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Process Director AP 7.9

Kofax Process Director AP 7.9 User guide

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PROCESS DIRECTOR Accounts Payable
User Guide
Version: 7.4
Date: 2018-03-26
© 2018 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
About PROCESS DIRECTOR Accounts Payable ..................................................................................... 5
About this guide .......................................................................................................................................... 5
Getting started ............................................................................................................................................. 5
Starting PROCESS DIRECTOR ................................................................................................................ 6
Main transactions ................................................................................................................................... 7
Search screen ........................................................................................................................................... 7
Understanding search results ................................................................................................................ 8
Document list ........................................................................................................................................... 12
Document detail ....................................................................................................................................... 13
Document statuses .................................................................................................................................. 14
Workflow statuses ................................................................................................................................... 15
Viewing invoice information ..................................................................................................................... 15
Invoice image ....................................................................................................................................... 16
Purchase orders ................................................................................................................................... 16
Purchase order history ......................................................................................................................... 16
Vendor details ...................................................................................................................................... 16
SAP documents ................................................................................................................................... 17
User settings ............................................................................................................................................ 17
Editing documents .................................................................................................................................... 19
Locating errors ......................................................................................................................................... 19
Finding document errors ...................................................................................................................... 19
Message logs ....................................................................................................................................... 20
Document versions .............................................................................................................................. 20
Common actions ...................................................................................................................................... 20
The basics ............................................................................................................................................ 20
Changing account assignments ........................................................................................................... 21
Calculating taxes.................................................................................................................................. 22
Changing the payment terms ............................................................................................................... 23
Switching invoices to FI or MM ............................................................................................................ 23
Line item proposal and determination.................................................................................................. 24
PROCESS DIRECTOR document types ............................................................................................. 29
Attaching files to documents ................................................................................................................ 30
Assigning line item approvers .............................................................................................................. 30
Copying one-time vendor data ............................................................................................................. 32
Rejecting documents ........................................................................................................................... 32
Follow-up flags ........................................................................................................................................ 33
Follow-up flags set automatically ......................................................................................................... 33
Follow-up flags that you can set .......................................................................................................... 34
Communication ........................................................................................................................................ 35
Sending messages .............................................................................................................................. 35
Creating notes ...................................................................................................................................... 36
Fast entry ................................................................................................................................................. 36
Processing Fast Entry documents ....................................................................................................... 37
Creating PROCESS DIRECTOR documents .......................................................................................... 40
Posting documents ................................................................................................................................... 41
Posting documents .................................................................................................................................. 41
Performing documents ............................................................................................................................ 41
Parking documents .................................................................................................................................. 42
Reversing documents .............................................................................................................................. 42
Importing documents ............................................................................................................................... 43
Finishing documents ................................................................................................................................ 44
Importing versus Finishing ...................................................................................................................... 44
Nota fiscal ................................................................................................................................................ 45
Checking documents ........................................................................................................................... 45
Posting documents .............................................................................................................................. 46
Workflows .................................................................................................................................................. 47
Starting workflows ................................................................................................................................... 48
Assigning items to users.......................................................................................................................... 49
Recalling documents ............................................................................................................................... 50
Viewing the workflow status .................................................................................................................... 51
Reports ....................................................................................................................................................... 52
Accrual Report ......................................................................................................................................... 52
Creating an Accrual Report ................................................................................................................. 52
Accrual Report selection screen .......................................................................................................... 53
Working with the Accrual Report ......................................................................................................... 55
Creating accrual documents ................................................................................................................ 56
VAT report ............................................................................................................................................... 57
Appendix A: Quick reference ................................................................................................................... 58
Application Toolbar icons ........................................................................................................................ 58
Keyboard shortcuts .................................................................................................................................. 59
PROCESS DIRECTOR 7.4 Accounts Payable User Guide
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About PROCESS DIRECTOR Accounts Payable
PROCESS DIRECTOR Accounts Payable is designed to allow automated posting of invoices and to help
you identify, edit and correct documents that have errors or are incomplete.
