Get started with Reception
When using reception for the first time, this must be enabled on the module by clicking Enable scan mail. Then an email address will automatically appear to which scanned documents should be sent. It is not possible to change this address. The attachments can be scanned into known file formats for images, e.g. jpg, tiff, pdf and gif.
To make sure that the attachments come into the reception in the same order as when you scanned them, you must choose to scan a multi-page document either on the scanner or the scanner program.
Files sent to the email address will automatically appear in Receive, and OCR will be read without downloading from any email account. You will then receive receipts for received documents in the receipt of the email account from which the documents were sent. If you did not receive this email, it may have stopped in your spam filter. You will need to whitelist * .24sevenoffice.com in order to receive emails from 24SevenOffice.
Commands for arranging attachments that are sent to reception
It is possible to enter text lines in the email itself that you send to the recipient, not in the subject field. By using different types of commands you can do the following:
## MERGE ## Using this command, the system will group all attachments in the email into one attachment upon submission. Smart feature when, for example, in the restaurant industry you get the invoice in one attachment and the item list in another.
## GROUP ## If you want to merge multiple invoices or other types of vouchers into a single 'voucher bundle' in the receipt then you can enter this command in the email. All files enclosed in the email are then merged into a single multi-page document in the receipt.
## COMMENT ## You can add sub-documentation in the form of free text to page 2 of a document. To do this, enter ## COMMENT ## as a line of text in the email you send to the recipient, and then enter what you want to add text information to in the lines below. The text is then added on page 2.
## MERGEGROUP ## This is a combination of ## GROUP ## and ## MERGE ##.
## MERGECOMMENTLAST ## This is a combination of ## MERGE ## and ## COMMENT ## where the attachment pages are placed first, and comments / text from the email as subsequent pages.
## MERGEGROUPCOMMENT ## This is a combination of ## GROUP ## and ## MERGE ## and ## COMMENT ##.
## MERGEGROUPCOMMENTLAST ## Will group all pages in the attachment to an attachment at the same time as it includes all text in the email and add this as subsequent pages after the attachment pages. This is smart if, for example, you have a multi-page attachment and you want to link all email correspondence that has to do with the attachment. At the same time, the system will prioritize putting the document pages first and the e-mail correspondence as subsequent pages.
Reception overview The Reception
view can be divided into two different sections where the top section shows documents that have been scanned but not yet processed and sent to Approval or Bookkeeping.
The lower part shows information about the relevant document that is being processed.
Here you can watch a movie showing how to use "Reception"
Upper part of Reception
At the top of the image there is a menu bar that controls what appears in the upper part of the image, which is divided into four groups. At the far right you see the email address to which the invoices / attachments are to be sent.
The first group consists of Inbox and Associated pages
Inbox ; shows what has been scanned but has not yet received a stamp number.
Related pages ; shows what has been scanned and has been assigned a stamp number, but has not yet been forwarded to Approval or Bookkeeping. And there are supporting documents that have been sent back to the receipt from the approval or posting.
To navigate between Inbox and Linked pages, the hotkey CTRL + Alt + I can be used.
The next group consists of Update, Split, and Delete, and is used to handle the attachments that are in Receive.
Update; loads what has been sent to Reception but has not yet been shown in the dashboard.
Divide; is used in cases where it has been scanned and submitted multiple pages on the same file, and one wishes to divide these into different pages. Such attachments are highlighted with a paperclip in the upper right corner of the Inbox or Linked Pages view.
Delete; (hotkey in Inbox: Alt + Delete). Makes the selected page (s) in Inbox permanently deleted. If you delete, you will have to scan again and send to the reception again if you want it back.
The third group consists of External View, Settings and Print, and has to do with personal preferences regarding the Receive module.
External display; is used when working with two monitors and wants the scanned document on a separate screen.
Settings; Here you can choose whether to enable "Automatic Text Completion" and whether the "Approval List" view should be visible automatically.
Print; allows you to print the selected document.
The fourth and last group consists of four arrows, which from left to right represent the following:
Go to first document in the row (Hotkey: HOME )
Go to previous appendix in the row (Hotkey: left arrow key )
Move to the next document in the row (Hotkey: right arrow key )
Go to last document in the row (Quick key: END )
After selecting a scanned document, you can jump five documents back and forth using the CTRL + right / left arrow keys .
The lower portion of Reception consists of Stamp Number, Pages, Documentation Information, Approval List and Image View.
