Oracle Integrated Invoice Imaging Guide

JUNE 2015
Oracle Integrated Invoice Imaging
You can now use the Payables imaging solution to automate the invoice creation process including invoice lines. This
improves processing time and user productivity, while reducing data entry errors and staffing requirements. Invoices are
scanned or sent by e-mail for recognition and validation, then appear directly in the Scanned Invoices Queue section of
the Invoices work area for approval, accounting, and payment. Invoices that can’t be fully recognized due to data or
image quality are created as incomplete invoices. Users can review, correct, and complete these invoices manually.

Getting Started
To set up the Payables imaging solution, it’s as easy as 1-2-3.

Step 1 Confirm the designated e-mail accounts

You will get 2 e-mail accounts for Test and Production environments within 5 days of signing up for the Automated Invoice Processing
service.

Step 2 Set up the scanners

Set up the scanners to produce TIFF images with International Telegraph and Telephone Consultative Committee (CCIT) Group IV
compression at 300 dpi.

Step 3 Send the invoices

If the invoice is in a printed, physical format, scan and send it by e-mail. If the invoice is in a digital format, send it directly by e-mail.

Your imaging solution setup is complete.

FAQs

I sent an invoice to the designated e-mail account, but I can’t find it in the Scanned Invoices Queue section. What should
I do?
» Follow these troubleshooting steps:
1. Check if the import process was scheduled.
 If it wasn’t scheduled, follow the instructions on how to schedule the process to import invoices on a regular basis. It’s
recommended that you schedule the process to run every hour. After scheduling it, you can expect to see invoices in the
scanned invoices queue after about 1 hour from sending the invoice by e-mail. If you submit the import process right away,
the estimated time to see the invoice is about 20 minutes.
 If the process was scheduled but ended with error because of not setting up a default business unit for the user who
submitted the process, follow the instructions to set it up.
2. If the import process was scheduled and ran successfully, check if the invoice is available when searching from the Manage
Invoices task. If it’s available, review the incomplete invoice routing rule and follow the instructions to make corrections as needed.
3. If the invoice isn’t available when searching from the Manage Invoices task, follow the instructions to check if the invoice image is
present in Oracle WebCenter Image Processing Management. If it isn’t present, check if your image quality is 300 dpi.

Can I include multiple invoices in one e-mail?

» Yes. The application supports multiple ways to include invoices in an e-mail:
 Single page invoice in one attachment
 Multipage invoice in one attachment
 Multiple invoices in one attachment
 Single and multipage invoices in multiple attachments
The total size limit of attachments is 10 MB per e-mail.
Organize invoices within the attachments in the suggested way. If you have:

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  Single page invoices in an attachment, insert a blank page between invoices.
 More than one multiple page invoice in an attachment, insert a blank page between the invoices.
 Both single and multiple page invoices in an attachment, insert a blank page between invoices.

I added a supplier. Why isn’t the supplier information recognized?

» To be recognized, any new supplier should be created in the application at least a day before the invoice is to be created.
For suppliers that typically have purchase orders created, the supplier is added well in advance of the time when the invoice is
created, so no problem is anticipated in these cases. In the case of unmatched invoices, you should create the suppliers at least a
day in advance to be able to scan and create the invoices automatically with the supplier information recognized.
If you need to scan the invoice image immediately after creating a supplier, you can create a service request for a manual supplier
synchronization after the supplier is created. Once the supplier synchronization is complete, the supplier information will be
recognized when you scan and create the invoice.
» If the supplier still cannot be recognized after supplier synchronization, check the supplier site address setup. The application
recognizes the supplier by comparing the supplier site address with any addresses shown on the invoice images.

I sent an unmatched invoice, so why do I see the Identifying PO field highlighted in orange on the invoice page?
» The application is set up to recognize a purchase order on every invoice. The recognition is based on the configuration defined for
the purchase order in the ini configuration file of the imaging server. If any formats matching the defined configuration are found, but
the purchase order doesn’t exist in the application, the Identifying PO field is highlighted in orange for your review. You can create a
service request to update the default settings based on your business requirements. Or, if you don’t have any matched invoices, you
can create a service request to disable purchase order recognition.
» The default purchase order number settings by release are as follows:
 Till Release 9: Default length is 7 and format is numeric.
 Release 10 onward: Default length is 9 and format is 3 characters + 6 digits.

