Open Text Invoice Capture Center Users Guide 5.2

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Invoice Capture Center

User's Guide

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Invoice Capture Center User's Guide

Rev.: V5.2 SR01 SP2 (2010-02-25) Open Text Corporation

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ACKNOWLEDGEMENTS

Portions copyright 2003-2009 AllMyPapers.

SAP®, R/3® and SAP ArchiveLink® are registered trademarks of SAP AG. Adobe® is a trademark of Adobe Systems Incorporated.

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Invoice Capture Center comprises a Recognition Cluster and several Validation Clients. The Recognition Cluster consists of a Server and optionally additional Recognition Nodes. The Recognition Cluster gets recognition jobs from SAP, fetches the corresponding invoice images from the archive, performs data extraction, and returns its results to SAP. Depending on the configuration of Vendor Invoice Management, all or selected invoices then become available for validation at one of the Validation Clients:

After installation, Invoice Capture Center will be customized for the needs of your company by creating and configuring applications. An application processes invoices of a specified recipient country with some fixed parameters, e.g. archive document types. Often several applications for different types of invoices will be needed. When the applications have been developed and tested, they will be transferred to the SAP Production System and become available for Validation Clients.

When you start a Validation Client, you will have to log in to SAP first. When you have logged in successfully, the Validation Client will then check whether new applications or new versions of already existing applications are available and will download them, if necessary.

You must then open a suitable application comprising archive document types you are authorized to work on. Your system administrator will tell you which applications you may use. If you open an application you are not authorized for, the Validation Client won’t get any invoices for correction.

If no invoices are available for you, the Validation Client will show Waiting for Data. If your authorization comprises more than one application, you could switch to another application in this case.

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Validating Documents

Overview

With Invoice Capture Center, recognition results can be checked and corrected easily:

With this form you can check and capture image data conveniently and quickly. The form layout described below is the default layout. Arrangement and titles of the fields can be changed to suit individual requirements. In addition, the available fields depend on the country setting of the current application; in the above example, an application for US American invoices has been opened. This is why the following description is of a generalized nature.

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Fields

With the Validation Client of Invoice Capture Center, you check, correct, or enter field values. The Fields view shows a list of all fields that are available for the recipient country of the current application and possibly additional fields added during customizing.

Some of the fields are optional. For an optional field, Invoice Capture Center doesn’t check whether it contains a value; Thus it can remain empty, e.g. if the respective field is not present on the current invoice.

Other fields are mandatory. A mandatory field will indicate an error (a yellow icon with an exclamation mark) as long as no value has been captured.

For some fields, e.g. for date and amount fields, the format of the value is checked. Such a field will indicate an error, if it contains an invalid value.

When you try to submit the invoice, as long as there is at least one erroneous field, you will be asked for confirmation.

Starting Validation

To start Validation, click Validationin the Invoice Capture Center program group of the start menu, or double-click the ICC Validationshortcut on the desktop.

The SAP Logindialog is shown. If you already worked with Validation, the login data of the last session will be shown:

Select a system from the Systemdrop-down list and enter user name and password. The Languagefield does not take effect with this release; you can leave this field empty.

With a click on Check Loginyou can check whether the login data are valid for the specified SAP system.

Note: If the Systemdrop-down list is empty, the system has not been configured completely. Please inform your system administrator.

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As soon as login has completed successfully, the available applications will be imported from the SAP system. A progress bar will be shown until importing has completed:

Opening an Application

When you have just logged in, the Validation window will be empty. Before you can edit documents, you must open an application.

• Click the Invoice Capture Centerbutton in the top left corner of the program window. • Select Open Applicationto show a list of all available applications.

• Click the respective application.

Opening Documents

To open a document, click Openin the Validationgroup of the Applicationtab.

If you have just completed validation of a document you can click on Submit+Openinstead. This will submit the current document, and open the next document.

While Validation tries do download a document from SAP, the program window will show Waiting for data. If no data are available, you may want to exit or to switch to another application. In this case click Stopon the program window. Afterwards click the Invoice Capture Centerbutton in the top left corner of the program window, and then click Close Application. Afterwards you can terminate the program or open another application.

