JUNE 2016
Oracle Integrated Invoice Imaging
You can now use the Payables imaging solution to automate the invoice creation process including invoice lines. This
improves processing time and user productivity, while reducing data entry errors and staffing requirements. Invoices are
scanned or sent by e-mail for recognition and validation, then appear directly in the Scanned Infotile of the Invoices work area
for approval, accounting, and payment. Invoices that can’t be fully recognized due to data or image quality are created as
incomplete invoices. Users can review, correct, and complete these invoices manually.
Getting Started
To set up the Payables imaging solution, it’s as easy as 1-2-3.
You will get e-mail accounts (one for each pod) within 20 days of signing up for the Automated Invoice Processing service.
Set up the scanners to produce TIFF images with International Telegraph and Telephone Consultative Committee (CCIT)
Group IV compression at 300 dpi.
If the invoice is in a printed, physical format, scan and send it by e-mail. If the invoice is in a digital format, send it directly by e-
mail.
FAQs
I sent an invoice to the designated e-mail account, but I can’t find it under the Scanned Infotile what should I do?
» Follow these troubleshooting steps:
1. Check if the import process was scheduled.
If it wasn’t scheduled, follow the instructions on how to schedule the process to import invoices on a regular basis.
It’s recommended that you schedule the process to run every hour. After scheduling it, you can expect to see
invoices in the Scanned Infotile after about 1 hour from sending the invoice by e-mail. If you submit the import
process right away, the estimated time to see the invoice is about 20 minutes.
If the process was scheduled but ended with error because of not setting up a default business unit for the user
who submitted the process, follow the instructions to set it up. Every user needs to have a default business unit
set up.
2. If the import process was scheduled and ran successfully, check if the invoice is available when searching from the
Manage Invoices task. If it’s available, review the incomplete invoice routing rule and follow the instructions to make
corrections as needed.
3. If the invoice isn’t available when searching from the Manage Invoices task, follow the instructions to check if the invoice
image is present in Oracle WebCenter Image Processing Management. If it isn’t present, check if your image quality is 300
dpi.
I sent an unmatched invoice, so why do I see the Identifying PO field highlighted in orange on the invoice page?
» The application is set up to recognize a purchase order on every invoice. The recognition is based on the configuration
defined for the purchase order in the ini configuration file of the imaging server. If any formats matching the defined
configuration are found, but the purchase order doesn’t exist in the application, the Identifying PO field is highlighted in
orange for your review. You can create a service request to update the default settings based on your business
requirements. Or, if you don’t have any matched invoices, you can create a service request to disable purchase order
recognition.
» The default purchase order number setting is 3 characters + 6 digits. Ex: ABC123456.
» Do not use ‘PO’ or ‘NO’ as part of the PO naming convention because they are system reserved words and cannot be
recognized by the application.
I have invoices that include multiple purchase order numbers. Why aren’t the invoice lines matching to the
purchase orders?
» Make sure each line of the invoice references it’s respective Purchase Order so that the relevant PO number is reflected on
each invoice line. If the invoice line does not have a PO number, it will not be matched.
» Log a service request to ask support to enable multiple PO recognition.
The paper invoice has a tax amount, so why is the tax information missing from the invoice page?
» Tax information isn’t recognized from the invoice image. It’s calculated automatically by a robust tax engine with predefined
tax rules. If the tax is missing from the invoice page, check your tax rules setup.
» For the list of attributes that can be recognized, see Advanced Topics: Attributes Recognized by Invoice Imaging.
Does it matter what I enter as the e-mail subject when sending invoice?
» In general it doesn’t matter what you enter as the e-mail subject except you must not include the underscore (_) in the
subject because the application treats that symbol as your intent to populate routing attributes on the invoice.
» For details on routing attributes, see Advanced Topics: Attributes Recognized by Invoice Image - Routing Attributes 1 to 4.
What if I want to route incomplete invoices based on attributes not specified in the invoice?
» The application provides 4 additional routing attributes that you can use to define routing rules according to your business
requirements.
» For details on routing attributes, see Advanced Topics: Attributes Recognized by Invoice Image - Routing Attributes 1 to 4.
I sent a PDF invoice, so why do I see a TIFF format attachment in the application?
