Get started with Retrieval
On first use of 24SevenOffice inFlow, the module must be activated by clicking the Enable scanning email. A pop up with the email address that scanned documents must be sent to will automatically pop up. You can not change this address. Your Invoices/Documents that you want to use in inflow can be scanned into the known file formats for images, for example: jpg, tiff, pdf, and gif. Receipt of EDI files are also supported. Scanned images or EDI’s sent to the email address will automatically appear in the Retrieval and are OCR readable without having to be downloaded from any email account.
Overview of Retrieval
The Retrieval screen is divided into two parts where the upper part displays the invoices/documents that have been submitted (blue frame in the picture below), but not yet processed and forwarded to Approval and/or Booking.
The lower section of the screen shows information about the current invoice/document and the process initiated (red frame in the picture below).
The upper section of the Retrieval screen
At the top of the screen there is a menu bar that controls what is displayed in the upper part of the screen, divided into four sections. To the extreme right you can view the email address that invoices/vouchers must be submitted to.
The first section is made up of Inbox and Assigned pages. The Inbox displays what is scanned, but who have not yet received a stamp number. Assigned pages displays what has been scanned and assigned a Stamp number, but has not yet been forwarded to Approval or Booking. You can move between Inbox and Assigned pages by using CTRL + ALT + I.
The next section consists of Refresh, Split and Delete, and is used for handling the documents displayed in Retrieval.
Refresh – loads what has been emailed, but not yet displayed in this screen.
Split – used where several pages of the same document has scanned and submitted, and you want to divide these into separate pages. Such documents will be marked with a paperclip in the top right corner of the display in the Inbox or Assigned pages.
Delete – permanently deletes selected image(s).
The third section consists of Remote Display, Settings and Print, and has to do with personal preference regarding the receiving module for the current operator.
Remote display – used when working with two monitors and you want the scanned document on a separate monitor.
Settings – settings for auto fill of OCR and display of Approval list.
Print – allows you to print the selected scanned document.
The fourth and last section consists of four arrows from left to right with following functions:
Go to first document in the series (Shortcut : HOME)
Go to the previous document in the series (Shortcut : Left Arrow)
Go to the next document in the series (Shortcut : Right Arrow)
Go to last voucher in the series (Shortcut : END)
Once you have selected a scanned document, you can jump back and forth using the shortcut keys CTRL + left / right arrow key.
The lower portion of the Retrieval screen
The lower portion of the Retrieval screen consists of Stamp Number, Pages, Attachment data, Approval list, and Image viewer.
To move an invoice/document from the display area down to the lower part of the Retrieval screen, i.e. to start processing; highlight the Invoice/document and click Enter. This can be achieves both when the Invoice/document is located in the Inbox or Assigned pages. If there are additional pages to be added to the same Stamp number, just click Enter when next page is selected, to be repeated for all pages. Note that the order of the pages is determined by the order you add them. The pages that are linked to the same stamp number to will be marked a paper clip in the upper right corner, as shown in the picture below.
When highlighting an Invoice/document and moving it to the lower part of the Retrieval screen, you must also specify the stamp number it shall have. This is achieved either by clicking into the field of stamp number, highlight the number that is written and overwrite with the correct stamp number in the series, or by using the arrows up and down to get to the next available stamp number. You can also use the keyboard shortcut Shift + Arrow up/down to navigate to the correct stamp number.
By clicking on the # icon the next available stamp number in the number series is made available1. If you want to view the stamp number that is available, you can click on the icon with the magnifying glass to the right. This provides you with a list of all number ranges used for the stamp numbers and which numbers are available.
Pages displays page(s) selected for the Stamp number. The blue rectangle indicates exactly which part of the page(s) displayed in the Image display area, or in an external screen if specified. To navigate within the image, you can either do this by dragging the blue square up and down, or by using the hotkey Page up/down.
If a page has been mistakenly added to a stamp number, you remove the page from that stamp number by clicking on the red X in the upper right corner of the image displayed under Pages.
If a page is scanned in the wrong direction, it is possible to change this in the Image display area by clicking on the arrow in the top right corner of the image.
If you need to send the Invoice/document by e-mail, this can be achieved by clicking on the green envelope that is right next to the arrow in the upper right corner of the image display. A pop up window will appear where you can enter the email address and write the message to be sent with the Invoice/document.
The Attachment data displays the information that applies to the Invoice/document. This information is automatically populated by the OCR reader and interpreter. If it has not been possible to OCR read/interpret the correct information from the document, the operator can enter it manually. Most items will auto populate when you start typing as it is very likely the data has been read, but due to an unknown way of presenting the data on the Invoice/document means the interpreter fails to identify the item in question.
If information from the Invoice/document is not read or read incorrectly, you can submit this by clicking on the small white sheet in the upper left corner of the display under Pages. In the pop-up screen the information that is read is displayed. A comment field is available to enter information about the mistake. This will help us to test the actual Invoice/document, what has been interpreted from it and improve our OCR interpreter.
For easy navigation between fields in the Attachment data section, you can use Tab and Shift + Tab respectively for next and previous fields.