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Field Mode

When you open a document, the fields and the document image are shown in field mode layout:

The above example shows the default layout:

• The Fieldsview is shown on the left side arranging the fields in two columns. • The Imageview displaying the current page of the document is shown at the center. • Thumbnails of all document pages are displayed at the right border.

The Viewgroup of the Applicationtab permits to modify the layout. E.g. you can arrange the fields in a different number of columns, or show the fields above the document image.

All fields are always highlighted with a background color:

• Green: data are correct and do not require correction, or the field is optional.

• Red: data are incorrect and need to be corrected; an error message will appear at the bottom of the Fields

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Fields that need to be corrected show a yellow symbol with an exclamation mark. You must correct all these fields before you can submit the document.

If you click Submitor Submit+Openwhile there are still erroneous fields showing the yellow symbol with an exclamation mark, the Validation Client will ask for confirmation.

The Imageview displays the current page of the invoice. Image details can be inspected exactly and easily using the zoom function.

To correct the invoice line items, you should switch to Table mode using the F8function key.

Table Mode

To correct the invoice line items, you should switch to Table mode using the F8function key. In this mode, the table field with its rows and columns is shown above the document page:

You can capture data and navigate through the table cells in the same way as in Field mode.

To insert a table row above or below a certain row, you can click on one of the green plus signs preceding the respective row. You can also select a row and use CTRL+Nor CTRL+Mto insert a row above or below the selected row, or use the buttons in the Invoice Itemsgroup of the Applicationtab.

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Terminating Validation

If you want to terminate working, use Submitwhen you have finished validating the current document. The document will be submitted without opening a new document. You can then terminate Validation by clicking Exiton the

application menu.

If you have to terminate immediately and can’t completely validate the current document, click Cancelin the

Validationgroup. The current document will then be closed. Changes you already made will be discarded, and the document will again be available for validation.

Rejecting a Document

If you detect that the current document can’t be processed, e.g. because image quality is so bad that you can’t decipher the field values, or because some invalid document that is not an invoice or credit memo was scanned erroneously, click

Rejectin the Validationgroup.

The Enter Reject Reasondialog opens were you can enter a description of the problem. If you already have rejected documents, the descriptions you entered earlier will be available in a drop-down list:

When you confirm the dialog, the document will be submitted together with an error code and the description you entered so that the administrator can take the appropriate action.

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Correcting Documents Using the Mouse

Capturing Data Using Single Click Entry

With Invoice Capture Center, you can use Single Click Entry, the patented Open Text technology, to capture data very fast and comfortably with the mouse. In most cases, you can capture a data field with a single mouse click.

When the mouse cursor hovers over the document image, it carries a tool tip showing the name of the currently selected field:

If the field already contains a value, the current value is also shown. If the location of the value is known, the area is highlighted in light-orange color:

As soon as the mouse hovers over text, the tool tip will show the recognition result that could now be captured. At the same time, the corresponding area on the document becomes highlighted in light-red color:

A single mouse click will now capture the selected text and switch to the next erroneous field, i.e. the next field showing a yellow warning icon with an exclamation mark.

If the current field already contains the correct result, select another field by clicking on it in the Fieldsview. Take care, not to click onto the document in this case because that would either capture a value, or delete the field value. If the text shown in the tool tip is not correct, capture it nevertheless, then select the respective field, correct the value

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• If only a part of the value is shown in the tool tip, you can mark adjacent wordsand capture the complete string.

• To capture a block of text consisting of several lines, you can use Zone-and-Capture to mark and capture a text block.

• You can even mark and capture arbitrary wordsat different locations on the document using Multi-Selection.

