lines that apply to a single business unit/object account combination

• Currency of the invoice

• Minimum number of approvers

Approvers are users with authority to approve invoices. Each approver must have a Pre-senter user profile or belong to a Web group that has a profile with the Approver setting selected.

Administration 19

CODING AND APPROVALApproval Routing

For information about Presenter user profiles, see Changing Presenter Profiles on page 16.

Multiple G/L distribution lines

When a non-PO invoice contains line items that apply to different business unit/object account combinations, the Transform AP system totals the line items for each separate combination. It then implements the approval routing rules for each of these separate total amounts. Approval of the invoice is complete when each of the business unit/object account totals has been approved.

When processing an invoice with multiple business unit/object account items, the ap-prover sees an image of the whole invoice. The invoice coding displays all the line items, but highlights the appropriate lines for the approver’s attention.

Approver list

Details of all approvers and the items they can approve are maintained in an approver list. See Table 4.1 for an example of part of an approver list, and Viewing the Approver List on page 23 for information about how to view the approver list on your Transform AP system.

When a user has responsibility for approving invoices that apply to different business units, object accounts, or currencies, the approver list must contain a separate entry for each combination of business unit, object account, and currency for which the user is responsible.

It is possible for the same person to feature more than once in the approval route of a single invoice. This can happen, for example, if the person is responsible for approving different sets of G/L distribution lines that are represented in the invoice, or if the person has more than one entry in the approver list for a single set of G/L distribution lines. While the Transform AP system attempts to minimize the number of times it routes the invoice to the same person, it is not always possible to avoid routing it to the same per-son more than once.

Minimum amount for approval

It is possible to specify, for each currency, a total below which approval is not required.

See Setting the Minimum Amount for Approval on page 27.

Minimum number of approvers

It is possible to specify a minimum number of people who must approve a business unit/object account total, regardless of its value (if it is greater than the minimum amount for approval). See Checking an Approval Route on page 26 for information about how to do this.

20 Administration


When specifying the minimum number of approvers, you can indicate that either:

• The first approver in the route is the one authorized to approve the amount, and approvers later in the route are authorized to approve larger amounts.

• The approver authorized to approve the amount is the last approver in the route, and follows approvers who are authorized to approve smaller amounts.

Escalation

When an invoice is routed for approval, if the approver takes no action within a config-urable amount of time, the Transform AP system can be configured to send an email to remind the approver that the invoice is awaiting approval. If the approver continues to take no action, after a configurable amount of time the system:

• Routes a non-PO invoice to the next approver in the route.

• Notifies the EnterpriseOne user who forwarded a PO invoice, and removes the approval request from the Presenter system.

Note: The Transform AP system sends a reminder email in respect of invoices that are owned or on hold, but does not escalate such invoices.

If a non-PO invoice fails to complete its approval route within the escalation times spec-ified, the Transform AP system notifies the nominated administrator. See Specifying the Nominated Administrator on page 30 for more information.

If necessary, the Transform AP system escalates a non-PO invoice until it reaches the end of the approval route. If at that point any business unit/object account total has not been approved by the minimum number of approvers, the system forwards the invoice to the nominated administrator, who can then either delete or resubmit it.

Exceptions and Rejections

When either the Transform AP system or a Transform AP user finds a problem with an invoice, the system routes it to a designated user. For each type of problem that can occur, you can specify whether the designated user is the coder, the nominated admin-istrator, or both. See Configuring exception handling on page 30 for information about how to do this.

Administration 21


Routing examples

Table 4.1 is an example of part of an approver list. For simplicity, the example does not show alternative approvers, which can be specified for each entry in the list.

The following examples describe the approval route of non-PO invoices whose line items all relate to business unit 1101, account code 1349, and currency USD, using the approver list shown in Table 4.1. The minimum amount for approval for USD invoices has been set at $50.

After coding, processing of this invoice is complete, because the invoice amount is less than the minimum amount for approval. In this case, the minimum number of approvers setting is ignored.

Once coded, this invoice is initially sent to AWalker for approval. If AWalker is the coder, on submitting the invoice for approval, the user is prompted to both submit and approve the invoice.

Once AWalker has approved the invoice, processing is complete.

If AWalker does not approve the invoice within the specified amount of time, upon es-calation, the invoice is sent to CLovegrove for approval.

If CLovegrove does not approve the invoice within the specified amount of time, upon escalation, the invoice is sent to the nominated administrator.

After coding, when this invoice is submitted for approval it is routed directly to the nom-inated administrator, because the approver list does not contain an entry for anyone who can approve invoices of this value.

The nominated administrator adds two entries to the approver list as shown below.

