Kofax Process Director AP 7.9 Configuration Guide

Category
Software
Type
Configuration Guide
Kofax Process Director Accounts Payable
Configuration Guide
Version: 7.9
Date: 2021-04-20
©
2011–2020 Kofax. All rights reserved.
Kofax is a trademark of Kofax, Inc., registered in the U.S. and/or other countries. All other trademarks
are the property of their respective owners. No part of this publication may be reproduced, stored, or
transmitted in any form without the prior written permission of Kofax.
Table of Contents
Preface.........................................................................................................................................................13
Get your system up and running................................................................................................................ 14
Open the IMG...................................................................................................................................14
Licensing........................................................................................................................................... 14
License types.........................................................................................................................14
Obtain a license.....................................................................................................................14
Install a license...................................................................................................................... 16
Import a license..................................................................................................................... 16
Transport a license................................................................................................................ 16
License counters....................................................................................................................16
License expiration.................................................................................................................. 18
Threshold warnings................................................................................................................18
Define threshold warning recipients...................................................................................... 19
View license change logs......................................................................................................19
Create the archive............................................................................................................................ 19
Define global archive document types.................................................................................. 20
Define archive links............................................................................................................... 20
Map data...........................................................................................................................................21
Map non-tax data...................................................................................................................21
Map tax data..........................................................................................................................21
Determine the tax code......................................................................................................... 21
Configure posting..............................................................................................................................22
Define posting and performing methods............................................................................... 22
Post documents automatically after receipt.......................................................................... 23
Calculate taxes...................................................................................................................... 23
Line item proposal and determination..............................................................................................24
Line item proposal................................................................................................................. 24
Line item determination......................................................................................................... 39
About authorizations......................................................................................................................... 40
Create an authorization object.............................................................................................. 40
Enable actions that users can perform................................................................................. 41
Exclude actions for a document status................................................................................. 41
Configuration................................................................................................................................................42
Document types................................................................................................................................42
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Kofax Process Director Accounts Payable Configuration Guide
Create a document type........................................................................................................42
Document type configuration example.................................................................................. 42
Vendor determination........................................................................................................................43
Settings for vendor determination......................................................................................... 43
Determine the vendor............................................................................................................ 44
Transfer vendor data for one-time vendors..................................................................................... 44
Additional checks..............................................................................................................................47
Activate additional checks..................................................................................................... 47
Highlight fields with errors..................................................................................................... 47
Field status....................................................................................................................................... 47
Create a field status.............................................................................................................. 48
Create a field status for the Amount split tab....................................................................... 48
Apply a field status................................................................................................................ 49
Document reversal............................................................................................................................49
Rejection reasons............................................................................................................................. 50
Enable creation of Process Director documents..............................................................................51
Map fields...............................................................................................................................51
Activate the mapping.............................................................................................................52
Message templates...........................................................................................................................52
Create a message template.................................................................................................. 52
Languages for message templates....................................................................................... 53
Activate a message template................................................................................................ 53
Follow-up flags..................................................................................................................................53
Create a follow-up flag.......................................................................................................... 53
Activate a follow-up flag........................................................................................................ 54
Built-in follow-up flags............................................................................................................54
Payment follow-up flags........................................................................................................ 56
Invoice reduction...............................................................................................................................57
Configure invoice reduction................................................................................................... 57