About this guide
This guide explains how to use PROCESS DIRECTOR Accounts Payable to perform your day-to-day
tasks.
The guide contains the following chapters:
Getting started
Describes the three main screens, document statuses, how to view invoice information, and what
user settings can be changed.
Editing documents
Explains how to locate errors, and the most common actions, such as assigning accounts to items,
calculating taxes, and changing the payment terms.
Checking and posting documents
Describes the various ways documents can be posted.
Workflows
How to start and cancel workflows.
For further information, see the following guide:
WORK CYCLE User Guide
Getting started
This chapter shows you how to start PROCESS DIRECTOR and navigate its main screens.
Starting PROCESS DIRECTOR
Document search
Document list
Document detail
Document statuses
Workflow statuses
Viewing an invoice's image and data from SAP
User settings
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Starting PROCESS DIRECTOR
To start PROCESS DIRECTOR, go to /COCKPIT/1.
Document search
Document list
Document detail
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Main transactions
Transaction
Description
/COCKPIT/1
Opens the document search screen.
/COCKPIT/WL1
Lists documents with errors and documents with today's date.
/COCKPIT/WL2
Lists documents with errors and all documents assigned to you.
/COCKPIT/WL3
Lists all documents assigned to you.
Search screen
PROCESS DIRECTOR 7.4 Accounts Payable User Guide
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1. Execute the document search.
2. Retrieve a variant (saved search criteria).
3. Display other selection fields.
4. SAP fields.
5. PROCESS DIRECTOR fields.
6. Indicates whether the document is one with a purchase order (MM) or without (FI).
7. Document status/Workflow status.
Note: We recommend that you do not combine the two status types together.
8. Workflow selection.
9. List layout. Specify variants for fields that are displayed in the document list.
Note: Some selection criteria may not be available, depending on your system configuration.
Understanding search results
Certain combinations of search criteria may produce seemingly incorrect or unexpected results. This
section explains how PROCESS DIRECTOR processes the entered selection criteria and why the
returned results may not be as you expected.
In most cases, PROCESS DIRECTOR performs a direct selection on the database based on the entered
criteria, then limits the selection to the entered maximum number of hits. The most recent documents will
be displayed, sorted by the transfer date.
In other cases, PROCESS DIRECTOR first performs a selection on the database based on the entered
criteria, then limits the selection to the maximum number of hits, and finally filters the results of the
selection according to other entered criteria. In these cases, the results can seem confusing unless you
understand how the selection is made. The sections below explain how the selection is made in these
cases and provide examples.
IDoc number
The system first selects all IDoc numbers that fall within the entered range. This result list is then limited
to the maximum number of hits, based on the IDoc number (highest number at the top of the list). Finally,
the result list is filtered in accordance with other entered criteria (for example, vendor number or company
code).
IDoc selection > Maximum number of hits > Filter on other criteria.
Example:
The database contains 22 documents whose IDoc number falls within the range 581750-582750. Nine of
these documents are for vendor 2222.You have selected the following criteria:
Vendor: 2222
IDoc number: 581750 to 582750
Maximum number of hits: 20
Nine documents for vendor 2222 will be displayed in the results list.
However, if you set the maximum number of hits to 15, only 6 documents are displayed, because only 6
documents for vendor 2222 fall within the first 15 IDoc documents within the range 581750 to 582750.
If you set the maximum number of hits to 10, only 2 documents for vendor 2222 are displayed.
PROCESS DIRECTOR 7.4 Accounts Payable User Guide
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Follow-up flag
The system first selects all documents with the entered follow-up flag(s). This result list is then limited to
the maximum number of hits, based on the transfer date (latest at the top of the list). Finally, the result list
is filtered in accordance with other entered criteria (for example, vendor number or company code).
Because of the way the selection is made on the database, the result list will often show less documents
than specified in the Max. number of hits field.
