Oracle Integrated Invoice Imaging Guide

JUNE 2016
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 Infotile 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 e-mail accounts (one for each pod) within 20 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 under the Scanned Infotile 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 Infotile 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. Every user needs to have a default business unit
set 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:
 Single page invoices in an attachment, insert a blank page between invoices.

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  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.

Can I include supporting documents with an invoice?

» Yes. You can add supporting documents to an invoice. Optionally, to ignore the supporting documents during data
recognition, you can separate the invoice and supporting documents with a designated separator page.

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 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 setting is 3 characters + 6 digits. Ex: ABC123456.
» Do not use ‘PO’ or ‘NO’ as part of the PO naming convention because they are system reserved words and cannot be
recognized by the application.

I have invoices that include multiple purchase order numbers. Why aren’t the invoice lines matching to the
purchase orders?
» Make sure each line of the invoice references it’s respective Purchase Order so that the relevant PO number is reflected on
each invoice line. If the invoice line does not have a PO number, it will not be matched.
» Log a service request to ask support to enable multiple PO recognition.

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 4.

What if I want to route incomplete invoices based on attributes not specified in the invoice?
» The application provides 4 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 4.

I sent a PDF invoice, so why do I see a TIFF format attachment in the application?

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» 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 the user corrects the invalid or missing data, the
invoice with a status of Not validated or Needs revalidation appears in the Scanned Infotile for all users based on their
business unit security.
» Users with Accounts Payable supervisor and Accounts Payable manager job role can see all the scanned invoices. They
are categorized into the following aging buckets: 0-7 days, 8-14 days, and 15+ days.

Why can’t I delete invoice lines from some of the scanned invoices?
» If the invoice has a status of Incomplete, you can delete the line by selecting it and clicking Delete. If the invoice has a
status of Not validated, you cannot delete an invoice line by default because tax is calculated. You can follow the
instructions to disable tax calculation during import process or you can cancel the line.

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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 tasks icon to open the panel drawer.

3. Click on Import Invoices.

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

5. Click Advanced.

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

Note
System requires an end date so make sure it is far enough out.
In the Test phase, to import the invoices immediately for testing, you can submit the process
Immediately buy selecting As soon as possible.

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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 Search icon.

3. Click on the Name link to open the Manage Administrator Profile Values page.

4. In the Profile Option Code field, enter DEFAULT_ORG_ID (case sensitive) and click Search.
5. In the Search Results: Profile Options section, click the DEFAULT_ORG_ID row.
6. In the DEFAULT_ORG_ID: Profile Values section, click the New button to add a row.

7. 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.

8. Repeat steps 6 and 7 to set up a default business unit for all of the users that process invoices.
9. Click Save and Close when you have completed the setup for all users.

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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 landing page.
2. Search for the Manage Payables Lookups task.
3. Click the Name link to open the Manage Payables Lookups page.

4. In the Lookup Type field, enter ORA_IMAGING_ROUTING_ATTRIBUTES and click Search.

5. In the Financials Generic Lookup Type section, select the check box in the Enabled column for the
ORA_BUSINESS_UNIT lookup code.

6. Click Save and the setup is complete.

7. 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.

8. If you don’t know the business unit ID, you can find the ID using the Manage Business Unit task under Financials
Setup.

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How to Disable Tax Calculation during Scanned Invoices Import Process
By default, tax is calculated during the scanned invoices import process. When a scanned invoice is imported with no
exception, because tax is calculated, the invoice lines cannot be deleted. Follow these steps to disable the automatic tax
calculation during scanned invoice import process:
1. Sign in to the application and navigate to the Setup and Maintenance work area.
2. Search for Manage Profile Options and create the new profile option task.

3. Create the AP_IMAGING_DISABLE_TAX (case sensitive) profile option with the following information, click Save
and Close.
Profile Option Code: AP_IMAGING_DISABLE_TAX
Profile Display Name: Disable Imaging Tax Calculation
Application: Payables
Module: Payables
Description: Disable auto calculate tax for imaging invoices
Start Date: 1/1/01 (you can specify another preferred start date)

4. Check the Enabled and Updateable checkbox at Site level, click Save and Close.

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 5. Search for the Manage Administrator Profile Values task.
6. In the Profile Option Code field, enter AP_IMAGING_DISABLE_TAX (case sensitive) and click Search.

7. In the Search Results: Profile Options section, click the AP_IMAGING_DISABLE_TAX row.
8. In the AP_IMAGING_DISABLE_TAX: Profile Values section, click the New button to add a row.

9. Select the Profile Level of Site, enter ‘Y’ in the Profile Value field.

10. Click Save and Close to complete the setup.

Configuration of Routing Rules

An incomplete invoice is an invoice created from an invoice image that has invalid or missing data. By default, incomplete
invoices are routed to all users with the Accounts Payable Specialist and Accounts Payables Supervisor job roles for review
and completion. For Accounts Payables supervisor and manager, these incomplete invoices appear on the Scanned Infotile
and are grouped by creation date.
If you need to route incomplete invoices based on other rules, you can modify the routing rule or add new routing 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. Then the user can directly search for Manage Task Configurations for Financials task through
the search pane on the Setup and Maintenance landing page.

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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

The FinApIncompleteInvoiceHold task includes a rule set called IncompleteInvoiceRuleSetThis 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 Groups: Identifies the participant to whom the invoice is routed.

"AP_ACCOUNTS_PAYABLE_SPECIALIST_JOB,
AP_ACCOUNTS_PAYABLE_SUPERVISOR_JOB",

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

Modify Existing Routing Rule

Rule sets are a collection of related rules. To modify the existing routing rule sets:
1. On the Assignees 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.
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 IncompleteInvoicePayablesUser.
5. Click on the business rule IncompleteInvoiceRuleSet.

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 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.

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.

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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 IncompleteInvoicePayablesUser.
5. Click on the business rule IncompleteInvoiceRuleSet.

Click on the Expand icon to expand the existing JobRoleAssignmentRule.

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

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

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

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 9. Click on the Right Value search icon to open the Condition Browser window
10. Check the Constant check box in the bottom of the Condition Browser window.
11. Enter the value Urgent, then click OK.
12. Validate the rule to ensure that there are no errors in the rule definition.
13. 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.

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Attributes Recognized by Invoice Imaging
The invoice imaging solution is configured to recognize the following invoice attributes:

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 4

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 4
The imaging solution can support up to four 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, 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 4.

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

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.

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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 2016

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