Invoice scanning

How to scan invoices

The scanning function is available in Accounting: Suppliers' invoices (If the user is entering the invoice data, Manual registration shall be used) There are three different ways to send invoices for interpretation:

One is to e-mail invoices to be interpreted with an email address for each company. Contact Kalin setterberg to get your address. This is the simplest way of sending the invoices, thus recommended.

“”The invoices in the mail has to be in PDF format and have a minimum resolution of 300 dpi. Only one PDF can be attached per e-mail. If the PDF consists of several invoices, they have to be split into individual files. It is possible to send several indicvidual files in one e-mail, but the mail has to be clean of any other thing such as links, signatures 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.