Activate invoice reduction......................................................................................................58
Activate checks and follow-up flags...................................................................................... 58
Define invoice reduction document settings..........................................................................58
Define invoice reduction reasons.......................................................................................... 59
Create an invoice reduction field status................................................................................59
Activate invoice reduction workflow steps.............................................................................60
Freight invoices.................................................................................................................................60
Configure freight invoices...................................................................................................... 60
Activate freight invoices and set the document type.............................................................61
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Kofax Process Director Accounts Payable Configuration Guide
Set active determinations for freight invoices....................................................................... 61
Fast Entry......................................................................................................................................... 61
Activate Fast Entry................................................................................................................ 61
Default Fast Entry fields........................................................................................................ 62
Define additional Fast Entry fields........................................................................................ 62
Create a Fast Entry test document....................................................................................... 63
Fast Entry import procedure..................................................................................................63
Fast Entry import fields......................................................................................................... 63
Nota fiscal......................................................................................................................................... 64
Nota fiscal system requirements........................................................................................... 64
Enable nota fiscal.................................................................................................................. 65
Use field statuses.................................................................................................................. 65
Programs and functions.............................................................................................................................. 67
/COCKPIT/2REPORTER54.............................................................................................................. 67
/COCKPIT/ACCASS_POSNO_REPAIR........................................................................................... 67
/COCKPIT/ARCHIV_CONNECT.......................................................................................................67
/COCKPIT/ARCHIV_NOTE_LATE....................................................................................................67
/COCKPIT/ARCHIV_NOTE_REPAIR............................................................................................... 67
/COCKPIT/ARCHIV_REPAIR........................................................................................................... 68
/COCKPIT/ARCHIVELINK_CHECK..................................................................................................68
/COCKPIT/ARCHIV_WCLOG_REPAIR............................................................................................70
/COCKPIT/CUSTOMIZING_REPORT program............................................................................... 70
/COCKPIT/CHECK_JURISDICTION_ACTIVE function module...................................................... 71
/COCKPIT/DOC_IMPORT program................................................................................................. 72
/COCKPIT/DUE_DATE_CHECK program........................................................................................72
/COCKPIT/DUMP_CREATE program.............................................................................................. 73
/COCKPIT/IMPORT program........................................................................................................... 73
Settings.................................................................................................................................. 74
Document defaults................................................................................................................. 75
/COCKPIT/MSG_LOG_CLEANER program.....................................................................................76
/COCKPIT/MD_EXPORT program................................................................................................... 76
Settings.................................................................................................................................. 76
Character encoding................................................................................................................78
/COCKPIT/NUMMERIC_USER_REPAIR program...........................................................................78
/COCKPIT/OBJ_TAX_COMPLETE function module........................................................................78
/COCKPIT/PAYMENT_CONTROL program..................................................................................... 79
Settings.................................................................................................................................. 79
Clearing follow-up flags......................................................................................................... 81
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Kofax Process Director Accounts Payable Configuration Guide
PO_GET_SERVICE_ITEMS.............................................................................................................81
/COCKPIT/REPETITOR program.....................................................................................................81
Settings.................................................................................................................................. 82
Configure REPETITOR..........................................................................................................83
/COCKPIT/RESCAN function module.............................................................................................. 84
/COCKPIT/REVERSAL_CLEARING program..................................................................................95
About RFC_DATA_SUBMIT............................................................................................................. 95
/COCKPIT/SAP_DOC_IMPORT program........................................................................................ 96
/COCKPIT/TXD_DETERM_TC_BINARY..........................................................................................97
/COCKPIT/TXD_DETERM_TC_OLD................................................................................................98
/COCKPIT/TXD_DETERM_TC_PO..................................................................................................99
/COCKPIT/TXD_DETERM_TEMPLATE......................................................................................... 100
/COCKPIT/TXD_DETERM_TJC_CO_OBJ.....................................................................................100
/COCKPIT/TXD_DETERM_TJC_PO.............................................................................................. 101
Import Interfaces........................................................................................................................................103
Data import..................................................................................................................................... 103
Open the data import IMG.................................................................................................. 104
Prepare data import.............................................................................................................104
Import files........................................................................................................................... 108
RFC.................................................................................................................................................113
RFC_DATA_SUBMIT........................................................................................................... 113
RFC_PICTURE_SUBMIT.....................................................................................................128
