AP Release Notes: December 18, 2020

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Approval Line Item Comments Export

During the approval process for requisitions, packing lists, and invoices, approvers have the ability to enter in line item based comments. However a number of clients have expressed the need to be able to export these comments out of Certify AP and into their ERP systems or AP packages.

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We have now added each comment type as a new Data Column to the Custom Export Builder as:

  • Requisition Line Item Comments
  • Packing List Line Item Comments
  • Invoice Line Item Comments
  • Accounting Review Line Item Comments

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These new columns may be added to your saved invoice export templates and then any comments the approvers make on any lines exported will display. 

The format line item comments are exported in follows this pattern:
Date MM/DD/YYYY - Approver Name (Approval Type - Transaction Type): Comment Text

If there are multiple approvers on a transaction and they each make line items comments we will concatenate them together in the column when exported and delimited by a dash (-).

Exported Examples:

Requisition Line Item Comments

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Packing List Line Item Comments

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Invoice Line Item Comments - Multiple Approvers

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Accounting Review Line Item Comments

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Automated Invoice Assignment (AIA)

Most our clients make use of our Invoice Capture service to have their invoices scanned and run through OCR for them and then we create their invoices for them in the application. Previously there were two options Administrators could set in Company Preferences to have these invoices created in the application.

  • Single User - assign all invoices created from the capture service to the same user
  • Unassigned Invoice Queue - create all invoices from the capture service in a common queue that all users can pull from

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Many clients would like to assign invoices from the capture service though to different users based on various characteristics of the invoice. Thus Automated Invoice Assignment has been created.

AIA allows Administrators to create rule templates with criteria that will trigger when the criteria are met and assign to a specific user associated with the rule template.

Please note that if AIA is in use and a rule is not found that can be evaluated for an incoming invoice we will then default to the base Invoice Capture settings above and assign that invoice to either the Single User option if chosen or the Unassigned Queue option.

Administrators have access to the new Manage Invoice Assignments page in the Configuration module.

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Once the page has been accessed Administrators have the ability to:

  • Create new rule templates
  • Edit existing rule templates
  • Rearrange the order of existing templates
  • Disable/Enable existing templates
  • Delete existing templates

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Creating New Rules

To create a new rule template begins with clicking the New Rule Template button as seen in the image above. This will open the new rule page.

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  1. Provide a name for the new rule
  2. Set the rule as Active or Disabled, this can be changed later without editing if necc.
  3. Click the New Rule Criteria button to add parameterization for the rule
  4. For multiple rule criterion you may click the New Rule Criteria button more than once and multiple criteria are applied as sequential OR statements

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Now you may start to add the criteria which the rule will use to evaluate incoming invoices.

The criteria begin with choosing which column or element in the incoming invoice data you want to evaluate against. The list of columns available is:

 

Column

Description

Bill To Address 1

Bill to address of the client extracted from the address the invoice is sent to.

Bill To Address 2

Bill to address of the client extracted from the address the invoice is sent to.

Bill To City

Bill to city of the client extracted from the address the invoice is sent to.

Bill To Contact

Contact person extracted from the invoice if addressed to a person.

Bill To Country

Bill to country of the client extracted from the address the invoice is sent to.

BIll To Email

Email address extracted from the invoice if present.

Bill To Fax

Bill to fax of the client extracted from the address the invoice is sent to.

Bill To Name

Typically the root department / client name, but can be a department address for companies that use Bill to Department functionality.

Bill To Phone

Bill to phone of the client extracted from the address the invoice is sent to.

Bill To State

Bill to state of the client extracted from the address the invoice is sent to.

Bill To Zip

Bill to zip of the client extracted from the address the invoice is sent to.

Currency Type

The currency that the invoice is submitted in.

FooterType

Value used to tell us if a line is an invoice line item detail or an invoice footer line item detail. There are four footer types TAXES, MISC, HANDLING, FREIGHT.

Invoice Amount

The invoice total amount.

Invoice Date

The invoice date.

Invoice Number

The invoice number.

Model Number

The product Model Number

PO Number

The PO number from the invoice if present.

Product Category

The category that a product is assigned to in the product catalog.

Product Description

The product description.

Quantity

The quantity of the invoice line item.

SKU

The product SKU number.

Vendor Address 1

Vendor address

Vendor Address 2

Vendor address

Vendor City

Vendor city

Vendor Contact

Vendor contact person

Vendor Country

Vendor country

Vendor Email

Vendor email

Vendor Fax

Vendor fax

Vendor Name

Vendor name

Vendor Phone

Vendor phone

Vendor State

Vendor state

Vendor Zip

Vendor zip

Once the criteria column is chosen then you will move on to choosing a comparator. Depending on the column chosen comparators will change in order to appropriately evaluate the data in the column.

The available comparators are:

Comparator

Description

=

Equals - evaluates the received value and looks for an exact match

Does not equal - evaluates the received value and looks for anything not an exact match

<

Less than - evaluates the received value for a number and looks for lesser values

Less than or equal to - evaluates the received value for a number and looks for lesser or equal values

>

Greater than - evaluates the received value for a number and looks for greater values

Greater than or equal to - evaluates the received value for a number and looks for greater or equal values

Starts with...

Evaluates the received value and looks at the beginning of the expression and an exact match

Ends with...

Evaluates the received value and looks at the ending of the expression and an exact match

Contains

Evaluates the received value and looks at the entire expression and an exact match contained anywhere in it

After choosing the comparator you are now ready to enter in the value that will be used to evaluate the criteria. This is a free text field and allows you to enter any ASCII value. Such as numbers, letters and symbols.

For example if I wanted to write a criteria for a rule where all my invoices for a certain vendor, say Unique Office Supplies, are assigned to a user I would complete my criteria like this:

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This would evaluate to any time we receive an invoice with a vendor name that exactly matches Unique Office Supplies would register as true and the assignment rule would be applied.

However what if my vendor doesn’t use their entire vendor name on their invoices or has subsidiaries with slight variant names such as Unique Office Express and Unique Office Tech. Then I might want to use a criteria more like this:

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This would evaluate to any time we receive an invoice with a vendor name that matches this text anywhere in the entire string would register as true and the assignment rule would be applied.

The last step is to choose the user which the invoices should be assigned to when the rule evaluates to true. This can be done with the User drop down at the bottom of the page. All users that have been assigned the Enter Invoice permission will be available in this list.

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Once you have selected the user simply click the Save button and the rule is ready to be used.

Invoice Assignment

When invoices come in and are evaluated against AIA rules as true they are assigned to the user from the rule. That user will be notified via email that a new invoice has been assigned to them and when they log into Certify AP they will find a new queue has been created to collect and display their auto-assigned invoices.

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Bug Fix Notes

 

Issue

Description

CAP-3995 | Reports: Unable to generate Spending Reports with type - By Product CategoryDate 

An issue was found with the Spending Report affecting the Product Category option and preventing it from being run. This was corrected.

CAP-3978 | POI:/Purchasing/POImport.aspx: Unable to create or edit template. Clicking New Template button or Edit button displays PO Import Preview view

An issue was found with our PO Import functionality where new templates could not be created. This was corrected.

CAP-3923 | EE: Unable to approve/disapprove invoice and accounting review

An issue was found where certain invoices where unable to be approved/disapproved in the accounting review stage. This has been corrected.

CAP-3886 | EE Approval Email: Invoice: Line items: Vendor and QTY are missing in the Line items

This was an outstanding issue with our recent Enhanced Email Approvals feature where these columns were blank. We removed the Vendor column as that data was already available in the email header and the quantity has been fixed to display properly.

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