Scanning of suppliers' and media invoices
Contents
How to scan cost invoices
The scanning function is available in Accounting: Suppliers' invoices. There are three different ways to send invoices for interpretation:
The first and most simple way is to send the invoices (PDF) to an e-mail address with this format: p.[COMPANY CODE].[CLIENT ID] . Note that the e-mail only can contain pdf files, nothing else. Links, signatures, etc. have to be removed before sending the mail. You can only send one invoice per file.
The second way is to use the function Scanning in Accounting/Suppliers' invoices, tab Preliminary entering
Click on Scanning. Import the files that shall be scanned. When they are imported, select which ones thatshall be sent for interpretation by checking the boxes beside the invoices. You can send the invoices as separate files with Save separate or in a common file with Save.
The third way is to use the function Direct import. Select the files that shall be sent for interpretation and click Ok.
The status of the scanned invoice is shown in a column in the Preliminary invoicing. When an invoice is sent to interpretation, its status is ”Sent” and when it returns to Marathon it is blank and ready to process.
Other functions in the Preliminary entering
| Open | Shows the interpreted invoive information | ||
|---|---|---|---|
| Send for approval | Sends a notification to the approver that they have invoices to approve. | Change approver | Possibility to change approver. |
| Change supplier | Possibility to change supplier or add a new one to the suppliers' list. | ||
| Cancel | The selected row will be cancelled. | ||
| Show invoice | Shows the invoice in pdf format. | ||
| Manual registration | Possibility to enter an invoice manually, without Kalin Setterberg's interpretation. | ||
| Message | Possibility to write a message directly on a row and also read earlier messages concerning the invoice. The message can also be sent as a notification to your colleagues. | ||
| Media invoice | The invoice is transformed to a media invoice and will be sent for interpretation in the media system. |
Status
The Preliminary entering tab has a column that shows the status of the scanned invoice
A record will be set up for each sent invoice in the Preliminary entering. The status will be ”Sent+todays date”. When the invoice has been returned after interpretation, the status field is blank and the invoice is ready for further handling.
This tab informs of possible reminders and invoices with errors. Reminders have status Reminder whereas other erroneous invoices have status Rejected.
Other functions
| Show | Shows the reminder/rejected invoice in pdf format |
|---|---|
| Confirm | Confirms that you have checked the reminder or the rejected invoice. The confirmed invoice will threafter be transferred to the watch list. |
| Message | Write an internal message and if you want, notify your colleagues with it. |
|}
How to scan media invoices
The scanning function is available in Media: Enter media invoices. There are three different ways to send invoices for interpretation:
The first and most simple way is to send the invoices (PDF) to an e-mail address with this format: p.[COMPANY CODE].[CLIENT ID] . Note that the e-mail only can contain pdf files, nothing else. Links, signatures, etc. have to be removed before sending the mail. You can only send one invoice per file.
The second way is to use the function Template:Skanning in Media/Enter media invoices, tab Preliminary entering.
Click on Scanning. Import the files that shall be scanned. When they are imported, select which ones thatshall be sent for interpretation by checking the boxes beside the invoices.
You can send the invoices as separate files with Save separate or in a common file with Save.
The third way is to use the function Direct import. Select the files that shall be sent for interpretation and click Ok.
The status of the scanned invoice is shown in a column in the Media list. When an invoice is sent to interpretation, its status is ”Sent” and when it returns to Marathon its status is shown in the OK column.