RFC_MAPPING_GET.......................................................................................................... 129
Rescan............................................................................................................................................ 130
Rescan parameters..............................................................................................................132
Archiving.................................................................................................................................................... 135
Define the logical file path and name............................................................................................ 135
Archive documents......................................................................................................................... 135
Delete archive documents..............................................................................................................136
Analyze archive documents........................................................................................................... 136
/COCKPIT/SARA_READ......................................................................................................137
/COCKPIT/SARA_READ_DIRECT...................................................................................... 137
Archive administration.................................................................................................................... 137
Reloading archive documents........................................................................................................ 137
Requirements....................................................................................................................... 138
Reload documents............................................................................................................... 138
Configure Process Director for use with Accounts Payable..................................................................... 140
Components....................................................................................................................................140
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Kofax Process Director Accounts Payable Configuration Guide
Kofax Process Director in the SAP GUI........................................................................................ 141
Kofax Process Director Web Application....................................................................................... 141
Implementation options...................................................................................................................143
Upgrade option 1.................................................................................................................144
Upgrade option 2.................................................................................................................145
Upgrade option 3.................................................................................................................145
Upgrade option 4.................................................................................................................146
Upgrade option 5.................................................................................................................146
Create a Worklist............................................................................................................................147
Overview.............................................................................................................................. 147
Prerequisites........................................................................................................................ 147
Create a Worklist................................................................................................................. 148
Open the Worklist configuration.......................................................................................... 148
Create the Incoming Invoices node.................................................................................... 149
Create the subnodes........................................................................................................... 150
Register invoice documents................................................................................................ 154
Workflow configuration.........................................................................................................156
Test the configuration.......................................................................................................... 156
Customize Web Application fields..................................................................................................158
Web Application document overview list.............................................................................159
Web Application document detail view................................................................................173
Customize other grids..........................................................................................................179
Upgrade to the Kofax Process Director Web Application.............................................................. 180
About upgrading to the Process Director Web Application................................................. 180
Configuration differences..................................................................................................... 181
Upgrade................................................................................................................................181
Appendix A – IMG.....................................................................................................................................182
Mandatory settings......................................................................................................................... 182
Manage license key and activate product...........................................................................182
Processors who can see license threshold warnings......................................................... 183
Data transfer........................................................................................................................ 183
Post...................................................................................................................................... 185
Functions..............................................................................................................................188
Other.................................................................................................................................... 191
Optional settings............................................................................................................................. 192
Vendor selection.................................................................................................................. 192
Tax Code determinations.....................................................................................................198
Creating document types.....................................................................................................202
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Kofax Process Director Accounts Payable Configuration Guide
Setting PO item determination............................................................................................ 202
Set the handling of units of measure from the PO............................................................. 203
Activate additional checks................................................................................................... 204
Define tolerance limits......................................................................................................... 212
Control error display in detail screen and selection criteria................................................ 212
Define other fields and field characteristics........................................................................ 212
Activate special authorizations............................................................................................ 215
Set message display and log procedure.............................................................................215
Set display of the archived document screens................................................................... 216
Set selection of archive document type.............................................................................. 217
Set reversal document.........................................................................................................218
PD integration...................................................................................................................... 219
Settings for one-time vendors............................................................................................. 219
Set external message dispatch........................................................................................... 220
Follow-up flags.....................................................................................................................221