Capturing Adjacent Words Using the Mouse

Sometimes you will have to capture text into a field whose parts are separated by some space. The tool tip will only show a part of the desired field value in this case. In the following example, street number and street name should be entered into a field Street Line. But the tool tip will only show a part of the string that has to be captured:

To capture adjacent strings, position the mouse over the first string, and hold the left mouse button pressed while you move the mouse over the strings that should be captured. The tool tip will show all the strings you touched with the mouse. In our example, point to 999and draw the mouse over Madisonto Avenueholding the mouse button pressed; the tool tip then shows the complete street line:

Releasing the mouse button will now enter the value and switch to the next field.

Tip: If you marked the wrong text by mistake, click ESCwhile you keep the mouse button pressed. This will remove the selection. When you now release the mouse button, the field value will not change and the field will stay selected.

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Capturing a Text Block Using the Mouse

Sometimes you have to capture a complete block of text stretching across several lines. In the following example, an address should be captured into a field Recipient.

In this case you can draw a rectangle around the text that shall be captured. Position the mouse above and to the left of the text block and draw a rectangle while you keep the mouse button pressed. The text within the rectangle becomes marked and is shown in the tool tip:

Tip: If you marked the wrong text by mistake, click ESCwhile you keep the mouse button pressed. This will remove the selection. When you now release the mouse button, the field value will not change and the field will stay selected.

Capturing Arbitrary Words Using the Mouse

Sometimes you may have to capture text that comes from different locations on the document. In the following example, we assume that only name and city should be captured for a field Recipientwhile street line and zip code should be omitted:

In this case, use Multi-Selection: keep the SHIFTbutton pressed, point to the first string and click the mouse button. The string appears in the tool tip and the mouse cursor changes to a plus symbol:

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Tip: If you marked the wrong text by mistake, click ESCwhile you keep the mouse button pressed. This will remove the selection. When you now release the mouse button, the field value will not change and the field will stay selected. Before you can again use this feature, you must release the SHIFTbutton temporarily.

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Capturing Data Using the Keyboard

With Invoice Capture Center you can easily and comfortably capture data using the mouse, but it is also possible to use the keyboard.

For normal text fields, just enter the field value and confirm with ENTER. This will switch to the next erroneous field. To switch to the next neighboring field, use TAB. To switch to the previous neighboring field, use SHIFT+TAB. All fields that are empty but mandatory, and all fields that have invalid contents, are in error state and are marked with a warning icon. If a field is in error state, it is also highlighted with red background color.

For a combo box, you can navigate through the list of values with the UPand DOWNarrow keys. If the selected field is a check box field, you can mark or unmark it using the space-bar.

When you leave the last field, the Submitbutton becomes selected so that you can submit the data using CTRL+S.

Working with Table Fields

To validate table fields - e.g. the invoice items table - comfortably, you should switch to table mode. In this mode, only table fields are displayed, and they will be shown above the document.

To switch to table mode, use the F8function key, or set Layoutto Tablein the Viewgroup of the Application

tab.

For a table field, a table header shows the names of all table columns. The table header may be followed by table rows. Each table row shows fields – called table cells – for all table columns.

You can capture table cells and navigate within the rows and cells of a table in the same way as for normal fields of a document.

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Adding Table Rows

To append a row at the end of a table,

• click the plus sign preceding the table header, or • click the plus sign preceding the last table row, or

• click Append rowin the Invoice Itemsgroup of the Applicationtab. To insert a row above a selected table row,

• click the upper plus sign preceding the selected row,

• click Add row abovein the Invoice Itemsgroup of the Applicationtab, or • use CTRL+N.

To insert a row below a selected table row,

• click the lower plus sign preceding the selected row,

• click Add row belowin the Invoice Itemsgroup of the Applicationtab, or • use CTRL+M.

Deleting Table Rows

To delete a table row,

• click the red cross preceding the respective row, or

• select the row, and click Delete rowin theInvoice Itemsgroup of the Applicationtab. To delete all rows of a table,

• click the red cross preceding the header row of the table, or

• click Delete all rowsin the Invoice Itemsgroup of the Applicationtab. Before all rows of a table are deleted, a dialog will ask for confirmation.

