Importing 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 PO invoice includes pairing line items from the purchase order to the invoice. This is performed on the invoice data form.

To manually import an 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 PO Invoice button in the Create section. A new 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 Purchase Order Number value triggers the population of related fields such as Purchase Order Date, Purchase Order Amount, 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

    • Purchase Order Number

    • Vendor ID

    • Payment Terms

    • Remit To ID

    • Invoice Number

    • Invoice Date

    • Invoice Amount

    • Currency

  4. Click the PO Line Pairing icon in the Invoice Line Items section. This interface allows you to pair line items from the purchase order to the invoice.

    A dialog box is displayed with a list of any PO line items available for pairing.

  5. Select the lines you want to pair with the purchase order, and then click OK. The selected lines are added to the Invoice Line Items section.
  6. Select the Show Line Item Errors button to view any errors that occurred during the pairing process. This button is a toggle and can be selected again to show the paired lines.
  7. When you have completed entering data and pairing PO lines, 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 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 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 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.