Invoice reduction..................................................................................................................223
Rejection reasons................................................................................................................ 225
Freight invoices....................................................................................................................225
Amendments................................................................................................................................... 227
Customer-specific customizing............................................................................................ 227
Activate and set Repetitor................................................................................................... 227
Activate User Exits.............................................................................................................. 228
Activate SAP standard BTEs.............................................................................................. 228
SAP BAdIs........................................................................................................................... 229
Set other functions...............................................................................................................230
Schedule background processing.................................................................................................. 230
Schedule payment status synchronization.......................................................................... 230
Schedule reminder function for overdue workflows............................................................ 231
Schedule REPETITOR........................................................................................................ 231
Schedule asynchronous archiving.......................................................................................231
Obsolete settings............................................................................................................................ 231
Archive sent external messages......................................................................................... 231
System settings.............................................................................................................................. 232
Define process types........................................................................................................... 232
Define functions for WF recipient determination................................................................. 232
Defining additional checks...................................................................................................232
Defining message handling................................................................................................. 232
Define follow-up flags.......................................................................................................... 232
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Kofax Process Director Accounts Payable Configuration Guide
Define follow-up flag for additional check........................................................................... 233
Define Tax Code determinations......................................................................................... 234
Define Tax Jurisdiction Code determinations...................................................................... 234
Set version comparison....................................................................................................... 234
Create SAP object type ZEBY for accounting.................................................................... 234
Creating SAP authorization group for this customizing.......................................................235
Set Functions for Vendor Search........................................................................................ 235
Set Functions for Freight Invoices...................................................................................... 235
Define Callable Transactions...............................................................................................235
Data import..................................................................................................................................... 236
Data providers......................................................................................................................236
Defaults................................................................................................................................ 237
Data import.......................................................................................................................... 237
Table import......................................................................................................................... 242
Fast entry........................................................................................................................................243
Basic settings.......................................................................................................................243
Maximum number of fields.................................................................................................. 243
Visible fields......................................................................................................................... 244
Authorization object............................................................................................................. 244
Appendix B – User Exits...........................................................................................................................245
Interface structure...........................................................................................................................245
Develop a User Exit....................................................................................................................... 246
Create a custom function group.....................................................................................................246
Deactivate User Exits.....................................................................................................................247
List of User Exits............................................................................................................................ 248
User Exit 001 – Definition of the tax code..........................................................................248
User Exit 002 – Determination of account and sub account assignment............................248
User Exit 003 – Assignment of invoice items to PO items................................................. 248
User Exit 004 – Own checks and completion during posting..............................................248
User Exit 005 – Intervene after document has been posted...............................................248
User Exit 006 – Adjustment of the Batch Input data before carrying out a TA.................... 248
User Exit 007 – Adjustment of the original data when transferring.....................................249
User Exit 008 – Determination of the document type......................................................... 249
User Exit 009 – Own additional checks.............................................................................. 249
User Exit 010 – Own authorization checks.........................................................................249
User Exit 011 – Adjustment of the checked data during the transfer.................................. 249
User Exit 012 – Customer-specific functions...................................................................... 249
User Exit 013 – Adjustment of the image data when transferring.......................................250
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Kofax Process Director Accounts Payable Configuration Guide
User Exit 014 – Adjustment of the data before performing the MM-BAPI...........................250
User Exit 015 – Own operation of the display of the SAP document..................................250
User Exit 016 – Own checks and adjustment in the PAI of the detailed image...................250
User Exit 017 – Adjustment of the data before performing the MM-BAPI...........................250
User Exit 018 – Adjustment of the data before performing the FI-BAPI............................. 250
User Exit 019 – Adjustment of the data before performing the FI Posting-Interface........... 251
User Exit 020 – After the transfer and the posting attempt................................................ 251
User Exit 021 – Before the image display.......................................................................... 251
User Exit 022 – Determining the field status in the detail screen....................................... 251
User Exit 023 – Setting of the Basic-Authentication with http_get...................................... 252
User Exit 024 – Determination of the vendor..................................................................... 252