To get an attachment down to the lower part of Reception, ie add it to processing, select the attachment and press Enter. This can be done both when the attachment is in Inbox and in Linked pages. If there are several pages to add, simply press Enter when the next page is highlighted, until all pages have been included. Note that the order of the pages is determined by the order you add them. If you want all pages that belong to a stamp number to be linked together by scanning, you can do this by inserting a blank page after the last page to be included in the link and before the next stamp number. The pages that are linked together will be shown in the upper right corner of the thumbnail with a paperclip symbol.
Before marking an attachment and moving it to the lower part of the Reception, you must specify which stamp number it should have. This is done either by clicking into the stamp number field, marking the number written and overwriting with the correct stamp number, or by using the up and down arrows to get to the relevant stamp number. You can also use the hotkey Shift + arrow key up / down to navigate to the correct stamp number.
By clicking on the # icon, you can choose between the next available stamp number in the number series you are working with or the highest available stamp number. If you want to see which stamp numbers are available before, you can click on the magnifying glass icon on the right, then you will get a list of all number series used for stamp numbers and which numbers are available.
Pages / Image Display
Under Pages you will see the page (s) selected for this stamp number. The blue square shows exactly which part of the page (s) is displayed to the right in the image viewer, or in an external window. To navigate the image viewer, you can do this either by dragging the blue square up and down, or by using the Page Up / Down hotkey .
If a page is incorrectly added to the stamp number, you can click the red cross in the upper right corner of the view under Pages to remove the page from the current stamp number.
If a page has been scanned incorrectly, it is possible to reverse this in the image viewer by clicking the arrow in the upper right corner of the image viewer itself.
If you need to send the attachment by mail, this can be done by clicking on the green envelope located just next to the arrow in the upper right corner of the image viewer. A pop-up window will then appear and here you can enter the email address and write the message to be sent with the attachment.
Voucher Information The Voucher
Information specifies the information that applies to the scanned voucher. This information comes up automatically through the OCR interpreter, but if it has not been possible to read the information from the document, it can be entered manually.
If information from the document is not read or read incorrectly, you can submit this error by clicking on the small white sheet in the upper left corner of the view under Pages. In the window that pops up is the information that is read from the appendix, and there is a field where a comment can be entered regarding what is wrong. In this way we will be able to look at the document itself, what is interpreted from it and be able to improve our OCR interpreter.
For easy navigation between the fields under Document information, Tab and Shift + Tab can be used for the next and previous fields respectively.
Explanation of the different fields (using type Incoming invoice):
Type; document types that can be linked to document type. The types that can be selected are Incoming invoice, Outgoing invoice and Other (used for example when scanning an accounting order, bank payments, receipts and the like).
document; shows what type of format the attachment is. It can be EHF or Scanned.
Supplier number; automatically retrieves the vendor number of the specified vendor.
Supplier; is retrieved automatically if the bank account number hits on what is entered on a vendor in CRM. If there is no match on bank account number, a search in CRM is also made based on the organization number on the invoice.
Debit and Credit ; is retrieved based on Settings on the CRM vendor card. If there is no hit on the supplier, these fields will not be filled in automatically either.
If you choose to overwrite the debit account with another account and press Done, it is this new account that is stored as default debit account at the supplier and is automatically selected next time.
Invoice number ; is automatically retrieved from the scanned document.
Invoice Date ; is automatically retrieved from the scanned document.
Due Date ; is automatically retrieved from the scanned document. If there is no due date on the voucher, it will be retrieved from Settings on the vendor card in CRM.
Amount ; is automatically retrieved from the scanned document.
Currency ; must be selected manually. By clicking on the arrow you get a list of the currencies that are added to the system. If the currency you want to enter is not on the list, you must first enter it in the system.
KID ; is automatically retrieved from the scanned document.
Comment (appendix comments) ; The text that is entered here will be commented on the document entry.
Below these fields you have a Dimension selector where you can define Project and Department, as well as any custom dimensions:
Date of filing ; must be entered manually and is the date you want the voucher to be posted.
Amount ; the system tries to set this using the OCR interpreter, but if it is not read automatically it must be entered manually. If the attachment has multiple amounts, it is easiest to leave this field blank.
Comment (at the bottom of the receipt) ; the text entered here will be commented in the journal log.