Fields available are:
Type: controls which fields are available, the two different types are Incoming Invoices and Other.
For Incoming Invoice:
Bank Account: Automatically read and populated from the scanned document.
Supplier Code: Automatically retrieves the supplier number of the supplier stated.
Supplier: Retrieved automatically if the bank account number is identified and exist in a supplier record within CRM . If there is no match on the bank account, there will also be a search in CRM based on the company registration number printed on the Invoice/document.
Debit and Credit: Retrieved based on the settings on the supplier record within CRM. If there is no match on the vendor, these fields will not be filled in automatically.
Invoice number: Obtained automatically from the scanned document.
Invoice Date: Obtained automatically from the scanned document.
Due Date: Obtained automatically from the scanned document. If there is no due date on the Invoice/document, Due date will be set equal to Invoice date.
Amount: Obtained automatically from the scanned document.
Currency: Must be selected manually; by clicking on the Search icon you will get a list of the currencies that are activated in the system. If the currency you want is not available on the list, you must first add it. Please also make sure Currency is available in the accounting system you are using.
OCR: Obtained automatically from the scanned document if exist, but not required.
Department: Must be added manually. By clicking on the Search icon you will get a list of the Departments available; or you can start typing the name of the Department and it will Auto complete.
Project: Must be added manually. By clicking on the Search icon you will get a list of the Projects available; or you can start typing the name of the Project and it will Auto complete.
Comment: Text entered here will be a comment for that particular journal.
Used for example when scanning a Purchase order, Payment authorisation, Receipt and similar.
Document Date: Must be set manually and is the date you want the document to be entered into the system on.
Amount: The inFlow will try to populate this using the OCR interpreter, but if it is not populated automatically it must be entered manually. If the document has more than one amount, it is easiest to leave this field blank.
Comment: Text entered here will be a comment for that particular journal.
If you are sending the Invoice/document to be approved by budget holder or other colleagues, you set up the Approval path here. There are several different ways to specify an Approval path and you can combine several different options. Following we review the various possibilities and how you set them up. If you do not wish to use Approval as a standard, you can turn it off in Settings located in the upper part of the screen in Retrieval.
In the Approval list you can enter one or more persons to approve an Invoice/document. You add a person to the Approval list by clicking on the search icon. You will then have the list of all users of the system, select the one you want by clicking on him/her. You can also start typing the name of the person and this will bring up a list of suggestions of which you can chose the person you want. When you have chosen the person you want, click on the icon that resembles a person and a green plus sign. The person will now be added to the list of approvers. The order of the persons in the list indicates that the first on the list must be approved before the next on the list will be given the opportunity to approve the invoice / voucher. To remove a person from the Approval list, highlight the person and click on the icon with a person and a red minus sign.
Parallel – approval
If there are several persons who shall approve the Invoice/document without it having to be in any particular order of who approves first, you can achieve this by clicking on the icon with two people and a green plus sign. This adds a folder called Parallel to the Approval list. Highlight the folder and select the person from the list that is required to approve and then click the icon with a person and a green plus sign. All approvers in Parallel will be offered the opportunity to approve the Invoice/document at the same time.
At least one – approval
If there are several persons who shall approve an Invoice/document, but it is sufficient that any one of them approves, can achieve this by adding a folder called At least one. You add this by first adding the folder Parallel by clicking on the icon with two people and a plus sign. Then highlight the folder Parallel and click on the icon with two people and a green plus sign again. This adds the folder At least one, highlight this folder and add people to the Approval list as normal. This means that only one of the chosen approvers will have to approve the Invoice/document before it will go on to the next approver on the list (if there are any following the folder At least one), or maybe move to Booking.
Before the Invoice/document is sent to the next step, you can add a comment in the space provided at the bottom of the screen. The comment entered will only be visible for the person(s) on the list to approve the Invoice/voucher. When you have completed the Invoice/voucher in this screen, send it either to Approval or Booking by clicking on the green check mark next to comments. Keyboard shortcut for this action is Ctrl + Alt + Enter.
Next to the green check mark is an arrow; if you click on this arrow you will get the option Archive. This is used if the document is not to be entered as a journal, but we still want to have it saved. It will retain the Stamp number, but the Invoice/document is removed from the inFlow. We can then find the Invoice/document in the Archived display option.
Summary of Receipt of Invoice procedure.
Scan the Invoice(s)/document(s) and send to the email address displayed in the upper right corner of the Retrieval screen.
If the Invoices/documents are not automatically displayed when you enter the Retrieval screen, click on the Refresh icon.
You can choose to assign Stamp numbers Invoices/documents and save them to assigned pages for further processing, or to process them as part of assigning Stamp number in Inbox.
Stamp number is assigned by typing the number into the field for Stamp number, or by using the up and down arrows. When you have entered the correct Stamp number, highlight the Invoice/document and click Enter, this assigns the selected Stamp number.
You can now start entering/verifying OCR information about the Invoice/document.
Enter the people required to approve the Invoice/document to the Approval list, if the Invoice/document is to be approved.
Send the Invoice/document to the next process Approval. If Approval is not used, it will move to Booking.