Table 4.1: Approver listUser Business

UnitObject Account

Amount Currency Code

AWalker 1101 1349 1 000 USDCLovegrove 1101 1349 10 000 USDMLi 2201 2987 500 GBPNGeorgiou 2201 2987 5 000 GBPHKhan 2201 * 500 000 GBP

Example 1: Invoice total: $20 Minimum number of approvers: 1

Example 2: Invoice total: $900 Minimum number of approvers: 1

Example 3: Invoice total: $20 000 Minimum number of approvers: 1

User Business Unit

Object Account


AWalker 1101 1349 1000 USDCLovegrove 1101 1349 10,000 USDDBoddie * * 30,000 USD

22 Administration

CODING AND APPROVALViewing the Approver List

The asterisks are used as wildcard characters and signify that the new users, DBoddie and MAddams, can process invoices that relate to any business unit or object account.

When the nominated administrator resubmits the invoice, the Transform AP system sends it to DBoddie. If DBoddie approves the invoice, the process is complete.

After coding, the invoice is routed to DBoddie, who is the first person in the list author-ized to approve invoices of this value, and then to MAddams, to meet the requirement for a minimum of two approvers.

After coding, the invoice is routed to CLovegrove, and then to DBoddie.

After coding, the invoice is routed to AWalker, then CLovegrove, and then DBoddie. Be-cause DBoddie is authorized to approve invoices of this value, the approval route stops here.

Viewing the Approver ListAn approver list is normally configured when the Transform AP system is first installed at your site.

To see the current list of approvers:

1. Browse to the Transform AP management page, as described in Accessing the Transform AP Management Options on page 9.

2. On the Approvals tab, click View.

3. Enter details of the items in the list you want to see, or leave all the fields in the search form empty to see the complete list, and then click Search.

You can save the approvers list as a comma-separated list, which you can then use as a template for an updated list. You can then upload the updated list instead of adding each new list item separately.

To save the complete list as a comma-separated list:

1. Follow the steps above, leaving the search fields blank to display the complete approvers list.

MAddams * * 999,999 USDMLi 2201 2987 500 GBPNGeorgiou 2201 2987 5 000 GBPHKhan 2201 * 500 00 GBP

User Business Unit

Object Account



Example 5: Invoice total: $20 000 Minimum number of approvers: -2


Administration 23

CODING AND APPROVALChanging the Approver List

2. Click Download Results.

3. In the File Download window, click Save.

4. Specify details of the file to save.

Changing the Approver ListUse the View and Modify pages on the Approvals tab to change the approver list. Op-tions enable you to add, remove, and change individual records within the list, or to up-load a new or modified version of the complete list.

Adding an approver list entry

To add an item to the approver list:

1. On the Approvals tab, click Modify.

2. Optionally, to find a particular Presenter user, enter some or all of the following details from the user’s Presenter profile:

• Presenter User Name

• Presenter Full Name

• JDE Address Book Number

Alternatively, leave these fields empty to list all available approvers.

3. Click Search to display a list of users that match the details you entered. All the Available Users listed have the Approver setting selected in their Presenter profiles or belong to a Web group with the Approver setting selected.

4. From the list of Available Users, select the user, and then click Add Approver.

5. In the Entry Details area, enter the details shown in Table 4.2.

6. Optionally, to add an alternative approver, who can approve the specified items when the nominated approver is out of the office, select a user from the list of Available Users and then click Add Alternative.

7. Click Add Entry.

Table 4.2: Approver list entry detailsField DescriptionBusiness Unit

The business unit that applies to the invoice items to be approved. This must match the entry in the EnterpriseOne system.

Object Account

The account to which the invoice items apply. This must match the entry in the EnterpriseOne system.

Amount The maximum amount for which the user can be the final approver.When this user approves a set of G/L distribution lines for a larger total than the one you enter, the invoice is then routed to an approver with authority to approve larger amounts.

Currency The code for the currency that applies to the invoices to be approved.

24 Administration

CODING AND APPROVALChanging the Approver List

Note: We recommend that you do not add more than one approver with the same entry details.

When duplicate entries exist, the system counts only one entry for the purposes of meeting the requirements for a minimum number of approvers.

Removing an approver list entry

To remove an entry from the approver list:


To help find the record, enter details of the entry in the search form and then click Search.

2. In the list that appears, click the box to the left of the entry to select it.

You can select more than one entry for deletion.

3. Click Delete Selected.

Changing an approver list entry

To change the details of an entry in the approver list:


To help find the record, enter details of the entry in the search form and then click Search.