Follow-up flag selection > Maximum number of hits > Filter on other criteria.
Document status in combination with Workflow status
The system first selects all documents with the selected document status. This result list is then limited to
the maximum number of hits based on the transfer date (latest at the top of the list). Finally, the result list
is filtered in accordance with the selected workflow status.
Document status selection > Maximum number of hits > Workflow status filter.
Note: This does not apply to the document statuses Unposted / In workflow and Posted / In workflow.
PROCESS DIRECTOR 7.4 Accounts Payable User Guide
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Example:
The database contains 15 documents with the document status Rejected. One of these has the workflow
status Released . You have selected the following criteria:
Maximum number of hits: 15
Document status: Rejected
Workflow status: Released
One document (18402) will be displayed in the results list.
However, if you set the maximum number of hits to 10, no documents will be displayed, because the
Released document is not one of the first 10 with the document status Rejected.
If you selected the workflow status Retracted instead of Released, two documents would be
displayed, because two retracted documents are among the first 10 documents with the status Rejected.
Overdue workflow only
This criterion cannot be used in combination with other document status or workflow status criteria.
Technical limiters workflow
If you select one of these workflow criteria, the system first selects all documents to which the entered
criteria apply, then limits the selection to the entered maximum number of hits, based on the transfer date
(latest at the top of the list), and finally uses other criteria to filter the list.
Workflow criteria selection > Maximum number of hits > Filter on other criteria.
Example:
The database contains 22 documents in the workflow QW0DH. Five of these are MM invoices, and 17 are
FI invoices.
You have selected the following criteria:
Maximum number of hits: 20
Type: MM invoices
Workflow ID: QW0DH
All five MM invoices are displayed, because they are among the first 20 documents in the workflow
QW0DH.
PROCESS DIRECTOR 7.4 Accounts Payable User Guide
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If you set the Type flag to FI invoices instead of MM, only 15 of the 17 FI invoices will be displayed in the
results list, because only 15 FI invoices are among the first 20 documents that are in the workflow
QW0DH.
PROCESS DIRECTOR 7.4 Accounts Payable User Guide
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Document list
1. PROCESS DIRECTOR menu toolbar.
2. SAP system toolbar.
3. PROCESS DIRECTOR toolbar
4. SAP list toolbar (header data).
5. PROCESS DIRECTOR document list.
6. Line items (MM documents) or accounting lines (FI documents).
7. SAP list toolbar (item data).
8. Status bar.
PROCESS DIRECTOR 7.4 Accounts Payable User Guide
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Document detail
1. SAP Services for object menu
2. PROCESS DIRECTOR toolbar
3. Document status | Invoice/Credit note indicator | Vendor | Document balance
4. Multiple tabs for the header data
Tip: You can use the F5 key to switch between the tabs.
5. Header data
6. Payment terms
7. Line items
8. Purchase order lines
9. Account assignment data (for FI items)
PROCESS DIRECTOR 7.4 Accounts Payable User Guide
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Document statuses
Icon
Description
The document does not contain any errors that prevent it from
being posted.
The document contains errors that prevent it from being posted.
The document has been posted.
Note: Posted documents cannot be changed.
The document has been parked.
Parked documents cannot be edited in PROCESS DIRECTOR,
only in standard SAP.
The document has been rejected.
Rejected documents have not been posted and can no longer be
changed.
The document has not been posted and is currently in a workflow.
The document has been posted and is currently in a workflow.
A collective invoice that has been completed.
A collective invoice is an invoice that lists one or more individual
invoices. Its status changes to Completed once all containing
invoices have been posted.
A collective invoice that contains one or more invoices which have
not been posted.
A Fast entry document—an invoice image imported along with a
minimal amount of header information.
(Only in systems in which PROCESS DIRECTOR is used together
with other process types).
Indicates that the document has been “moved” to a different type of
PROCESS DIRECTOR document (such as a Financial Posting).
