Workflows

Mapping Information

Name

In the Name field, enter a unique name for this workflow mapping.

This is a required field.

OCR Engine Name

Use the OCR Engine Name field dropdown to select the engine. This identifies which engine is being used to drive the OCR functionality.

This is a required field.

Workflow

In the Workflow field dropdown, select any of the available workflow templates.

This is a required field.

Document Type

In the Document Type field dropdown, select the appropriate document type. Selecting AP Invoice will populate the Optional Input List with a list of entry fields displaying on the Invoice Entry page. All other document types will populate the Optional Input List with the index types appropriate for the selected document type.

Active

The Active check box is selected by default. If this mapping is not active, click to remove the checkmark. There is no way to delete the mapping.

Invoice Processing

Process

Use the Process field dropdown to identify the process.

Use Invoice Entry

Select this field dropdown to OCR invoice documents through Invoice Entry.

Index Only

Select this field dropdown to OCR invoice documents and index them into the system instead of having them move through Invoice Entry.

Note:  The Vault field does not display with this process option is selected.

Vault

Use the Vault field dropdown to select the appropriate vault.

Note:  This field does not display when Index Only is selected from the Process field dropdown.

Detail Inputs

The fields that display in this grid are based on the list you selected from the Document Type field dropdown.

Invoice Field

This column is populated based on the fields you select from the Optional Input List. The fields displaying in the Optional Input List reflect the document type you selected from the Document Type field dropdown.

Workflow Field

A dropdown list of all OCR fields for the selected workflow displays in this column. Use the dropdown to assign the Capture field to the index or invoice field in Sage Intacct Paperless.

Default Value

You can enter any free form value here to provide a static default value for the Index or Invoice field. No Workflow OCR should be selected and if so, it will be overwritten by this default. Entries displaying here are hard coded.

Required

If a check box is selected in this column, on return from OCR, a value must be populated in this column through OCR or Sage Intacct Paperless backfills for the document to save. If any field is missing, the document will remain in the queue to be processed manually. As non-invoice documents return from OCR, backfills are automatically run so this functionality can be used to prevent saving a document into the system that did not backfill successfully.

QuickList

You can select a quicklist to automatically open when the invoice is first accessed. In the field dropdown, you can select from either the PO Lookup or the Subcontract Lookup. If a value has been captured by OCR, the quicklist will display the appropriate commitment lines and pre-select all to facilitate quickly adding the commitment to your invoice.

For any commitment (subcontract or purchase order), if the invoice total captured by OCR equals the commitment total, then the commitment lines will be systematically added and invoice auto-routed.

Note:  If PO lines are added but missing the PO line number, OCR logic will determine the PO line number based on an exact unique match on the Material/Inventory Item field.