2.1 Approval list
If you are going to send the invoice / document to Approval, you use this to specify the persons to approve. There are several different ways to create an approval list, and you can combine several different options. Below we go through the various opportunities that exist. On the following page you can see examples of different approval lists.
If you do not use invoice approval, you can opt out of this view under the upper section of Receipt and the Settings option.
In the approval list you can add one or more persons to approve an invoice / voucher. To add a person, do this by clicking the arrow and then selecting a person from the list. The list that comes up shows all people who have access to the system. You can also start typing the name of the person and then a list of suggestions and then choose the person to approve. When you have selected the person, click on the icon that represents a person and a green plus sign. The person has now joined the list of approvers. The order of persons in the list indicates that the first one on the list must have approved before the next one on the list is given the opportunity to approve the invoice / document. To remove a person from Approval List, this can be done by clicking on the person in the list,
2.1.1 Parallel approval
If there are multiple people to approve the invoice / voucher without having to have a specific order of who approves first, this can be done by clicking on the two-person icon and a green plus sign. Then a folder called Parallell will appear in the approval list. Clicking on this folder allows people to approve by selecting the person from the list and clicking on the icon with a person and a green plus sign.
2.1.2 At least one - approval
If there are several people to approve the invoice / voucher, but it holds that one of these people approves, you can do this by using a folder called At least one. This is obtained by clicking on the icon with two people and a plus sign to bring up the Parallel folder, then clicking on the Parallel folder followed by the icon with two people and a green plus sign again. Then there will be a folder called At least one, and people can enter it. To do this means that only one of these people has to approve for the invoice to move on to the next approver in the list (if there are any people outside the At least one folder), or possibly move on to Bookkeeping.
2.1.3 Approval Rules
Rules for who can approve incoming invoices can be set in the settings. This applies then to rules for amount limits, projects and permanent approvers. To enable these rules from reception, click the "Enable Authentication Rules" button.
More information about these settings can be found here .
2.2 Reception termination
Before sending the attachment to the next step, you can enter a comment in the field for this at the bottom of the image. The comment that is entered is only displayed for the person (s) to approve the invoice / document. When you have finished processing the invoice / voucher, you send it to either Approval or Accounting by clicking on the green check mark next to the comment box. Shortcut for this action is Ctrl + Alt + Enter. One then jumps to the next appendix in Linked Pages folders.
2.2.1 Accounting from receipt
When a voucher is ready for pre-posting and you are ready to resubmit the voucher, it is also possible to select "post" when you click on the arrow at the "done" button. Alternatively you can use the keyboard shortcut Ctrl + Alt + B.
Note: This function assumes that the approval list is empty.
The following window appears:
Here, the document type can be changed and you can activate the accrual of documents. If other voucher information is incorrect, you must close the window and correct the pre-posting before going to "ready" -> "post."
When periodization is selected, the fields below will become active:
• Periods: The number of periods / months the appendix must be accrued over
• Intermediate account: Eg 1749/2690 for forward / backward in time.
• Date: Avoid using 29, 30 or 31 in date fields to avoid double-entry for a period due to fewer days.
To split amounts into multiple accounts, you can double-click and change amounts in "VAT" or "Incl. VAT "field. The system will automatically create a new line on the remaining amount where you can choose a new account.
2.2.2 Archive Appendices
By pressing the arrow at the "Ready" button, you can also select "File". This is used if the document is not to be posted, but you still want to keep it. Then the stamp number will remain busy at the same time as the invoice / document is removed from the document flow, but the document will not be included in any reports / records. Archived documents will be available under Search.
If you look up archived documents at the reception, the stamp number field will be pink.
2.3 Reception Workflow
1) Scan invoices / attachments to the email address located in the upper right corner of Reception.
2) If the invoices / vouchers have not come up automatically when you enter the Receiving module, you can click Refresh to load them.
3) Furthermore, you can either choose to assign only stamp numbers to the invoices / vouchers so that they fall under Associated Pages and then process them there, or to process them immediately at the same time as the stamp number is assigned.
4) Stamp number is assigned by entering the number in the field, or searching it up using the up and down arrow. When you have entered the correct stamp number, you drag down the invoice / document so that it is assigned the stamp number that is selected.
5) Now you can start entering the voucher information.
6) Post the voucher from receipt, or add persons to the approval list if the invoice / voucher is to be approved.
7) Forward the invoice / document to the next module that is Approval, if people are added to the approval list, or Accounting if the document is not to be approved.