2. In the list that appears, click the box to the left of the entry to select it and then click Edit Selected.

3. Change the Entry Details.

4. Optionally, use the Remove Approver or Remove Alternative buttons to remove the existing user, and then select a different user from the list of Available Users and add them as an approver or alternative approver.

5. Click Modify Entry.

Making multiple changes to the approver list

The most efficient way to change or add multiple records in the approver list is to save the current list on your computer, where you can edit it, and then upload the updated version of the list.

See Viewing the Approver List on page 23 for information about how to save the current list.

Administration 25

CODING AND APPROVALChecking an Approval Route

To upload an updated list:

1. On the Approvals tab, click Modify.

2. At the bottom of the page, enter the path to the updated file, or click Browse to browse to the file.

3. To append your uploaded list to the existing list, clear the Erase all existing entries setting. To replace all existing entries with the uploaded list, leave this setting selected.

4. Click Upload.

Checking an Approval RouteYou can check the approval route for a given combination of business unit, object ac-count, amount, and currency. This enables you to identify potential problems with the approver list.

To check an approval route:


2. On the Approvals tab, click Approval Route.

3. Enter details of an item whose route you want to check and clear Show extended approval route for escalations.

Alternatively, to see the complete approval route and so identify the route for escalations, select Show extended approval route for escalations.

4. Click Get Route.

Setting the Minimum Number of ApproversTo specify a minimum number of approvers:


2. On the Approvals tab, click Configuration.

3. In the Approvals area, enter the Minimum number of approvers.

A value of zero means that all business unit/object account totals must be approved by all the people in the approval chain for the relevant combination of business unit, object account, and currency, up to the person with authority to approve the amount.

A negative value indicates that invoices are routed by first identifying the approver for the appropriate amount, and then counting back through approvers for smaller amounts to identify the first person in the approval route.

26 Administration

CODING AND APPROVALSetting the Minimum Amount for Approval

A positive value indicates that the first person in the approver route is the one authorized to approve the appropriate amount. When that person has approved the amount, it is then routed to the person authorized to approve the next higher amount, and so on until the specified number of people have approved it.

4. Click Update.

Setting the Minimum Amount for ApprovalYou can set a minimum amount for each currency. Invoices with G/L distribution line to-tals below this amount are not routed for approval.

To set a minimum approval amount for a currency:


2. On the Approvals tab, click Minimum Amounts.

3. Select the box next to the currency, and then click Edit Selected.

4. At the bottom of the page, enter the Amount and then click Save.

A value of zero (the default) specifies that all invoices must go through the approval process, regardless of total value.

Escalation SettingsEscalation is triggered when no action has been taken for a specified period of time, measured in working days.

For escalation to work, it is necessary to specify:

• The days of the week that are working days for your organization.

• The number of working days that an invoice remains in an approver’s inbox before the Transform AP system sends a reminder email to the approver.

• The number of working days after the reminder email has been sent that the invoice can remain in the approver’s inbox before the system escalates the invoice to the next approver.

Configuring escalation

To configure the escalation settings:



3. Select the Business Working Days for your organization.

Administration 27

CODING AND APPROVALException Handling

4. Enter the number of days before escalation warning emails are sent, and the number of days following this before the system routes unprocessed invoices to the next approver.

5. Click Update.

Exception HandlingAn invoice can fail to complete processing when:

• A coder deletes it.

• An approver rejects it.

• The Transform AP system identifies a problem.

Coder deletes an invoice

On choosing the option to delete an invoice, a coder must select a reason for doing so. Table 4.3 lists the reasons a coder can have for deleting an invoice, and typical solutions to these problems.

You can specify which of these reasons are available for coders to select on deleting an invoice. Configuring exception handling on page 30 describes how.

When a coder deletes an invoice, the Transform AP system deletes it from the TAP_Documents category, but keeps its records for tracking purposes in the TAP_Voucher and TAP_Audit_History categories.

Table 4.3: Coder deletes an invoiceReason for deleting

Possible cause of the problem Typical solution

Scanning error The scanning process did not correctly capture the original invoice.

Resubmit the original document for processing.

Duplicate invoice

External event Notify the supplier and follow internal process for handling duplicate invoices.

Not an invoice External event Notify the supplier, and follow internal process for handling documents of this type.

Unknown sup-plier

EnterpriseOne address book is out-of-date.

Update the EnterpriseOne address book and then resubmit the invoice for coding.

Invalid invoice data

The invoice fails a business rule which the Transform AP system does not enforce.

Notify the supplier and follow internal process for handling duplicate invoices.

No approvers found

The approver list does not contain an entry that matches the key invoice data.

