Importing Non-PO Invoices - AP Automation - SAP - English - Foundation 22.1 - OnBase - Essential - Premier - Standard - external - Standard - Essential - Premier

AP Automation - SAP

AP Automation - SAP
Foundation 22.1

In addition to creating a new WorkView data form and attaching the invoice image document, manually importing a non-PO invoice includes applying general ledger (GL) account codes to the items on the invoice. This is performed on the invoice data form.

To manually import a non-PO invoice:

  1. Open the SAP WorkView application in the Unity Client. In a typical implementation, the name of this WorkView application is Hyland AP - SAP.
  2. In the Hyland AP - SAP ribbon tab, click the Non-PO Invoice button in the Create section. A new Non-PO Invoice data form is displayed.
  3. Enter the data for the invoice that you are importing into OnBase.

    The data form has several features to make data entry easier and faster:

    • Drop-down lists of possible values are available on fields with associated data sets. With the cursor in the field, press the down arrow or begin typing a partial value to trigger the drop-down list.

    • Lookups allow you to search for values. Click the lookup button on a field (magnifying glass) to open a search dialog box.

    • AutoFill Keyword Sets automatically populate related fields when you enter a value in a primary field. For example, entering a valid Vendor Name value triggers the population of related fields such as Vendor ID, Payment Terms, and others.

    Also note that certain fields are required, as they are marked with red asterisks. You cannot save the data form if any of these fields is blank:

    • Company ID

    • Vendor ID

    • Payment Terms

    • Remit To ID

    • Invoice Number

    • Invoice Date

    • Invoice Amount

    • Currency

  4. Click the Create Object icon in the Invoice Line Items section. This interface allows you to add specific line items to the invoice.

    A dialog box is displayed allowing you to add specific line items for the invoice.

  5. Enter the line item information for the invoice. You can also enter distribution and condition type information to further define the line item.
  6. Click Save and Close. Check to ensure that the Invoice Balance is zero, and that the Line Item Total is equal to the original amount of the invoice.
  7. When you have completed entering data and invoice line items, click Save to save the data form.

    You must save the data form before importing the image document. This allows you to use the information from the data form to automatically populate the indexing Keyword Values required when importing the image.

  8. Click Import to begin importing the image document. The Non-PO Invoice - Import Document dialog box is displayed.
  9. Select AP - Invoice from the Document Type drop-down list. The Keywords list is displayed and populated with Keyword Values from the data form.

    It is recommended that you do not add, change, or delete any Keyword Values during import, because any changes made directly to the Keyword Values on a document may not be reflected on the WorkView data form. Use the data form to modify data values for the invoice.

  10. Add the image document to the Non-PO Invoice - Import Document dialog box by doing one of the following:
    • Click Browse and browse to the location of the file you want to import.

    • Drag and drop the file onto the Non-PO Invoice - Import Document dialog box.

    The image document is displayed in the document viewer.

  11. Click Import. The image document is imported into OnBase and attached to the WorkView data form.
  12. Save and close the data form. The invoice is added to the SAP Workflow life cycle for processing.
    See Working with Invoices in Workflow for continue working with the imported invoice.