Changing Layout of the Validation Window

In default layout, the program window shows the Fieldsview on the left side, and the document image on the right side. Thumbnails of all document pages are always shown at the right border of the program window.

As default, the fields are shown in a single column where the field names stand above the respective fields. Using the Viewgroup in the Applicationtab you can

• show the fields above the document, • arrange the fields in more than one column,

• show the field names before the respective fields, or

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Showing the Fields Above the Document

In default layout, the fields are shown on the left side of the document. To show the fields above the document, use the

F7function key, or go to the Viewgroup of the Applicationtab and from Layoutselect Horizontal. To return to the default layout, click the F6function key, or from Layoutselect Vertical.

Arranging the Fields in Several Columns

In the Fieldsview, the fields can be arranged in a single column or in several columns. To change the layout of the view, go to the Viewgroup of the Applicationtab and set Columnsto the desired number of columns.

Showing the Field Names Before or Above the Fields

In default layout, the field names are shown above the respective fields in the Fieldsview. To change field representation, go to the Viewgroup of the Applicationtab and set Field Namesto Aboveor In Front, as desired.

Switching to Table Mode

In default layout, all fields are shown on the left side of the document. For validation of table fields, you can switch to table mode where only table fields are shown above the document.

To switch to table mode, click the F8function key, or go to the Viewgroup of the Applicationtab, and from

Layoutselect Table.

To return to a layout where all fields are shown, click the F6function key to show all fields on the left side, or the F7

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Changing User Interface Language

The Validation Client of Invoice Capture Center supports several user interface languages. After Invoice Capture Center has been installed, the Validation user interface will be shown in the language of the operating system or in English if no suitable language could be found.

To change the interface language, click the Invoice Capture Center button in the top left corner of the program window, and then click ICC Settings. The ICC Settings dialog opens. There click the desired language in the drop-down list.

Controlling Document Presentation

The Imageview shows a toolbar below the document. You can use this toolbar to • enlarge or reduce the document,

• rotate the document, or

• adapt the document to the view.

Enlarging or Reducing the Document

To enlarge or reduce the document, click Zoom-inor Zoom-outon the toolbar shown below the document. Alternatively you can use the mouse. To enlarge or reduce the document, turn the mouse wheel forwards or backwards while you hold the SHIFTkey pressed.

Rotating the Document

If the document is not shown in upright position, you can rotate it as needed. Just click on Rotate leftor Rotate righton the toolbar shown below the document.

Adapting the Document to the Size of the Document

View

To adapt the document to the size of the document view, use the toolbar shown below the document or the buttons in the

Imagegroup of the Applicationtab.

• To show the whole page, click Fit to window.

• To adapt presentation to the width of the document view, click Fit to width. • To adapt presentation to the height of the document view, click Fit to height.

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Keyboard Shortcuts

To make navigation fast and efficient, function keys and key combinations are available for many functions as described in the tables below.

Global

Key combination Description

CTRL + P Open document CTRL + S Submit document

Navigation

TAB Next field

RETURN Next erroneous field SHIFT + TAB Previous field

SHIFT + RETURN Previous erroneous field …within a field

POS1 Move cursor to the start of the field END Move cursor to the end of the field RIGHT Move cursor one character to the right LEFT Move cursor one character to the left

…within a table

TAB Next element in the table

RETURN Next erroneous element in the table SHIFT + TAB Previous element in the table

SHIFT + RETURN Previous erroneous element in the table DELETE Delete selection

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Edit Table

CTRL + N Insert a row above the current row CTRL + W Insert a row below the current row CTRL + M Add row at the end of the table CTRL + D Delete the current row CTRL + T Delete all rows

Image View

These function keys do only work if the Imageview has the keyboard focus. Click on the image, if necessary.

CTRL + PLUS SIGN (num. keypad) Zoom in CTRL + MINUS SIGN (num. keypad) Zoom out

CTRL + 3 (num. keypad) Fast scroll down CTRL + 9 (num. keypad) Fast scroll up CTRL + 7 (num. keypad) Go to top left corner CTRL + 1 (num. keypad) Go to bottom right corner

Layout

F6 Switch to Vertical mode showing the fields to the left of the document image.