Update the approver list and resubmit the invoice.

28 Administration

CODING AND APPROVALException Handling

Approver rejects an invoice

On choosing the option to reject an invoice, an approver must select a reason for doing so. Table 4.4 lists the reasons an approver can have for rejecting an invoice, and typical solutions to these problems.

You can specify which of these reasons are available for approvers to select on rejecting an invoice. Configuring exception handling on page 30 describes how.

When an approver rejects a non-PO invoice, the Transform AP system routes it to the coder, the nominated administrator, or both, according to the exception handling setting.

When an approver rejects a PO invoice, the system reroutes it to the EnterpriseOne user who forwarded it for approval, whatever the exception handling setting.

System-identified problems

Table 4.5 lists the problems the system can find during invoice processing, and typical solutions to these problems.

When the Transform AP system cannot find an approver for an invoice, it routes it to the nominated administrator. See Dealing With Problem Invoices on page 31.

When the system cannot find the recipient of an invoice forwarded from the Enter-priseOne system, it sends an email to notify the nominated administrator.

Table 4.4: Approver rejects an invoiceReason for rejecting

Possible cause of the problem Typical solution

Incorrect coding

G/L coding error Update the G/L coding and then resubmit the invoice.

Incorrect data

Data capture error Update the invoice data and then resubmit the invoice.

Incorrect recipient

The invoice (normally a PO invoice) has been forwarded to the wrong per-son.

Forward the invoice to the appropriate approver.

Duplicate invoice

External event Notify the supplier and retain the invoice for duplicate tracking.

Unknown invoice

External event Notify the supplier and retain the invoice for tracking.

Table 4.5: Transform AP system identifies a problemProblem Possible cause Typical solutionNo approv-ers found

The approver list does not contain an entry that matches the key invoice data.

Update the approver list and resubmit the invoice.

User not found

An EnterpriseOne user tries to forward the invoice to a recipient who either has no Presenter account or whose Pre-senter profile does not contain an email address.

Correct the information in the EnterpriseOne address book or in the Presenter profile, as appro-priate.The EnterpriseOne user can then forward the invoice again.

Administration 29

CODING AND APPROVALSpecifying the Nominated Administrator

Configuring exception handling

You can specify:

• The contents of the lists from which coders and approvers must select a reason for deleting or rejecting an invoice.

• The description of the cause of a problem shown in the email notification.

• The recipient of rejected invoices.

This can be the nominated administrator, the coder of the invoice, or both.

See Specifying the Nominated Administrator on page 30 for more information about the nominated administrator.

To configure exception handling:


2. On the Approvals tab, click Exceptions.

3. Select the problem you want to configure by clicking the box next to it, and then click Modify.

4. Change the values in any of the following fields:

5. Click Save.

Specifying the Nominated AdministratorYou must nominate an administrator, who can deal with failures of the approval process by taking action such as:

• Modifying the approver list

• Deleting mis-scanned documents

• Updating the EnterpriseOne address book

Cause The description of the cause of the problem.This description is included in the email notification that the system sends to the recipient identified in the Route To field.

Route To The user to receive invoices that an approver has rejected.The system does not reroute invoices that a coder deletes.

Delete Select this to specify that the problem is to appear in the list of rea-sons for a coder to delete an invoice.

Reject Select this to specify that the problem is to appear in the list of rea-sons for an approver to reject an invoice.

30 Administration

CODING AND APPROVALDealing With Problem Invoices

To be a nominated administrator, a user must have Administrator access rights to the Presenter application.

The nominated administrator must not be a coder, approver, or poster.

To specify a nominated administrator:


2. On the Approvals tab, click Administrator.

3. The list of Available Users shows Presenter users who have Administrator access rights.

From this list, select a user and then click Set.

Specifying a nominated administrator in this way replaces the existing nominated ad-ministrator, if there is one.

Note: Make sure that the TAP Email Notifications setting in the nominated administrator’s profile is set to enable All notifications.

Dealing With Problem InvoicesWhen the Transform AP system cannot process an invoice because of a lack of availa-ble approvers, it sends the invoice to the nominated administrator.

When the nominated administrator opens an invoice, a window opens, displaying details of the invoice and the reason for its processing failure, together with an image of the in-voice. Table 4.6 describes the options that are available in this window.

See the User’s Guide for information about how to work with invoices.

Table 4.6: Dealing with problem invoicesUse this option:

To:

Resubmit Reroutes the invoice to the coder, to restart the approval process. The original coding is retained, and so there is no need for the coder to reenter the G/L information.Do this after solving the cause of the problem; for example, by changing the approver list.