User Exit 025 – Adjustment of the archiving data before the image display....................... 252
User Exit 026 – Adjustment of the data before the completion.......................................... 252
User Exit 027 – Own checks and adjustment in the PAI of the overview list...................... 252
User Exit 028 – Determine the file name for the Control Display....................................... 253
User Exit 029 – Adjustment of the notes to be archived.................................................... 253
User Exit 030 – Own calculation of the balance of a document......................................... 253
User Exit 031 – Adjustment of the headers of the overview list......................................... 253
User Exit 032 – Adjustment after FI > MM transfer............................................................ 253
User Exit 033 – Adjustment after MM > FI Transfer...........................................................253
User Exit 034 – Directly after the transfer of the data........................................................ 253
User Exit 035 – Own logic in the PBO of the detail screen as of 4.6................................. 253
User Exit 036 – Own logic after performing an invoice...................................................... 254
User Exit 037 – Own message handling when posting a document...................................254
User Exit 038 – Adjustment before the Rescan..................................................................254
User Exit 039 – Adjustment of the messages before the display....................................... 254
User Exit 040 – Adjustment of the messages before the storage.......................................254
User Exit 041 – Suppress buttons...................................................................................... 254
User Exit 042 – Adjustment of the field catalogs of the overview lists................................255
User Exit 043 – After assignment of invoice items to PO items......................................... 255
User Exit 044 – Check and adjustment of the agent assignment....................................... 255
User Exit 045 – Adjustments of the e-mails with HTML contents....................................... 255
User Exit 046 – Adjustment of the purchase order item proposal...................................... 256
User Exit 047 – Check of posting data and posting period................................................ 256
User Exit 048 – Filtering of MM invoice items in the user interface.................................... 256
User Exit 049 – Filtering of FI accounting lines in the user interface..................................256
User Exit 050 – F4 search help for replacement of reference documents.......................... 256
User Exit 051 – Adjustment of selected documents........................................................... 256
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Kofax Process Director Accounts Payable Configuration Guide
User Exit 052 – Determination of archive object type.........................................................256
User Exit 053 – Adjustment of data during MM document import...................................... 256
User Exit 054 – Adjustment of data during FI document import......................................... 256
User Exit 055 – Adjustment of data in Rescan before a linking..........................................257
User Exit 056 – Adjustment of the data in Rescan after linking..........................................258
User Exit 057 – Initialize Button for vendor selection......................................................... 258
User Exit 058 – Change text of SAP Business Workflow Workitem................................... 259
User Exit 059 – Adopt display of planned multi-account assignments................................259
User Exit 060 – Adjust data before a MM posting..............................................................259
User Exit 061 – Call of customer function popup on level..................................................259
User Exit 063 – Reporter Export, changes in result tables after export.............................. 259
User Exit 066 – Determination of the document type on editing.........................................259
User Exit 070 – Adjust messages before output in Web.................................................... 259
User Exit 071 – Skip Process Director Accounts Payable documents................................260
User Exit 072 – After rejection of a Process Director Accounts Payable document............260
User Exit 074 – After reversal of a Process Director document......................................... 260
User Exit 078 - Adjust mandatory note/rejection reason before rejection........................... 260
User Exit 079 - Transfer to PD, data prepare before RFC call........................................... 261
User Exit 081 - Adjust other detail fields............................................................................ 261
User Exit 080 – Change PO item proposal - called before displaying results.....................261
User Exit 100 – Own logic within Invoice Reduction.......................................................... 261
User Exit 200 - Custom logic for SARA deletion................................................................ 261
User Exit 300 – Adjust Smart Form options....................................................................... 261
User Exit 400 - Reporter extract result change.................................................................. 261
User Exit 500 – Selection of REPETITOR documents....................................................... 262
User Exit 501 – Processing of a document after REPETITOR selection............................ 262
User Exit 701 – Adjust Info Mail subject keywords.............................................................262
Data import..................................................................................................................................... 264
List of User Exits................................................................................................................. 264
Fast entry........................................................................................................................................265
User Exit 068 – Adjustment of the checked data during import of Fast Entry documents... 265
User Exit 069 – Adjustment Fast Entry data before import................................................ 265
User Exit 075 – Adjustment of Fast Entry data before creation..........................................265
Nota Fiscal......................................................................................................................................265
User Exit 850 – Nota Fiscal tax check............................................................................... 265
Appendix C – Tables.................................................................................................................................266
Data tables......................................................................................................................................266
Process Director Accounts PayableDescriptions................................................................ 266
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Kofax Process Director Accounts Payable Configuration Guide
Properties............................................................................................................................. 267
Configuration tables........................................................................................................................269
Appendix D – Transactions.......................................................................................................................272
Appendix E – Other.................................................................................................................................. 273
View document images.................................................................................................................. 273
Change the default image viewer.................................................................................................. 273
SAP GUI for Windows.........................................................................................................274
SAP GUI for Java................................................................................................................277
Add custom fields........................................................................................................................... 278
User profile parameters..................................................................................................................278
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Preface
Kofax Process Director Accounts Payable
â„¢
supports the process of document entry into SAP. It facilitates
automatic posting of error-free data records and assists accounts payable personnel in the process of
identifying and correcting documents that contain errors.