Documents with this status cannot be edited, reversed or posted.
PROCESS DIRECTOR 7.4 Accounts Payable User Guide
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Workflow statuses
Icon
Description
The document has been sent to a workflow but the recipient(s) has
not yet opened the document.
This status is applied to all workflow steps. For example, when the
first step has been approved, the Sent status is displayed when the
recipient of the second step has not yet opened the document.
The document is currently in a workflow and the recipient(s) has
opened the document.
This status is applied to all workflow steps. For example, when the
first step has been approved, the In workflow status is displayed
when the recipient of the second step has also opened the
document.
The document has been approved and is no longer in a workflow.
The document has been rejected and is no longer in a workflow.
Some invoice items have been approved, others have been
rejected.
The document has been recalled from a workflow. The workflow
has been cancelled.
The document is in a workflow and a note must be attached to the
document (but has not yet).
The document is in a workflow and a note has been attached to the
document.
The workflow or workflow step is overdue.
Viewing invoice information
In addition to the header and line-item fields in a document, PROCESS DIRECTOR also displays other
information, including data from SAP (such as the vendor data). This allows you to view this information
quickly from PROCESS DIRECTOR, and then go back to the document by pressing F3, without having to
open a new window and enter transaction codes.
You can view:
Invoice images
Purchase orders
Purchase order history
Vendor details
SAP documents
PROCESS DIRECTOR 7.4 Accounts Payable User Guide
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Invoice image
Extras > Display image
SHIFT + F1
Click the button.
The invoice image is the one that was scanned and imported to PROCESS DIRECTOR.
You can change where the invoice is displayed in the User settings.
Purchase orders
Go to > Display purchase order
SHIFT + F8
1. In the document detail view, click the General tab.
2. Click the PO data icon to view the line item information from the purchase order.
The data is gotten from SAP and cannot be changed in PROCESS DIRECTOR.
3. Navigate to Go to > Display purchase order.
You jump to ME23N, where you can view the full purchase order record.
Purchase order history
You can view the purchase order history from within PROCESS DIRECTOR, without needing to jump to
ME23N.
1. In the document detail view, click the General tab.
2. Click the PO data icon to view the line item information from the purchase order.
The data is gotten from SAP and cannot be changed in PROCESS DIRECTOR.
3. Click the button for the item.
The purchase order history for that item is displayed in a popup window.
Vendor details
Go to > Display vendor
SHIFT + F7
1. In the document detail view, click the Vendor tab.
Some basic vendor information is displayed. The data is gotten from SAP and cannot be changed in
PROCESS DIRECTOR.
Note: If a payee has been defined for the vendor, the bank data of the payee is displayed, instead of
that of the vendor.
2. Click the Show vendor button
You jump to FK03, where you can view the full vendor master record.
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SAP documents
Go to > Show SAP document
SHIFT + F2
In the document detail view, click the Invoice tab and double-click the number in Document number.
You jump to the corresponding transaction in SAP for viewing that document.
When a document is posted, an SAP document is created and the number added to the PROCESS
DIRECTOR Document number field.
User settings
Extras > User settings
Setting
Description
Show all messages
immediately in log
Displays individual messages when viewing log messages for a document.
This allows you to access the required detailed information more quickly.
Jump to next doc.
automatically when
processing complete
After a document has been posted in the detail view the next document to be
edited is displayed immediately. This speeds up the processing of multiple
documents as it allows you to bypass the overview list.
Exit detail screen when
processing complete
After you have successfully processed a document in the detail view, the detail
view closes and you return to the document list. If any messages are shown after
you have processed the document, you return to the document list after you have
closed the message log.
The Exit detail screen when processing complete and Overview list without
items settings cannot be set at the same time.
If possible, always enter
detailed view in change mode
Displays documents in change/edit mode when opened.
If a document is currently assigned to someone else, you will be asked if you
want to take over processing. You must do so in order to be able to edit the
document.
Overview list without items
Displays the document list without line items.