Delete Deletes the invoice.Cancel Closes the window and leaves the invoice in the nominated administra-

tor’s inbox.

Administration 31

CODING AND APPROVALNotifications

NotificationsTable 4.7 shows the email notifications the Transform AP system sends.

For a user to receive email notifications, the TAP Email Notifications setting in the us-er’s profile must be set to enable notifications. See Enabling email notifications and for-warding on page 17.

When sending notifications, the system uses the email addresses that are specified in the user’s Presenter profile. The profiles of the nominated administrator and of each coder, approver, and poster must therefore contain a valid email address.

Table 4.7: Email notificationsEvent Notification sent to Notification typeAn invoice is ready for coding

All coders. Action

An invoice is ready for approval

The appropriate approver in the route. Action

An invoice will be esca-lated if not approved within the specified time

The current approver and the next approver in the route.

Information

An invoice has been escalated

The next approver in the route, or the nominated administrator.

Action

All approvals for an invoice are complete

Depending on the approvals configu-ration setting, either the coder of the invoice or all users with the Poster setting selected in their Presenter pro-file.See Notification of completion of approval on page 33.

Information

An approver has rejected an invoice

Determined by configuration. See Configuring exception handling on page 30.

Action

The approver list does not contain an entry that matches the key invoice data


Action

The Transform AP system cannot identify the intended recipient of an invoice forwarded from the EnterpriseOne system


Action

32 Administration


Notification of completion of approval

On completion of the approval process for an invoice, the Transform AP system sends an email notification. It uses the Notify coder upon approval completion setting to identify the intended recipient of this notification, as shown in Table 4.8.

To enable users to receive notification of completion of approval:

1. Browse to the Transform AP management page, as described in Accessing the Transform AP Management Options on page 9


3. Select or clear the Notify coder upon approval completion setting, as appropriate.

4. If you clear the Notify coder upon approval completion setting, make sure that all users who are responsible for posting invoices to ledger in the EnterpriseOne system have a Presenter profile with the Poster setting selected. See Specifying a user’s roles on page 17 for information about this setting.

Table 4.8: Notify coder upon approval completionWhen the setting is: Notification is sent to:Selected For a non PO invoice, the coder.

For a PO invoice, the EnterpriseOne user who forwarded the invoice for external approval.

Cleared All users whose Presenter profile has the Poster setting selected.If no such users exist, the system notifies the nominated administra-tor.

Administration 33


34 Administration

CHAPTER

5

Managing Stored DocumentsThis chapter describes how to manage users’ access to invoices in the Transform AP system.

Category SecurityThe Transform AP system stores invoice records in a number of Presenter categories. Each category has an associated set of indexes, whose values are used to identify items stored within the category.

Table 5.1 shows the categories the Transform AP application uses for processing and storing invoice records.

Table 5.1: Transform AP categoriesThis category Contains these documents Needs to be accessed by With this security settingScanned_Batches • Batches of documents that

the system cannot burst.• All batches awaiting burst

validation, if this is enabled.

Users with responsibility for burst validation and for deal-ing with batches that fail to be burst.

All including inbox

Scanning_Patterns Documents used as templates for creating patterns used to identify scanned invoices and key data within them.

Users with responsibility for editing patterns when the lay-out of a supplier’s invoice changes.

All

TAP_Audit_History For each document in the TAP_Voucher category, a doc-ument that gives details of its routing history.

All coders and approvers, and users who need to review the history of invoices.

All

TAP_Doc_Scan Invoices that have been scanned, before they are moved to the TAP_Documents category for coding and approval.

Users with responsibility for creating new patterns.

All including inbox

TAP_Documents Invoices in the process of cod-ing and approval.

The nominated administra-tor, and all coders and approvers.

A rule specifying the user’s Presenter user name and a search type of any of the words in the Security index.

TAP_Voucher All invoices in the Transform AP system. Once invoices have been approved, they remain in this category for future reference.

All coders and approvers, and users who need to view images of documents that have completed processing.

All

Administration 35

MANAGING STORED DOCUMENTSManaging Scanning

During processing, an invoice is referenced from more than one category at the same time.

Setting category security

Presenter users with Administrator access rights specified in their profile can access documents in all categories. Users and groups with User access must be granted ac-cess to a category in order to work with documents in that category.

To allow a user or group access to a category:

1. Sign in to Presenter as the administrator user, or as another user with Administrator access rights.

See Accessing the Presenter Application on page 8 for information about how to do this.

2. Click the admin link at the top of the page.

3. On the Categories tab, click Security.

4. Select the Category you want to work with.

5. Select either Groups or Users, to list Presenter groups or users, and then select the user or group to access the category.

