OpenText Content Server: Automated Routing and Coding (ARC)
Overview
The Automated Routing and Coding (ARC) function eliminates unnecessary steps for repeated vendor invoices and expedites the overall payment approval process within OpenText Content Server. It is available for those invoices that are similar in nature. For example, invoices that are received from the same vendor, for the same department and include the same GL account coding are targets for this new initiative. The automated routing and coding of invoices includes single line department coded invoices as well as multi-line department coded invoices.
Vendor Specific Templates
To automatically route and code invoices, the Newspaper Accounting department will create and maintain vendor templates that will include coding and routing rules. When an invoice is loaded into OpenText Content Server for a vendor with an enabled template, the system will automatically run the template rules and route and/or fully or partially code the invoice.
Setting up a New Templates
To setup a template for a vendor follow the below steps: 1. Login into OpenText Content Server.
2. Click on AP Assignments from the Enterprise Workspace. 3. Click on Templates located in the Inbox on the left of page
4. Click New Template.
5. Select the business unit and then type in the Vendor’s Name or ID in the field provided. NOTE: You do not need to type in the entire name. To help with your search, use the wildcard “%” after the name. See the screen shot below.
6. Click Search. The system will return all of the vendors that meet the criteria. 7. Click on the vendor for which you wish to create a template. Then, click Create.
8. Click Add Rule.
9. Enter the Address and Location that will be used to match the rules by entering the information in the fields provided.
10. Then identify the routing rules to use for this vendor. Use the table below to help identify the correct rule and minimum requirements.
Routing Rules Required for This Rule Optional
Level 0 – Newspaper Coding No information is required
for this rule. May identify the following: Payment Message
Partially / Fully Coded Invoice Lines Comments
Level 1 – Department Coding Must identify the following: Coding departments
May identify the following: Payment Message
Routebacks & Deferred Tax Coding Partially / Fully Coded Invoice Lines Approving Department(s)
Comments Level 2 - Approvals Must identify the following:
Fully Coded & Validated Invoice Lines Equaling 100% of Invoice Amount
Approving Departments
May identify the following: Payment Message – Optional Comments - Optional
11. For this example, we will assume that all Marie’s Flowers invoices for Location “001” and Address “ANY” will be automatically coded and routed to Level 2. Select Level 2 – Approvals
from the Routing Rules to drop down list.
The following sections open on the template: Payment Message (optional), Invoice Lines
(required), Approving Department (required) and Comments (optional).
12. Enter a Payment Message or Comments if needed.
13. Select Add an Invoice Line. Enter the appropriate values in the fields provided. For Amount, enter the percent allocated to the identified department and account. As with coding invoices, you can add multiple coding lines if needed. Simply click the Add an Invoice Line and a new row will be added to the template. To delete a line click the X.
Note: The sum of invoice line amounts must equal 100% if sending an invoice (like in this example) to the Level 2 Approvals step.
14. Click Validate Lines once you have entered the coding lines.
Note: Notice the invoice line color change from orange to blue (from step 13 to 14). A blue colored invoice line section denotes a valid chartfield and amount % allocation.
15. Identify the Approving Departments. You can copy them from the coding lines by clicking Add Departments from Lines, or you can type in the department(s) by clicking Add a Department.
16. To add an additional rule, click Add Rule and follow the steps above. For example, one location can go to a single address sequence # or one location can go to many address sequence #s but each template rule must contain a unique combination of vendor location and address sequence #s in order to be saved. Note: There is the functionality within the template rules edit to remove an existing rule without deleting the entire template and having to start all over again. 17. When you are finished populating the template, click Save.
The template will now be listed in Part 2 of the AP Assignments Page. Notice that the status is
“Enabled”. “Enabled” templates mean that invoices will be checked against the template rules to see if they apply and then route/code accordingly. A “Disabled” template means that invoices pertaining to these vendors will ignore any templates and flow through the regular manual workflow process starting at Level 0 until the template is “Enabled”. “Delete” simply removes the template from existence and must be re-created if there is a need to auto route or code invoices again from a particular vendor. To disable or delete the template, simpy check the template and click the appropriate button.
When an invoice is automatically coded and routed to Level 2 by the template, the Invoice Coded By field in the Invoice Header section will state “AUTO_CODING” and there will be a comment stating “Auto routed invoice”.