I sent a color image invoice, so why do I see a black-and-white invoice image in the application?
» The application converts the color image invoice into a black-and-white one because the black-and-white image provides
optimal optical character recognition accuracy and a reduced image size.
Why do I see scanned invoices that aren’t supposed to be routed to me based on the defined routing rules?
» The defined routing rules are used to route incomplete invoices, which are invoices created from an invoice image that
have invalid or missing data to users for review and completion. Once the user corrects the invalid or missing data, the
invoice with a status of Not validated or Needs revalidation appears in the Scanned Infotile for all users based on their
business unit security.
» Users with Accounts Payable supervisor and Accounts Payable manager job role can see all the scanned invoices. They
are categorized into the following aging buckets: 0-7 days, 8-14 days, and 15+ days.
Why can’t I delete invoice lines from some of the scanned invoices?
» If the invoice has a status of Incomplete, you can delete the line by selecting it and clicking Delete. If the invoice has a
status of Not validated, you cannot delete an invoice line by default because tax is calculated. You can follow the
instructions to disable tax calculation during import process or you can cancel the line.
4. Enter the Ledger and Business Unit (optional), and select Invoice Image as the Source.
5. Click Advanced.
6. Select the Schedule tab and enter the frequency. The recommended frequency is 1 hour.
7. Click Submit to complete the scheduling.
Note
System requires an end date so make sure it is far enough out.
In the Test phase, to import the invoices immediately for testing, you can submit the process
Immediately buy selecting As soon as possible.
3. Click on the Name link to open the Manage Administrator Profile Values page.
4. In the Profile Option Code field, enter DEFAULT_ORG_ID (case sensitive) and click Search.
5. In the Search Results: Profile Options section, click the DEFAULT_ORG_ID row.
6. In the DEFAULT_ORG_ID: Profile Values section, click the New button to add a row.
7. Select the Profile Level of User, enter the User Name that will process the invoices, and select the default business
unit in the Profile Value field.
8. Repeat steps 6 and 7 to set up a default business unit for all of the users that process invoices.
9. Click Save and Close when you have completed the setup for all users.
8. If you don’t know the business unit ID, you can find the ID using the Manage Business Unit task under Financials
Setup.
3. Create the AP_IMAGING_DISABLE_TAX (case sensitive) profile option with the following information, click Save
and Close.
Profile Option Code: AP_IMAGING_DISABLE_TAX
Profile Display Name: Disable Imaging Tax Calculation
Application: Payables
Module: Payables
Description: Disable auto calculate tax for imaging invoices
Start Date: 1/1/01 (you can specify another preferred start date)
4. Check the Enabled and Updateable checkbox at Site level, click Save and Close.
7. In the Search Results: Profile Options section, click the AP_IMAGING_DISABLE_TAX row.
8. In the AP_IMAGING_DISABLE_TAX: Profile Values section, click the New button to add a row.
9. Select the Profile Level of Site, enter ‘Y’ in the Profile Value field.
List Builder Resource Determines the resource to which the invoice is routed.
Response Type Required Indicates that the routing notification requires a response.
Rule Name "JobRoleAssignmentRule" Identifies the approval reason to display in the approval history
diagram.
5. Click the Commit task icon in the Tasks to be configured pane to activate the changes.
11. Validate the rule to ensure that there are no errors in the rule definition.
12. Save and commit the task to ensure that the new rule is functional.
Level Attributes
Routing Attributes 1 to 4
The imaging solution can support up to four attributes in an e-mail subject, which can be recorded on the invoice or used to
route the incomplete invoices to accounts payable personnel for review and completion. Use the underscore (_) as a
separator to indicate the start of routing attribute information. Each attribute can contain up to 40 characters by default.
For example, if you have a specific business requirement to record categories on the invoice, such as invoice priority, supplier
category, manufacturing plant number, storage bin number, you can specify the categories in the e-mail subject.
This table lists the categories, their possible values, and how they are mapped to Routing Attributes 1 to 4.
A supplier sends an invoice with the e-mail subject: Invoice-1234 attached. The imaging specialist reviews the e-mail and
provides additional routing information in the e-mail subject. The revised e-mail subject is: Invoice-1234
attached_Urgent_Supply chain related_Plant-1_Bin#1.
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