6. Under Viewing Permissions, select the access.

For users or groups needing access to the TAP_Doc_Scan and Scanned_Batches categories, select All including inbox.

For users or groups needing access to the Scanning_Patterns, TAP_Audit_History, and TAP_Voucher categories, select All.

For the TAP_Documents category, for each user who is a coder or approver:

a Select Use a rule, and then click Edit rule.

b On the Category Security Rule page, next to Security, select any of the words and then enter the user’s Presenter user name.

c Click Save to return to the Security page.

7. Click Save.

Managing ScanningTo enable OCR processing of invoices, the following services must be enabled:

• Scanned Document Processor

This service uses either pattern matching or regular expression logic to identify key data within individual invoices.

36 Administration

MANAGING STORED DOCUMENTSManaging Scanning

• Scanned Batch Processor

This service takes scanned batches of invoices and splits them into their component invoices.

To manage the OCR services:

1. Sign in to the Administrator application as described in Accessing the Presenter Application on page 8.

2. Click the Config tab. If the page displays a list of Registered Runtime Servers, select the server that runs the Transform AP application and then click Show Selected.

3. At the top of the Runtime Server page, click the Storage Settings link.

4. Select the box next to the service to enable the service, or clear the box to disable the service.

5. Click Modify.

Enabling burst validation

The Transform AP system automatically separates, or bursts scanned batches of invoic-es into individual invoices. You can, optionally, enable a user to check that the bursting process has correctly identified the documents in the batch before it continues to proc-ess individual invoices. This process of checking is known as burst validation.

Note: If you enable burst validation, a user must validate each batch and each individually scanned invoice before the system can continue to process it.

Whether burst validation is enabled or not, if an error occurs during the bursting process, the scanned batch remains in the Scanned_Batches category so that a user can use the burst validation process to specify how to burst the batch.

To enable burst validation:



3. Select Batch Review and then click Update.

To be able to validate the bursting process and to deal with batches that the system can-not burst, a user must have access to the Scanned_Batches category. See Setting cat-egory security on page 36 for information about how to give a user access to this category.

Administration 37

MANAGING STORED DOCUMENTSReleasing Documents

Releasing DocumentsA user must take ownership of a document in order to view or process it. The user can do this explicitly, by clicking an option, or automatically, by opening the document. When a user has taken ownership of a document, no other user can view or process it.

During normal processing, ownership is automatically released when the user finishes processing the document, such as upon approval of an invoice. Users can also choose an option to release a document from their ownership.

It is sometimes necessary to release documents from a user’s ownership, such as when the user is away from the office and another person needs to process the document. You must identify the documents the user owns before you can do this.

When you select the Out of Office setting in a user’s profile, you can click OK in re-sponse to the prompt to show a list of documents the user owns. At other times, to iden-tify these documents, search each inbox-enabled category to which the user has access. The Transform AP system uses the following inbox-enabled categories:

• TAP_Doc_Scan

• TAP_Documents

• Scanned_Batches

To list the documents that a user owns:

1. Sign in to Presenter and then click the admin link.

2. Click the Documents tab.

3. On the Admin Search page, select the Category to which the user has access.

You must do a separate search for each Inbox-enabled category to which the user has access.

4. In the Inbox Status field, select Owned by <user> and then click Submit Query.

The Admin Search Results shows a list of documents the user owns.

To release documents from ownership:

1. In a list of documents owned by the user, if you do not want to release all the documents, select those you want to release.

2. In the Action field, select Move to inbox with no owner and select whether to move all or selected documents.

3. Click Perform Action.

38 Administration

CHAPTER

6

Auditing and ReportsThe Complliance Management component of the Bottomline Document Server system maintains a record of Transform AP actions that take place outside the EnterpriseOne system.This audit record is available to those users of the Administrator application whose account details have the Auditor setting selected.

In addition to Compliance Management auditing, you can generate auditing reports of Transform AP activities. See Standard Reports on page 41.

Each invoice that the Transform AP system processes has an associated audit trail that records every action taken in respect of the invoice. This audit trail is available to users while processing the invoice, and also to any user with access to the TAP_Voucher and TAP_Audit_History categories.

Transform AP users can generate reports on the status of documents in the Transform AP system. See the User’s Guide for more information.

Actions RecordedIn addition to the Bottomline Document Server system actions, the Transform AP sys-tem records the following types of action:

• Management

• Invoice Storage

• Invoice Approval

• Escalation

Administration 39

AUDITING AND REPORTSModifying Auditing Settings

Modifying Auditing SettingsTable 6.1 shows the settings that relate to auditing.