The paper invoice has a tax amount, so why is the tax information missing from the invoice page?
» Tax information isn’t recognized from the invoice image. It’s calculated automatically by a robust tax engine with predefined tax rules.
If the tax is missing from the invoice page, check your tax rules setup.
» For the list of attributes that can be recognized, see Advanced Topics: Attributes Recognized by Invoice Imaging

Does it matter what I enter as the e-mail subject when sending invoice?
» In general it doesn’t matter what you enter as the e-mail subject except you must not include the underscore (_) in the subject
because the application treats that symbol as your intent to populate routing attributes on the invoice.
» For details on routing attributes, see Advanced Topics: Attributes Recognized by Invoice Image - Routing Attributes 1 to 5

What if I want to route incomplete invoices based on attributes not specified in the invoice?
» The application provides 5 additional routing attributes that you can use to define routing rules according to your business
requirements.
» For details on routing attributes, see Advanced Topics: Attributes Recognized by Invoice Image - Routing Attributes 1 to 5

I sent a PDF invoice, so why do I see a TIFF format attachment in the application?
» The application supports invoices with the following file extensions: *.tif, *.tiff, *.png, *.jpg, *.doc, *.docx, and *.pdf. But to produce the
best recognition results, the application converts the other document types into the TIFF format.

I sent a color image invoice, so why do I see a black-and-white invoice image in the application?
» The application converts the color image invoice into a black-and-white one because the black-and-white image provides optimal
optical character recognition accuracy and a reduced image size.

Why do I see scanned invoices that aren’t supposed to be routed to me based on the defined routing rules?
» The defined routing rules are used to route incomplete invoices, which are invoices created from an invoice image that have invalid or
missing data to users for review and completion. Once an invoice is complete, with a status of Never validated or Validated, the
invoice appears in the Scanned Invoices Queue section for all users based on their business unit security.

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Why can’t I delete invoice lines from some of the scanned invoices?
» If the invoice appears in the Scanned Invoices queue with a status of Incomplete, you can delete the line by selecting it and clicking
Delete. If the invoice appears in the Scanned Invoices queue with a status of Never validated, you cannot delete an invoice line;
however you can cancel the line.

Advanced Topics

How to Schedule the Import Payables Invoices Process

1. Sign in to the application and navigate to the Invoices work area.

2. Click the Import Invoices task from the task pane.

3. Enter the Ledger and Business Unit (optional), and select Invoice Image as the Source.

4. Click Advanced.

5. Select the Schedule tab and enter the frequency. The recommended frequency is 1 hour.
6. Click Submit to complete the scheduling.

Note
In the Test phase, to import the invoices immediately for testing, you can submit the process
directly without selecting the schedule.

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Business Unit Defaulting
For matched invoices, business units default from the purchase order.
For unmatched invoices:
• The business unit defaults from the business unit assignment of the supplier site that’s set as the pay site.
• If the supplier site can’t be determined from the image, or no pay site is defined, or the site has more than one business unit
assignment, then the business unit defaults from the user’s Default Business Unit profile option.
• If you specified the business unit in the e-mail subject, then the business unit from the e-mail is stamped on the invoice,
overriding all other defaulting logic.
Follow these steps to set the Default Business Unit profile option for a user:
1. Sign in to the application and navigate to the Setup and Maintenance work area.
2. Search for the Manage Administrator Profile Values task and click the Go to Task icon.

3. In the Profile Option Code field, enter DEFAULT_ORG_ID (case sensitive) and click Search.
4. In the Search Results: Profile Options section, click the DEFAULT_ORG_ID row.
5. In the DEFAULT_ORG_ID: Profile Values section, click the New button to add a row.
6. Select the Profile Level of User, enter the User Name that will process the invoices, and select the default business unit in
the Profile Value field.