F7 Switch to Horizontal mode showing the fields above the document image.

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Windows Shortcuts

CTRL+C Copy. CTRL+X Cut. CTRL+V Paste. DELETE Delete.

CTRL+RIGHT ARROW Move the insertion point to the beginning of the next word. CTRL+LEFT ARROW Move the insertion point to the beginning of the previous word. CTRL+A Select all.

ALT+F4 Close the active item.

ALT+SPACEBAR Opens the shortcut menu for the active window. SHIFT+F10 Display the shortcut menu for the selected item. ALT Display the letters of available commands in the ribbon. CTRL+TAB Move forward through tabs.

CTRL+SHIFT+TAB Move backward through tabs. TAB Move forward through options. SHIFT+TAB Move backward through options.

SPACEBAR Select or clear the check box if the active option is a check box. END Display the bottom of the active window.

HOME Display the top of the active window.

Accessibility - Invoice Capture Center Menu: Key combination Description

ALT – F – O - … Opens the Invoice Capture Center menu. To open an application, then press the respective character. Ask system administrator which letters are assigned to the available applications.

ALT – F – C Closes the current application.

ALT – F – A Opens the Infodialog box showing version and copyright information.

ALT – F – P Opens the ICC Optionsdialog where you can specify the user interface language.

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Accessibility – Application Tab:

ALT – A – O Opens the next document. ALT – A – B – 1 Submits the current document.

ALT – A – M Submits the current document and opens the next document. ALT – A – N Cancels the current document.

ALT – A – W Adds a row above the current row in table mode. ALT – A – L Deletes the current row in table mode.

ALT – A – B – 2 Adds a row below the current row in table mode. ALT – A – B – 3 Adds a row to the end of the table in table mode. ALT – A – B – 4 Deletes all rows in table mode.

ALT – A – F Adapts the document image so that the complete page is shown. ALT – A – I Adapts the document image to the width of the Imageview. ALT – A – H Adapts the document image to the height of the Imageview. ALT – A – Z Zoom in.

ALT – A – B – 5 Zoom out. ALT – A – B – 6 Rotate image left. ALT – A – G Rotate image right.

ALT – A - : Activates the Layoutoption. Use the UP or DOWN key to select the desired value and confirm with ENTER.

ALT – A – C – 2 Activates the Columnsoption. Use the UP or DOWN key to increase or decrease the number of columns and confirm with ENTER.

ALT – A – C – 3 Activates the Field namesoption. Use the UP or DOWN key to select the desired value and confirm with ENTER.

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Field Specifications

Fields for Invoice Header Data

The following table shows all invoice header fields supported by Invoice Capture Center. For some fields, it depends on the country setting of the application whether they will be shown. In addition, some optional fields are available that are not shown in default configuration; these optional fields can be added by customizing.

Field Name Description

Vendor Number This field displays the supplier number. It is derived from downloaded vendor master data.

Vendor VAT Number European VAT number. This field is not available with country setting USA. Vendor Tax Number National tax number. This field is not available with country setting USA. Remit to … These fields are only available with country setting USA.

Requester Email Email address.

Ship to … These fields are only available with country setting USA. Reference Number Invoice Number. This is a mandatory field.

Document Date Invoice date.

PO Number Purchase order number. The value is checked for standard SAP order numbers (42XXXXXXXX, 45XXXXXXXX, 48XXXXXXXX, 51XXXXXXXX, 54XXXXXXXX, 55XXXXXXXX).

Net Amount This is a mandatory field. It is used to check the different amount values and the tax rate against one another.

Gross Amount The validity of the amount is checked against the sum of the other amount values. This is a mandatory field.

Tax Rate This is a mandatory field.

Total Tax Amount This field is only shown with country setting USA where it is a mandatory field.

VAT Amount Value-added tax amount. The field is shown for all country settings except USA. This is a mandatory field.

