APFlow™ Module > Invoice Entry > Overall Screen Layout > APFlow™ Sidebar Overview

The Work In Process tab is the "work center" for the Processor. All the invoices processed by the Processor, but not yet exported, can be managed from this tab.

1.From the ribbon toolbar, click the APFlow™ tab.

2.Click Invoice Entry, InvoiceEntryicon-mh .

The APFlow™ sidebar on the far right of the screen displays similar to the following with the Unprocessed tab active:

APFlowSidebar-mh

3.Click the Work In Process tab.

The APFlow™ sidebar similar to the following displays with the Work In Process tab active:

APFlowSidebarwithtext-mh

4.In the User field, use the dropdown to select the user.

Note: The system remembers the last user. If that user is no longer valid, or this is the first time Invoice Entry is accessed, the name of the individual who logged in to Sage Paperless Construction will display in the User field.

To enter invoices for another processor as a proxy, use the dropdown and choose the Processor name from the list.

Any invoice entered into the APFlow™ system will have the "owner" marked as the Processor.
This Processor will handle the invoice from the point of entry to final approval, and possibly export it to the accounting system.
Processors have the ability to enter invoices as themselves or as any other processor for whom they have proxy rights. Refer to Proxy Users Tab.

5.In the top pane, the tree view displays the Processor’s invoices according to their current status.

Note: The number next to the status name is the count of invoices with that status.

6.Expand the tree view to display a list of the invoices, by vendor, with a specific status by clicking the (+) sign next to the status.

Once open, the tree view can be collapsed again by clicking the (-) sign.

7.Click on a document in the tree.

This document will display on the Sage Paperless Construction desktop to the left of the sidebar.

Invoice Statuses

Invoices can be in any of the following statuses:

Incomplete	These are invoices saved by the Processor before routing to Reviewers for approval.
Approved	These are invoices that are fully approved by all assigned reviewers and are eligible for export to the accounting system. Previously exported documents do not display.
Approval Alert	These are invoices that are fully approved by all assigned reviewers, but the Approval Alert check box was checked by one or more Reviewers. These invoices must be opened by the Processor and the Approval Alert check box must be manually unchecked before these invoices are eligible for export.
Pending	This is the initial status of a routed invoice. These are invoices assigned to one or more Reviewer who have not marked the invoices Approved.
Rejected	These are invoices that were rejected by a Reviewer for further action. When the Processor opens the invoice to read the notes entered by the reviewer, a dialog box will display after saving, asking if the invoice should be returned to the Reviewer. A Yes response will return the invoice to the Reviewer's Approve Invoices Pending folder. A No response will set the invoice status to Incomplete.
In Document Route	For companies with the optional DocRoute™ module, this gives the AP Processors the ability to route invoices to users outside of the APFlow™ work process. Invoices in this status are waiting for the person to whom it was routed to "release" the invoice back to the Processor. For example: A Processor routs the document to a purchasing agent to gather more information about receiving or the related purchase order. Invoices are set to this status if the Processor clicked DocRoute™ on the Invoice Entry screen and proceeded to route the invoice to another user.
Returned From Document Route	Invoices routed through the DocRoute™ system will be systematically set to this status when the user to whom the invoice was routed "releases" the invoice from their DocRoute™ inbox. Once the Processor opens an invoice with this status, the invoice is set to the appropriate status when saved ("Incomplete", "Pending", "Approved").

Reviewer Section

As invoices are selected in the tree view, the pane below the tree view list displays the following:

Reviewer	This is the individual to whom lines of invoices are routed.
Line	This is the invoice line number that was routed to the Reviewer.
Sequence	This is the reviewer sequence.
Status	This is the current status of that invoice line for that Reviewer. Processors can change the status for a Reviewer if they have Allow Processor Approval rights. To change the status of an invoice, the Processor clicks in the cell where the status displays. The cell displays a dropdown list from which the Processor can select the new status. If the status is changed, a note is automatically added to the invoice indicated the action taken by the Processor.
Color Coding Key	Blue = Pending; Red = Rejected; Orange = On Hold; Green = Approved.

Notes Section

ViewerWindowTrayNotestab-mh

As an invoice is selected in the tree view list, the notes associated with the selected invoice display in the Notes tab of the Viewer Window tray.
Notes can be viewed in either HTML or Plain Text, determined by the tab selected in the Notes tab.
To add a new note to the invoice, click Add Note, ViewerWindowTrayNotestabAddNoteicon-mh .

Functions

The following functions display when the Work In Process tab is active:

	Click to allow the Processor to add a new note to the currently selected invoice. A Document Notes dialog box similar to the following displays: Note: Text is entered in the lower text box. Previously entered text, which is not editable, will display in the upper text box.
	Click to access a Change AP Processor dialog box similar to the following: This function allows the Processor to "push" the currently selected invoice to a different Processor and/or to another queue in another vault.
	Click to access the Invoice Entry screen for the selected invoice. Note: The invoice can also be opened by double-clicking it in the tree view.
	Click to delete the currently selected invoice from the APFlow™ system. Processors must have Allow Processor Delete Invoice security access for this function to be active. A dialog box similar to the following will display to verify that the invoice data, the invoice document, or both should be deleted:
	Click to refresh the Work In Process tree view with the latest information.

Work In Process Tab

Work In Process Tab