Configure user level hot key settings

See Configure Invoice Entry Hot Keys for details.

Configure user level invoice entry settings

See Configure Invoice Entry Fields for details.

Pin form on top of all other forms

See Pin Form for details.

unlabeled

This is the change processor field.
Click to access the dropdown to change the processor when necessary.

Save

Click to save the current invoice.

Next Invoice

Click to save the current invoice and move to the next invoice in the Unprocessed queue.
This is only available when entering invoices from the Unprocessed tab of the APFlow™ sidebar.

Exit

Click to exit Invoice Entry.

New Line

For detailed information, click Invoice Entry - New Line.

Approve Invoice

Click Approve Invoice to approve the active invoice which bypasses routing the invoice for approval.

After clicking Approve Invoice, the following dialog displays:
 

 

Click Yes or No, as appropriate.

Route Invoice

Starts the routing process.

Check routing rules first to see people and sequencing.

If no routing rules, then the Route To Reviewers dialog is blank and the invoice needs to be routed manually.

Document Match

Click this icon to open the Match Documents dialog.

To read more about Document Matching, click here.

DocRoute™

Click this icon to open the Document Route Configuration dialog.

Routes an invoice with Processor notes in DocRoute™ into the DocRoute module.
The invoice status is In Document Route.
When the invoice is worked and released back to the APFlow module, the invoice status changes to Returned From Document Route.
The invoice displays in the APFlow sidebar.

On the Document Route Configuration dialog, notes can be added, and DocuSign can be selected.
Click Manage Groups to access the Manage Routing Rule Groups.

Export Invoice

Exports invoices into the bridged accounting system.

Procore Import Invoice

Procore integrates with the following accounting systems: Sage 100, Sage 300

From within the Invoice Entry screen, if the invoice is still in an Unprocessed status, click this icon to access the Import Invoice from Procore dialog.

Use this screen to reconcile your Procore Invoices with their Sage Paperless Construction statuses, check for processing errors that occurred during the auto import process or request an invoice that failed import to be reprocessed.

Important: A license for Procore is required. Click here for details on the Procore Integration.

Vendor History

Click this icon to open the Vendor Invoice History dialog.

 

 
There is a Filter text field where you can start to enter a vendor where you can start to enter an invoice to narrow the list.
Not only can you filter on the Invoice # column entries, but you can also filter on the Description column entries too.

Past invoices for the vendor display.

Click View Documents to open the old invoices in Sage Paperless Construction.

Processors can copy coding from lines on previously entered invoices to new lines on current invoices. In the Vendor Invoice History dialog, click to highlight the line(s) to copy.
These display in the Invoice Lines for Selected Invoice pane. To copy the selected lines, click Copy Line(s) Coding To Invoice.

Allocations

Once the Administrator sets up the allocation for reoccurring invoices, and the Processor accesses Invoice Entry for that invoice, the Allocations icon is visible in the toolbar.

The Allocations icon is only visible in the toolbar if allocations are supported and configured for the vault.

The icon is only enabled once lines can be added (by filling out the Vendor and Invoice Number fields).

For more information on Allocations, see Expense Allocation in Invoice Entry.

Add Vendor

This icon displays if the Administrator clicked Allow Processor Add Vendor in the General tab on the Manage APFlow screen to give the Processor permission.

Click this icon to add a new vendor that does not already exist in the bridged accounting system.

Not all systems support this functionality.

Manage Secondary Vendors

Click this icon to open the Manage Secondary Vendors dialog.

This creates a database list for reporting purposes.

Match Receipts

Click this icon to display the Match Receipts dialog similar to the following:

For detailed information on the Match Receipts options, click here.

Invoice Info

1.Click this icon to display additional information about the invoice and the vendor.
An Invoice Information dialog similar to the following displays:
 

 
Here the Reviewer can view information concerning the vendor, other Reviewers and the Processor who assigned the invoice.
This provides more information should the Reviewer need to contact the Processor or another Reviewer before approving the invoice.

2.Click Close.

Important: For this icon to be active, the invoice must be saved.

Approval Alert

These are invoices that are fully approved by all reviewers, but the Approval Alert check box was checked by one or more Reviewers. This requires that the Processor must open each of the marked invoices and manually uncheck the Approval Alert check box before the invoices are eligible for export.

Invoices marked with this flag display differently in Approve Invoices and the APFlow sidebar.
Usually designated by color coding.

Confidential Invoice

Changes the document type of the invoice to Confidential.
This is important because companies may have extra security for confidential invoices.

Do Not Pay

Takes the invoice out of routing without losing the information.

Lock Coding

Generally, Processors enter the available information on an invoice which typically is the header, and then send the invoice off to Reviewers to finish coding it.
There are occasions when Processors fully code the invoice and for whatever reason, do not want the line coding modified.
Lock Coding changes the lines section to read-only.

Lock Taxes

Instead of locking all line fields (Lock Coding), there may be times when those fields defined in each accounting system relating to taxes in Approve Invoices need to remain unchanged.
If those fields should not be modified, use this flag.
Note: This coding option only displays for accounting systems where there are tax fields to be locked.

Auto Fill Unallocated on New Line

If you click this check box, the next line you add to the invoice includes whatever unallocated monies remain. If you click this check box before you enter any lines, the first line of the invoice you enter includes the entire invoice total.

Status

The status indicator of the invoice systematically displays here.

For a new invoice, the status is Unknown.
For an invoice that is approved but not yet exported, the status is Incomplete.