13
Get your system up and running
This chapter describes the tasks you must perform to get your Process Director Accounts Payable system
up and running.
Open the IMG
To open the Process Director Accounts Payable IMG, complete the following step.
• Go to transaction /COCKPIT/CI.
Licensing
To use Process Director Accounts Payable and its associated applications, you must install a license. A
separate license exists for each product component.
Licenses are available for production and non-production clients and may have an expiry date (the license
is only valid until a specified date) and a volume limit (the license is only valid for a specified number of
documents).
You can activate licenses per system or per client. If you do not specify a client, the license is valid for all
clients in the system.
License types
The following types of license are available. Volume limits are annual limits, which are reset every year on
the 1st of January for licenses with no expiry date.
License type System type Expiry date Volume limit
1. Demo Non-production only None None
2. Test Non-production only Yes None
3. Normal/Full Production Yes (optional) Yes
Obtain a license
To order a license, you must provide your SAP system ID and the following information, which you can
find by selecting System > Status from the SAP menu bar.
SAP System data > Installation number
Database data > Name
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Kofax Process Director Accounts Payable Configuration Guide
Usage data > Client (only required if the license should be restricted to this client)
When you have placed your order, you will receive a license file in .TXT format. The license file contains
the following information.
Field Description
License key An encrypted number that validates the license.
SAP Installation Number The SAP Installation number of your system.
Client The client number of your system, if your license is for a specific client. If you
do not provide a client number, the license is valid for all clients.
SAP System ID The SAP system ID of your system.
Component ID The product component for which the license is valid.
• C – Kofax Process Director Accounts Payable Accounts Payable
• U – Kofax Process Director Accounts Payable Umbrella Solution
See the Process Director Configuration Guide for information on the
Umbrella Solution.
• G - Ariba integration for Kofax Process Director Accounts Payable
See the Process Director Ariba Add-on Installation and Configuration
Guide for information on Ariba.
• E – Kofax EDI Cockpit
You can run EDI Cockpit together with Process Director Accounts
Payable with only a EDI Cockpit license. The sum of the document
counters for EDI Cockpit and Process Director Accounts Payable must
not exceed the license volume for EDI Cockpit.
• D – Kofax Process Director Accounts Payable and Kofax EDI Cockpit
The volume is equal to the total documents processed by Process
Director Accounts Payable and EDI Cockpit. Adding this license removes
any existing Process Director Accounts Payable and EDI Cockpit
licenses.
• W – Kofax Work Cycle
• I – Kofax Info Mail
• B – Kofax Web Board
• M – Kofax Process Director Accounts Payable Email-based Approval
Email-based Approval (formerly MOBILE APPROVAL)
• T – Kofax Travel Expenses
• R – Kofax Reporter
• F – Kofax Performance Analytics
Note The license information window does not display the
Performance Analytics license.
License Type • F – Normal/Full
• T – Test
• D – Demo
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Kofax Process Director Accounts Payable Configuration Guide
Field Description
Licensed Number The production server document volume limit for Normal licenses.
Expiration Date Date of expiration.
Install a license
To install a license, complete the following steps.
1. Go to transaction /COCKPIT/C46.
2. In change mode, add an entry.
3. In the License Management dialog box, enter the license information from the license file you
received.
Note Your license file may not include a Client number or Expiry date. If you do not specify a
Client, the license is valid for all clients.
4. Click the Check button to ensure that you have entered all the relevant information.
5. Click the Confirm button.
Import a license
To import a license, complete the following steps.