To change the auditing settings:

1. Sign in to the Administrator application as described in Accessing the Administrator Application on page 8 and then click the Depserver tab.

2. Click the Settings link at the top of the Deployment Server Config page.

3. On the Settings page, make your required changes to the settings described in Table 6.1.

4. Click Modify.

Viewing Audit RecordsTo view audit records:

1. Sign in to the Administrator application and then click the Depserver tab.

2. Click the Auditing link at the top of the Deployment Server Config page.

3. Enter search criteria to specify the audit records you wish to view.

For example, to view records of Windows users added to the Presenter system during December 2007, listed in date order with the oldest record first, enter the following search criteria:

Table 6.1: Auditing settingsSetting DescriptionPurge audit entries older than (days)

Determines how long (in days) audit records are kept. A value of never or zero (0) means that records are not purged.

Audit Optional Records

Events such as viewing a document or its associated notes are recorded only if this setting is selected.Events such as signing in to the Presenter application or deleting a stored document are recorded whatever the state of this setting.

Maximum Results The maximum number of results to display.Start Time The start time of the period in which you are interested.End Time The end time of the period in which you are interested.Column The column of the results table that contains values for which to

search.If you select a column, enter the value to search for, and specify whether records must exactly match this value (equals) or whether they must include the value (contains).

Order by The column by which to sort the matching records, and the order in which to sort them.

Start Time 2007-12-01 00:00:00

End Time 2007-12-31 23:59:59

40 Administration

AUDITING AND REPORTSStandard Reports

4. Click Search Audit.

To export the results of your search to a file:

1. Select the format of the file.

2. Click Export.

3. In the File Download window, click Save, and then specify details of the file to save.

Standard ReportsTable 6.2 shows the standard reports that are available to users with Administrator ac-cess rights.

For each type of report, you can choose to view all records, or those from a selected period of time.

Audit History reports

Audit History reports show records of Transform AP activities. You can view reports about:

• Invoice storage

This shows records of scanned invoices entering the system and of the storage of invoices in the Presenter store.

• Invoice approval

This shows records of actions taken on invoices during the approval process.

• Escalation

• Management

Column Record Type equals Add Windows User

Order by Date ascending

Table 6.2: Standard reportsThese reports Show records ofAudit History Transform AP activities. See Audit History reports on page 41.Invoices Invoices in the TAP_Documents category.

All users can view these reports. See the User’s Guide for more information.

Coder Productivity For each coder, the number of invoices coded and the average amount of time taken to code an invoice.

Approver Productivity For each approver, the number of items approved, and the average amount of time taken to approve an item.

DPO (Days Payment Outstanding)

For each supplier, the time taken to process an invoice, from when it is stored in the Presenter archive to when it is posted to ledger.

Administration 41

AUDITING AND REPORTSInvoice Audit History Reports

Alternatively, you can view a single report of all these types of activity.

For each type of report, you can choose to see all records, or those from the last 1, 7, 14, or 28 days.

Note: Audit History reports do not include standard Presenter actions such as an Administrator user deleting a document.

Viewing standard reports

To view a standard report:


2. Click the Reporting tab.

3. On the Reporting page, click Standard Reports.

4. In the Report Type box, select the report you want to see and then click Select.

5. Select the Report Name, and then click Run Report.

Invoice Audit History ReportsInvoice Audit History reports give similar information to that in the standard Invoices re-ports, but include all invoices in the system, including those that have completed processing. You can use search criteria to specify the invoices to appear in Invoice Audit History reports.

To view an Invoice Audit History report:

1. On the Reporting page, click Invoice Audit History.

2. Enter details of the invoices to report on.

You do not have to put a value in every field of the form.

3. Specify the information to display in the report.

When the box next to a field is selected (as indicated by a tick) the information is displayed in the report.

Click a box to select or clear it.

4. Click Run Report.

All users can view Invoice Audit History reports.

42 Administration

AUDITING AND REPORTSSaving Reports

Saving ReportsWhen you run a report, the results are displayed on the Reporting tab. Click a link to display the results in a separate window so that you can print or save the report in the following formats:

• Printable (HTML)

• XML

• CSV (comma-separated values), in which each record in the report is presented as a list of values, separated by commas. If you save a CSV report as a text file on your computer, you can then open it in a spreadsheet application.

Emailing ReportsTo send a report to an email recipient:

1. Run a report as described above.

2. In the field above the report, enter the recipient’s email address, and then click Email.

The Transform AP system attaches HTML, XML, and CSV versions of the report to an email, which it sends to the specified recipient.