Currency The field displays the currency in 3-letter ISO format. When typical currency symbols or names are captured, they will automatically be converted. E.g. if you enter ‘$’ or ‘dollar’, the field will show ‘USD’.

ISR Number. Swiss payment reference number. Special format with check digit. Only shown with country setting Switzerland where it is a mandatory field.

Credit Memo This field is used to indicate credit memos in contrast to invoices. For invoices, the field remains empty. For a credit note, enter the letter ‘c’ .

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Field Name Description

Supply Date This is an optional field. It will be displayed only if configuration has been modified accordingly.

Freight Amount Amount value. This is an optional field. It will be displayed only if configuration has been modified accordingly.

Handling Charges Amount value. This is an optional field. It will be displayed only if configuration has been modified accordingly.

Invoice items To correct the line item data, you should switch to Table mode using F8.

Note: In the table shown above, country setting refers to the country setting of the current application, not to the

language setting of Validation. Therefore, if for example the application is configured for processing of Swiss invoices, the field ISR Numberwill be displayed independently of the language setting of Validation.

Fields for Invoice Item Data

The following table shows all invoice item columns supported by Invoice Capture Center.

Field name Description

PO Line Number This column lists the item number of the invoice item. It is determined by automatic line item matching, if this is configured for the application. It should not be modified during validation.

PO Number 10-digits PO number of the respective line item. Delivery Note Number Delivery note number.

Order Unit This column lists the item unit (for example, units, hours, etc). Quantity This column lists the number of units. It is mandatory. Unit Price This column lists the per unit amount. It is mandatory. Tax Amount Tax amount.

Tax Rate Tax rate.

Amount This column lists the total amount for the invoice item. It is checked against Quantity and Unit Price.

Item Description This column lists the entire contents of the item line. Because the item description is often a long text, this column is shown as a separate second line.

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Index

A

Adapting the Document to the Size of the Document View 15

Adding Table Rows 13

Arranging the Fields in Several Columns 14

C

Capturing a Text Block Using the Mouse 10 Capturing Adjacent Words Using the Mouse 9 Capturing Arbitrary Words Using the Mouse 10 Capturing Data Using Single Click Entry 8 Capturing Data Using the Keyboard 12 Changing Layout of the Validation Window 13 Changing User Interface Language 15

Controlling Document Presentation 15 Correcting Documents Using the Mouse 8

D

Deleting Table Rows 13

E

Enlarging or Reducing the Document 15

F

Field Mode 5

Field Specifications 20 Fields 3

Fields for Invoice Header Data 20 Fields for Invoice Item Data 21

K Keyboard Shortcuts 16 O Opening an Application 4 Opening Documents 4 Overview 2 R Rejecting a Document 7 Rotating the Document 15

S

Showing the Field Names Before or Above the Fields 14

Showing the Fields Above the Document 14 Starting Validation 3

Switching to Table Mode 14

T

Table Mode 6

Terminating Validation 7

W

Open Text Invoice Capture Center Users Guide 5.2

Invoice Capture Center

User's Guide

Contents

Introduction

1

Validating Documents

2

Introduction

Validating Documents

Overview

Fields

Starting Validation

Opening an Application

Opening Documents

Field Mode

Table Mode

Terminating Validation

Rejecting a Document

Correcting Documents Using the Mouse

Capturing Data Using Single Click Entry

Capturing Adjacent Words Using the Mouse

Capturing a Text Block Using the Mouse

Capturing Arbitrary Words Using the Mouse

Capturing Data Using the Keyboard

Working with Table Fields

Adding Table Rows

Deleting Table Rows

Changing Layout of the Validation Window

Showing the Fields Above the Document

Arranging the Fields in Several Columns

Showing the Field Names Before or Above the Fields

Switching to Table Mode

Changing User Interface Language

Controlling Document Presentation

Enlarging or Reducing the Document

Rotating the Document

Adapting the Document to the Size of the Document

View

Keyboard Shortcuts

Field Specifications

Fields for Invoice Header Data

Fields for Invoice Item Data

Index