7. Repeat steps 5 and 6 to set up a default business unit for all of the users that process invoices.

Follow these steps to enable and use business unit defaulting from the routing attribute:
1. Sign in to the application and navigate to the Setup and Maintenance work area.
2. Search for the Manage Payables Lookups task and click the Go to Task icon.
3. In the Lookup Type field, enter ORA_IMAGING_ROUTING_ATTRIBUTES and click Search.
4. In the Financials Generic Lookup Type section, select the check box in the Enabled column for the ORA_BUSINESS_UNIT
lookup code.

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 5. Click Save and the setup is complete.
6. Compose an e-mail and specify the business unit ID in the subject as routing attribute 1, which is the string that follows the
first underscore sign.

7. If you don’t know the business unit ID, you can find the ID using the Manage Business Unit task.

Configuration of Routing Rules

An incomplete invoice is an invoice created from an invoice image that has invalid or missing data. A configurable predefined rule
routes incomplete invoices to all users with the Accounts Payable Specialist and Accounts Payables Supervisor job roles for review and
completion.
You can modify this rule or add rules based on available invoice attributes using the Approval Management extensions (AMX) of the
Oracle SOA Suite and Oracle Human Workflow. The Oracle Business Process Management (BPM) Worklist application provides the
interface to administer the rules.
A user who belongs to the Financial Application Administrator job role is a BPM Worklist Administrator and can access the rules in the
BPM Worklist application. The navigation to access the BPM Worklist applications is as follows: Navigator - Setup and Maintenance -

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Define Approval Management for Financials - Manage Task Configurations for Financials. The user can directly search for the
task through the search pane in the Setup and Maintenance work area.

The predefined FinApIncompleteInvoiceHold task includes the task and rule settings for routing incomplete invoices. Task settings
include assignment, routing, expiration, and escalation policies. Rules settings include routing, modification, and substitution rules.

Predefined Incomplete Invoice Routing Rule

[Modified]The FinApIncompleteInvoiceHold task includes a rule set called IncompleteInvoiceRuleSet. This rule set includes a rule
called JobRoleAssignmentRule. This rule is preconfigured to route incomplete invoices to users with the Accounts Payable Specialist
and Accounts Payable Supervisor job roles.
The following table lists the predefined settings for the rule JobRoleAssignmentRule.

Field Value Description

Condition 1 is 1 To use other invoice attributes, select from the condition

browser.

List Builder Resource Determines the resource to which the invoice is routed.

Response Type Required Indicates that the routing notification requires a response.

Participants Users: null, Identifies the participant to whom the invoice is routed.
Groups:
"AP_ACCOUNTS_PAYABLE_SPECIALIST_JOB,
AP_ACCOUNTS_PAYABLE_SUPERVISOR_JOB",
Application Role: null

Rule Name "JobRoleAssignmentRule" Identifies the approval reason to display in the approval history
diagram.

Note
In Release 8, the task to define the incomplete invoice routing rule is called
FinApHoldApproval and the rule set is InvoiceHoldApproversRuleset. The condition of
JobRoleAssignmentRule is FinApHoldApprovalPayloadType.holdName is "Incomplete invoice".

Modify Existing Routing Rule

Rule sets are a collection of related rules. To modify the existing routing rule sets:
1. On the Rules tab, select the rule set to modify.
2. Click the Edit task icon in the Tasks to be configured pane.
3. Add, modify, or delete the rules for the rule set.

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 4. Click the Save icon in the Tasks to be configured pane to save the changes.

5. Click the Commit task icon in the Tasks to be configured pane to activate the changes.

To undo changes, click the Reset icon.

Here’s an example of how to modify a rule set to route incomplete invoices to a specific user group, starting from the Task Configuration
page in the BPM Worklist:
1. Select the FinApIncompleteInvoiceHold task.
2. Click the Edit task icon to edit the rule.
3. Select the Assignees tab.
4. Click SoaOLabel.IncompleteInvoiceRectifier.
5. Click on the business rule IncompleteInvoiceRuleSet.

6. Click on the Expand icon to expand the existing JobRoleAssignmentRule.

7. Click on the Search icon next to the Groups field.

8. Search for the group that you want to use.

9. Click the radio button to select the group.
10. Click OK in the Identity Browser window.

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 11. Validate the rule to ensure that there are no errors in the rule definition.
12. Save and commit the task to ensure that the new rule is functional.