Message attachments
This option enables you to specify which attachments are selected by default
when sending a message.
A All attachments - all attachments are selected. Deselect those you do not
want to send.
I Only invoice image - only the invoice image is selected.
N No attachments - no attachments are selected.
All except workflow logs and previous messages - all attachments
except workflow logs and previously sent messages are selected.
Note: These are only general settings, and which attachments are actually
selected by default also depends on the configuration of the messages and
attachments, as well as on the archiving doc type.
PROCESS DIRECTOR 7.4 Accounts Payable User Guide
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Setting
Description
Auto. screen display when
jumping to transactions
Displays the document image in a new window when jumping to SAP
transactions from PROCESS DIRECTOR.
Immediately display image if
in the detail screen
Displays the document image when viewing documents.
Dock control
The position of the image when displayed.
0 No docking
1 Dock left
2 Dock right
Note: Image docking is not supported on ITS/WEBGUI.
Do not display balance and
status information
Hides documents balance amounts and statuses.
Status line
Determines which information is displayed in the status line at the top of the
document. This example shows the result of selecting option 3 Invoice/credit
memo + PD document type + vendor.
Create several lines at once
in detail screen
When you click the Insert line button to add new items to a document, several
lines are added at once rather than just one line. You should activate this setting
only if you require several lines very frequently and it would take too long to insert
the lines individually.
Present IDoc as XML
Only available if EDI COCKPIT is installed. Displays IDocs in XML format.
PROCESS DIRECTOR 7.4 Accounts Payable User Guide
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Editing documents
This chapters explains the most common editing tasks, including:
The basics of opening a document for editing, saving documents and assigning documents to users
How to locate errors
Proposing line items from the purchase order
Changing account assignments
Calculating taxes
Changing the payment terms
Switching invoices to FI or MM
Classifying documents using PROCESS DIRECTOR document types
Attaching files
Note: When a document is in a workflow, it cannot be edited in PROCESS DIRECTOR, only by workflow
processors in the WORK CYCLE workflow application.
Locating errors
Finding document errors
Document > Check
SHIFT + F11
Click the button.
The Check command examines what errors a document contains and if the document can be posted.
Note: Some errors prevent a document from being posted, others not.
There are two kinds of checks that are performed:
Standard SAP checks
Additional PROCESS DIRECTOR checks which may be configured in your system.
Note: Different checks may be performed for different types of documents, depending on your system's
configuration.
If the document is free of errors, the status of the document changes to (No errors).
PROCESS DIRECTOR 7.4 Accounts Payable User Guide
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Message logs
Extras > Display messages
SHIFT + F6
Click the button.
Every action and change performed on a document is recorded. These are saved in message logs. The
logs also include the results of Check actions, that is, what errors appeared when the Check was
performed.
Note: Message logs may not tell you what current errors exist in a document. For this, perform a Check.
Note: If a value in a document is changed, the message logs tell you that something was changed, but
not what. So see this information, view the document versions.
Document versions
Extras > Display versions
Extras > Compare versions
Whenever you change and save a document, a version is saved. You can view any previous version of a
document, and also compare versions to see what is different between them. This allows you to see
exactly what has changed, including what field values have been modified.
Common actions
The basics
Change mode
Document > Display/Change
CTRL + F1
Click the button.
To edit a document, you must first go into Change mode, like in SAP standard. You are then assigned as
the processor for the document. If someone else is already a processor, PROCESS DIRECTOR asks if
you want to take over processing, and you can either decline or accept.
You can enter Change mode automatically when you open documents. Go to the User settings and
enable If possible, always enter detailed view in change mode.
Saving documents
CTRL + S
Click the button.
The first thing to know about saving documents is that clicking the Save button does not post the
document, unlike in SAP standard. It merely saves the current state of a document.
The ability to Park documents may be disabled in your system because parking documents is usually
done when you are not ready to post a document, but wish to save the document’s current state.
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