1. Go to transaction /COCKPIT/C46.
2. In change mode, click Import .
3. Select the license file you received and click Open.
Transport a license
It is possible for a product component to have more than one license installed on the same machine.
However, only one license can be valid at any one time, because only one will match the SAP system on
which it is installed.
When working on an instance of Process Director Accounts Payable that you wish to transport from
one system to another, the licenses are included. This means that you can install a normal/full Process
Director license in a demo/development system and transport it to the test/QA system and later to the
normal/production system. The normal license will only be used/valid when it matches the SAP Installation
Number and SAP System ID (Database Data Name) used within the (production) system.
License counters
License counters count the number of documents that are processed in Process Director Accounts
Payable, but they only increment for normal licenses on production clients.
The following table describes how counters increment in the different applications.
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Kofax Process Director Accounts Payable Configuration Guide
Application Counter Counters checked Counter type
Process Director Accounts
Payable
Yes Process Director Accounts
Payable
Every document, except
IDocs, transported into
Process Director Accounts
Payable is counted.
Process Director Accounts
Payable Umbrella Solution
No Process Director Accounts
Payable and EDI Cockpit
Activation license only.
Ariba integration for
Process Director Accounts
Payable
No Process Director Accounts
Payable and EDI Cockpit
Activation license only.
EDI Cockpit Yes EDI Cockpit Every IDoc transferred from
EDI Cockpit to Process
Director Accounts Payable.
The Process Director
counter will not increment.
Process Director Accounts
Payable & EDI Cockpit
Yes Process Director Accounts
Payable and EDI Cockpit
Every document
transferred to Process
Director Accounts Payable,
including IDocs.
Work Cycle Yes Work Cycle The Work Cycle counter
increments the first time
a document is sent from
Process Director Accounts
Payable to a Work Cycle
workflow. If you send
the same document
to a second workflow,
the counter does not
increment.
Invoices created in Work
Cycle are incremented
in the Process Director
Accounts Payable counter.
Email-based Approval
(formerly MOBILE
APPROVAL)
No Total count of Process
Director Accounts Payable
and EDI Cockpit
Activation license only.
Web Board No Total count of Process
Director Accounts Payable
and EDI Cockpit
Activation license only.
Invoices created in Work
Cycle are counted as
Process Director Accounts
Payable documents.
Info Mail No Total count of Process
Director Accounts Payable
and EDI Cockpit
Activation license only.
Reporter No Total count of Process
Director Accounts Payable
and EDI Cockpit
Activation license only.
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Kofax Process Director Accounts Payable Configuration Guide
Application Counter Counters checked Counter type
Performance Analytics No None. The system only
checks if a valid license
exists for Process Director
Accounts Payable.
Activation license only.
License expiration
You can only install one active license per product component on one system. The license validity
mechanism behaves differently depending on whether you use a production or non-production client.
• Production client
You can only activate normal licenses on a production client. Demo or test clients running on the same
system use the normal license, because only one license can be valid on an SAP system.Process
Director Accounts Payable does not increment license counters in these clients.
The license expires when it exceeds the production client volume limit or passes the expiry date. If the
production client license expires, Process Director Accounts Payable will also not function on the demo
and test clients.
• Non-production clients
You can activate normal, demo and test licenses on non-production clients.
If a normal license is installed, the volume processed on the production client is taken into an account. If a
test license is installed, the expiration date on the production client is taken into account. If a demo license
is installed, no validity and expiration date are used.
Threshold warnings
Process Director Accounts Payable displays threshold warnings when the license is about to expire.
When the license counter reaches the defined threshold of the licensed volume, Process Director
Accounts Payable displays a warning message when users start the application. You can specify which
users are allowed to see threshold warnings.
If users click Yes in the message dialog box, the warning appears again the next time they start Process
Director Accounts Payable. If users click No, the warning only appears again when the license counter
reaches the next threshold.
Process Director Accounts Payable also displays threshold warning messages for Work Cycle and for
applications that do not have a direct view in the SAP GUI, such as EDI Cockpit, Web Board and Info Mail.
