Fakturaskanning

Fremgangsmåte

Skanningsfunksjonen finnes i Økonomi: Leverandørsfakturaer. Hvis dere må legge dataopplysningene inn selve, bruk Manuell registrering. Fakturaene kan sendes inn til tolking på tre forskjellige måter:

Den enkleste og derfor anbefalte måten er å sende fakturaene med e-post, med forskjellige e-postadresser for hvert av deres selskaber. Kontakt Kalin Setterberg for å få deres adresse.

Fakturaene i mailen må være i Pdf-format og ha en resolusjon på mist 300 dpi. I en e-postmelding kan kun en pdf være tilføyet. Dersom Pdf:en består av flere fakturaer, må de splittes opp i individuelle filer. Det er mulig å sende flere individuelle filer i en mail, men mailen får ikke inneholde andre ting som logoer, linker, signaturer etc.

The procedure is fully automatised, e-mail with exceptions are stuck in the manual check, which delays the procedure.

It is also possible to upload the invoices directly to Marathon with the functions Scanning or Direct import.

Scanning:

Select SCANNING, then IMPORT. Select the invoices to be imported.

The imported invoices are shown on the left side with one image per page. Use the check boxes next to the image to send it for interpretation. When checked, they are also numbered.

The invoices can then be sent in as separate invoices or as a multi-paged invoice. SAVE sends the selected invoices as a multi-paged invoice where the numbers indicate pages. SAVE SEPARATE sends the selected invoices as separate invoices.

Direct import:

Select DIRECT IMPORT. Select the files that shall be sent for interpretation, press thereafter OK.

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.

The OK column:

In this column you will see the results of different check-ups, i.e. with the supplier register. The check ups-are:

1. Check if supplier is missing

2. Check if several suppliers match

3. Check if approver is missing

4. Check if invoice with same invoice number already exists

5. Check if there is VAT on a foreign supplier

6. OK (If OK, the invoice is ready for sending to approvers)

Other functions

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
Cancel	The selected row will be cancelled.
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.

Tab Errors/reminders

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. If you remove the check from ”Only active”, you will see all confirmed invoices.
Message	Write an internal message and if you want, notify your colleagues with it.