Indexing Supporting Documents

Supporting documentation for a vendor’s invoice (Purchase Orders, Receiving Tickets, etc.) are usually generated or received by the company before the invoice reaches the AP Processor’s desk.
All supporting documentation should be indexed into the Sage Paperless Construction system so that during Invoice Entry, the related documents can be attached to the invoice before routing to the Reviewer(s) for approval. (Indexing Documents)

Capturing Invoice Documents in Queues

Invoice documents can be captured in many different forms (scanning, printing, email, or drag-n-drop).
AP Processors work their invoices from their various user queues.
Documents are gathered and assigned to the proper user queues. (Capturing Documents Overview)

Invoice Entry

This is where all pertinent invoice information, (i.e. Vendor id, invoice number, due date, amount), is entered, where associated documents are matched, and the invoice is routed to various reviewers. (Entering Invoices)

Document Matching

The Document Match screen, accessed through the Document Match icon on the Invoice Entry toolbar, is used to attach supporting documentation to the invoice to be routed to the reviewers. (Document Matching)

Invoice Routing/Approval

The invoice can be approved by the Processor or routed to various reviewers for their input and approval. (Invoice Routing)

Work in Process Queue

The Work in Progress queue shows the AP Processor the status of every invoice entered by or assigned to that Processor until exported.
Invoices requiring further action display in the Incomplete, Rejected, or Approval Alert folders.
All other invoices are visible in their respective Pending or Approved folders. (Work in Process)

Approve Invoices

Sage Paperless Construction users set up as APFlow™ Reviewers use the Approve Invoices module to view, code and approve the invoices routed to them by APFlow™ Processors. (Approve Invoices)

Exporting Approved Invoices

Once an invoice is approved by all associated Reviewers, a Processor with the proper access exports the invoice information into the accounting software. (Export Invoices)

Payment Manager

Payment Managers who want to review payments and invoices as well as supporting documentation for the checks they are signing, can use the Payment Manager module to review their payments, view the supporting documents and other associated data. (Payment Manager)