Add New Condition to Existing Routing Rule

To define a condition:
1. Select a value from the list of values in the left-most condition field in the IF section. The Condition Browser window appears.
2. In the Condition Browser window, open a view object (folder).
3. Select the attribute to use as criteria.
You can also add multiple conditions to existing routing rules. Here’s an example of how to route invoices classified as Urgent using
Routing Attribute 1, starting from the Overview page in the BPM Worklist:
1. Select the FinApIncompleteInvoiceHold task.
2. Click the Edit task icon to edit the rule.
3. Select the Assignees tab.
4. Click SoaOLabel. IncompleteInvoiceRectifier.
5. Click on the business rule IncompleteInvoiceRuleSet.

6. Click on the Expand icon to expand the existing JobRoleAssignmentRule.

7. Click the Left Value search icon to open the Condition Browser window.

8. In the Condition Browser window, search for RoutingAttribute1.

9. Drill down from the Task folder to find RoutingAttribute1, select it and click OK.

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 10. Click on the Right Value search icon to open the Condition Browser window.

11. Check the Constant check box in the bottom of the Condition Browser window.
12. Enter the value Urgent, then click OK.
13. Validate the rule to ensure that there are no errors in the rule definition.
14. Save and commit the task to ensure that the new rule is functional.

How to Access WebCenter Image Process Management

1. Sign in to WebCenter Image Process Management by using the Payables user account, which is the account with the
Account Payables Specialist, Account Payables Supervisor, or Account Payable Manager predefined job role. Here’s an
example of an access link: https://xxxx-test.fs.us2.oraclecloud.com/imaging/faces/Pages/Welcome.jspx , where xxxx is the
name of your cloud service instance.
2. Click the Payables Invoice Search task.
3. Enter search criteria and click Search.
4. Check if the invoice is present in the search results.

Attributes Recognized by Invoice Imaging

The invoice imaging solution is configured to recognize the following invoice attributes:

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Level Attributes

Invoice header Invoice type

Business unit
Identifying purchase order number
Invoice number
Invoice date
Supplier
Supplier site
Invoice currency
Invoice amount
Freight amount
Routing attributes 1 to 5

Invoice line Line number

Purchase order number
Purchase order line
Purchase order schedule
Item description
Invoiced quantity
Unit of measure
Unit price
Line amount

In addition, the default configuration:

 Determines the purchase order lines that individual invoice lines should be matched to.
 Prorates freight to all item lines.
 Calculates tax based on Oracle Fusion Tax setups, not on the tax codes and amount specified on the invoice image.

Routing Attributes 1 to 5
The imaging solution can support up to five attributes in an e-mail subject, which can be recorded on the invoice or used to route the
incomplete invoices to accounts payable personnel for review and completion. Use the underscore (_) as a separator to indicate the
start of routing attribute information. Each attribute can contain up to 40 characters by default.
For example, if you have a specific business requirement to record categories on the invoice, such as invoice priority, supplier category,
manufacturing plant number, storage bin number, and processing queue, you can specify the categories in the e-mail subject.
This table lists the categories, their possible values, and how they are mapped to Routing Attributes 1 to 5.

Routing Attribute Category Value

Routing Attribute 1 Invoice priority Regular, Urgent

Routing Attribute 2 Supplier category Regular, Supply chain related

Routing Attribute 3 Manufacturing plant number Plant-1, Plant-2, Plant-3

Routing Attribute 4 Storage bin number Bin#1, Bin#2, Bin#3

Routing Attribute 5 Processing queue Section1, Section2, Section3

A supplier sends an invoice with the e-mail subject: Invoice-1234 attached. The imaging specialist reviews the e-mail and provides
additional routing information in the e-mail subject. The revised e-mail subject is: Invoice-1234 attached_Urgent_Supply chain
related_Plant-1_Bin#1_Section1.
You can also use routing attribute 1 to manually record the business unit if your supplier sites have multiple business unit assignments.
For details on defaulting business unit based on routing attribute 1, see Business Unit Defaulting.

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Oracle Integrated Invoice Imaging Guide

June 2015

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