Threshold warnings do not appear in the Web Application or Work Cycle.
When the license counter reaches 100% of the licensed volume, users can no longer start Process
Director Accounts Payable, and they cannot start new workflows in Work Cycle. Users of the Web
Application can continue to process their current documents.
For licenses with an expiry date, a warning appears 15 days before the expiry date. Users can specify
whether Process Director Accounts Payable should display the warning message again each time they
start the application.
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Kofax Process Director Accounts Payable Configuration Guide
Define threshold warning recipients
You can configure Process Director Accounts Payable to display threshold warnings only to those users
who are responsible for ordering licenses, rather than to each user who starts Process Director Accounts
Payable in the SAP GUI.
To define threshold warning recipients, complete the following steps.
1. In the IMG, select Mandatory settings > Managing license key and activating product (/
COCKPIT/C46).
2. Click License threshold warning recipients.
3. In change mode, add a new entry.
4. Type the user name of each processor to whom license threshold warnings should be displayed. The
Complete name field is filled when you press Enter or save.
5. Type the desired threshold values.
Note You must fill in all three fields (T1 [%], T2 [%], T3 [%]) in ascending order. The value in the T3
[%] field cannot exceed 99. By default, the fields have the values 90, 95, and 99.
6. Click Save .
View license change logs
To view a list of the changes made in the license management, complete the following step.
• In transaction /COCKPIT/C46, on the Licenses menu, select Change Logs.
Create the archive
After a document has been posted using Process Director Accounts Payable, the document data from the
data tables of Process Director Accounts Payable can be archived. For more information about archiving,
see Archiving.
The following connections to business objects are made.
Document Business objects
Process Director Accounts Payable • /COCKPIT/B
• /COCKPIT/I
FI BKPF
MM • BUS2081
• BKPF (for the associated FI document)
The connections to the business objects usually occur when the documents are created. Under certain
circumstances, a connection may not be established. You can view and repair broken connections using
the /COCKPIT/ARCHIVELINK_CHECK program.
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Kofax Process Director Accounts Payable Configuration Guide
Linking document types to the /COCKPIT/I object type allows users to attach files to Process Director
Accounts Payable documents and be able to see them when viewing the posted SAP document (via
the Services for object > Attachment list menu). Files attached to unposted Process Director Accounts
Payable documents are linked automatically to the resulting SAP documents after posting. Files
attached to posted Process Director Accounts Payable documents are linked using the /COCKPIT/
ARCHIVELINK_CHECK function.
Note To add and view attachments, users must have the authorization object S_WFAR_OBJ with
activities 01 Create and 03 Display.
Before you can start importing documents into Process Director Accounts Payable, you must create the
required document types in the archive that will be used in the system.
Note The organization's SAP Basis Team usually perform these task. These instructions are provided
as guidelines only. Setting up the archive is based on the organization's requirements for the type of
archive needed and the document types that will be supported.
Define global archive document types
You need to define the global document types that Process Director Accounts Payable supports. For
example, TIFF format for invoice images, TXT format for document notes, and PDF format for document
attachments.
To add the document types that you want to support, complete the following steps.
1. Go to transaction OAC2.
2. In change mode, add a new entry.
3. Type the Document type and Description.
4. Select a Document class.
5. Click Save .
Define archive links
You must define the links between the business object, the archive repository and the global archive
document types.
Depending on which functions and document types you require, you can define up to nine links for each
document type, that is, 1 document type * 3 business objects * 3 table links.
The Process Director Accounts Payable object types and the corresponding SAP business object types
must have the same content repository ID. For example, /COCKPIT/B must have the same content
repository ID as BKPF and BUS2081. You can use tables TOA01, TOA02 and TOA03.
To define the archive links, complete the following steps.
1. Go to transaction OAC3.
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Kofax Process Director AP 7.9 Configuration Guide

Category
Software
Type
Configuration Guide

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