Reception
When using Reception for the first time, this must be enabled on the module by clicking Grant access .
Scan attachments to an image file and send to the email address that appears at the top of the image on Reception. If the invoices / documents do not appear in a short time, you can click on the update icon or see our FAQ.
- In the list at the top there is an overview of the attachments that have been submitted. When you enter Receive or Update you are automatically on a voucher. To navigate between what has been scanned, use the left and right arrow keys. To assign a stamp number to an attachment, first select the desired stamp number in the number box just above Pages. Next, click on the attachment you want to add the stamp number and then Enter. It is also possible to drag the document down to Pages to add it to the stamp number.
- Now the annex you have chosen to process has been added to the list of Pages. If several of the scanned pages belong to the same document, you can navigate to them with the arrow keys and click Enter on these as well to add them. Note that the order of pages follows the order in which attachments are added to Pages. After adding the page (s), you can begin processing by clicking Shift + Enter.
- Now, one on the right will see the appropriate document and can navigate up and down this page using the Page Up and Page Down shortcuts, alternatively by dragging the blue pane up and down. Under Appendix Information, the Supplier, Debit and Credit are filled out automatically if there are hits on bank account numbers or organization numbers against a supplier in CRM. If there are no hits in the CRM, these fields must be filled in manually. The Currency, Department, Project and Comment fields must be filled in manually. The other fields are filled in automatically based on the information on the scanned invoice.
- If the attachment is to be sent to Approval see point a, if not see point b:
a) Select a person from the list under Approval List, and then click the icon that represents a person and a green plus sign to add that person to the approval list. It is possible to add more approvers and the order in the list indicates that the first one in the list must approve before the next one in the list is given the opportunity to approve. If you want more people to approve at the same time, without having to wait for other approvers, this can be done by clicking on the icon with the two people and then adding the persons under the Parallel folder. Clicking this icon again when Parallel is highlighted will bring up a folder with the text At least one where you can add that at least one of the people added here must approve the attachment.
b) Click Ctrl + Alt + Enter to send the document directly to Accounting.
Approveing
If approval before posting / bookkeeping is selected, follow the steps below, if not jump on to the Ledger.
- Click on the document to be processed.
- Check that the data matches and either approve, reject or forward the attachment to another person. These commands are done using the selections on the bottom line.
An accountant can approve a voucher by creating a bundle, listing the voucher and clicking on the post. If it has not gone through the whole approval process it will only be approved and not posted. See more about this under Bookkeeping.
Bookkeeping
If the voucher is to be posted directly now, see point 1. If the voucher is to be posted for later approval, see point 2.
1. If the document is to be posted directly .
a) Create a bundle and make sure the mode is set to Scan .
b) In the Stamp Number field, click the down arrow key and select the appropriate stamp number from the list. The stamp numbers shown here are those that are for your own approval, those that have already been approved, or those that have not been submitted for approval. Click Enter to select a stamp number and advance to the next field.
c) Counter annex. By clicking Enter you navigate to the next field, by clicking Shift + Enter you navigate to the previous field. When posting a document, you can click End to start a new line and post the next document.
d) Save the bundle.
e) recognized the bundle by clicking the Alt + B .
2. If the attachment is to be posted and then sent to Approval.
a) Create a bundle and make sure the mode is set to Scan.
b) In the Stamp Number field, click the down arrow key and select the appropriate stamp number from the list. The stamp numbers shown here are those that are for your own approval, those that have already been approved, or those that have not been submitted for approval. Click Enter to select a stamp number and advance to the next field.
c) Counter annex. By clicking Enter you navigate to the next field, by clicking Shift + Enter you navigate to the previous field. When posting a document, you can click End to start a new line and post the next document.
d) Save the bundle. In the document number column, it will say Auto on the documents that must be approved before they can be posted, and an assigned document number on the documents that are ready for accounting.
e) Post the bundle by clicking Alt + B. The attachments that had been assigned an attachment number are now posted, the attachments with Auto now contain the posting in the approval picture and the approval list now shows that the person who clicked Post has approved the attachment.
f) The document can now be approved either from the Accounting module or from the Approval module. From Bookkeeping this can be done by the next approver in the list by going to the special My Attachments bundle, where you check the box (s) to be approved and click Post . For how this is done from the Authentication module, see separate guide for this above.
g) Once everyone on the approval list has processed the document, this will be in the bundle of Approved documents if everyone has chosen to approve the document, or in Failed documents if at least one of the persons in the approval list has chosen to reject the document. From Approved supplements can the vouchers are recorded directly by clicking Alt + B . The documents in the Failed Documents must be changed and returned for approval, in order to be approved in order to be able to post them.
navigation
When you enter one of the menu options under Document Registration, you will see that you come to a new view where you have a left menu for navigation between the different steps in the document flow. The order of the document flow can be varied according to how each company wants to work.
Dashboard; will display graphical representations of accounting data. This part of the module will be further developed over time, and more information will come.
Reception ; this is the first step in the document flow. This is where scanned documents are processed (replaces previous Pre-Accounting).
Approval ; here you should be able to see what is for approval and choose to approve, reject or pass the approval on to another.
Accounting ; This section will work for both pre-approval accounting and final accounting.
Search; here it is possible to search for one or more stamp numbers and have the opportunity to print what has been scanned, as well as a log showing the processing that has been performed.
Settings; Here you will find settings for Reception, Posting and Accounts.