Administration 43

AUDITING AND REPORTSEmailing Reports

44 Administration

GLOSSARY

Glossary

alternative approver

A person with the authority to approve invoices when the usual approver is unavailable.

Invoices are routed to the alternative approver when the usual approver’s Out of Office setting is selected in the Presenter profile.

approver

A person with the authority to approve certain non-PO invoices, as defined in the approver list.

approver list

A list that specifies the approvers for invoices relating to each combination of business unit, object account, currency, and invoice total.

batch

A single file that contains images of a collection of scanned documents. The format of the file is either Tagged Image File Format (TIFF) or Portable Document Format (PDF).

bursting

The separation of a single electronic file comprising a scanned batch of documents into its individual component documents.

burst validation

The process of reviewing, correcting, and accepting or rejecting the results of an automatic bursting operation.

category

A means of grouping and storing a set of documents that share certain features. Each category has a number of associated indexes, whose values are used to identify individual documents within the category.

coder

A person with responsibility for entering details of an invoice into the invoice record.

Administration 45

GLOSSARY

inbox-enabled category

A Presenter category that contains documents waiting to be processed. Documents in an inbox-enabled category appear in the Inbox section of the Home page of users with access to the category.

index

Key information that is used to identify individual documents stored within categories in the Presenter archive.

nominated administrator

A user with responsibility for solving problems with the approval process.

owned document

A document that a user has started processing. When a document is owned, no other user can access it.

poster

A person with responsibility for posting invoices to ledger in the EnterpriseOne system.

Presenter

A component of the Bottomline Document Server system that provides secure storage and retrieval of electronic documents, OCR technology to identify key data within scanned documents, and an extensible interface for document processing applications.

watched folder

A file system directory that the Transform AP system monitors for the presence of scanned invoice files for processing. Once the system starts to process the files, it deletes them from the watched folder.

46 Administration

INDEX

Index

Aaccess

level 11to categories 35

accessingAdministrator 8management options 9Presenter 8

Administrator applicationsigning in 8users 8

alternative approver 18, 24, 25, 45approval route 5, 19, 21, 26

checking 26approver 5, 12, 19, 21, 25, 45

adding 24alternative 18, 24, 25, 45deleting 25list 18, 20, 23, 24, 25, 45minimum 20modifying 25

audit records 39exporting 41

Bbatch 35, 37, 45burst validation 3, 35, 45

enabling 37bursting 3, 45

Ccategory 35, 45

Scanned_Batches 35, 36, 37, 38Scanning_Patterns 35, 36security 11, 35TAP_Audit_History 35, 36TAP_Doc_Scan 35, 38TAP_Documents 16, 18, 35, 36, 38TAP_Voucher 35, 36

coder 4, 19, 45currency 24

Ddocument

ownership 18, 38, 46downloading

approver list 23audit records 41

Eemail

notification 4, 16, 32submitting invoices by 2

emailingreports 43

escalation 5, 20, 21, 26, 27exporting

approver list 23audit records 41

Ffolder

watched 2

Ggroup

Presenter 15

Hhelp

Administrator 9Presenter vii, 8

Iimporting

approver list 25user list 12, 14

index 35, 46invoice type

identifying 2

JJDE address book number 12

Llist

Administration I-i

INDEX

approvers 18, 20, 23, 24, 25, 45Presenter users 12, 14

Mmanagement options

accessing 9minimum

amount for approval 27number of approvers 20

Nnames

of objects viiinominated administrator 21, 30notification 4, 16, 32

OOCR

services 36Out of Office setting 18ownership 18, 38, 46

Ppassword

Administrator user 8Presenter user 16

pattern 3creating 3, 35editing 35

PO invoiceapproving 18

Presenterfeatures 6signing in 8URL 8users 11, 12

privilegesaccess 11

profilePresenter 16

Rregular expression 3releasing from ownership 38reports 41

Audit History 41sending by email 43

routeapproval 5, 19, 21, 26

Sscanned batch

bursting 3Scanned_Batches category 35, 36, 37,38Scanning_Patterns category 35, 36security

category 11, 35service

OCR 36signing in

Administrator 8Presenter 8

TTAP_Audit_History category 35, 36TAP_Doc_Scan category 35, 36TAP_Doc_Scan category 38TAP_Documents category 16, 18, 35, 36TAP_Documents category 38TAP_Voucher category 35, 36terminology viiitype

identifying 2

Uuploading

approver list 25user list 12, 14

URLPresenter 8TransForm AP Management 9

userAdministrator 9creating 12types 11Web 11Windows 11

Wwatched folder 2Web groups 15Web user 11Windows user 11working days 27

I-ii Administration