open text invoice capture center users guide 5.2

Invoice Capture CenterUser's Guide

Invoice Capture CenterUser's GuideRev.: V5.2 SR01 SP2 (2010-02-25)

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Invoice Capture Center User's Guide Contents • iii

Contents

Introduction 1

Validating Documents 2Overview..............................................................................................................................2Fields ...................................................................................................................................3Starting Validation................................................................................................................3Opening an Application ........................................................................................................4Opening Documents .............................................................................................................4Field Mode ...........................................................................................................................5Table Mode ..........................................................................................................................6Terminating Validation .........................................................................................................7Rejecting a Document...........................................................................................................7Correcting Documents Using the Mouse................................................................................8

Capturing Data Using Single Click Entry.................................................................8Capturing Adjacent Words Using the Mouse ...........................................................9Capturing a Text Block Using the Mouse...............................................................10Capturing Arbitrary Words Using the Mouse .........................................................10

Capturing Data Using the Keyboard ....................................................................................12Working with Table Fields..................................................................................................12

Adding Table Rows...............................................................................................13Deleting Table Rows.............................................................................................13

Changing Layout of the Validation Window........................................................................13Showing the Fields Above the Document...............................................................14Arranging the Fields in Several Columns...............................................................14Showing the Field Names Before or Above the Fields............................................14Switching to Table Mode ......................................................................................14

Changing User Interface Language......................................................................................15Controlling Document Presentation.....................................................................................15

Enlarging or Reducing the Document ....................................................................15Rotating the Document..........................................................................................15Adapting the Document to the Size of the Document View ....................................15

Keyboard Shortcuts.............................................................................................................16Field Specifications.............................................................................................................20

Fields for Invoice Header Data ..............................................................................20Fields for Invoice Item Data ..................................................................................21

Index 23

Invoice Capture Center User's Guide Introduction • 1

Introduction

Invoice Capture Center is a product that extends Open Text Vendor Invoice Management by automatic extraction and manual validation of invoice data.

Invoice Capture Center comprises a Recognition Cluster and several Validation Clients. The Recognition Cluster consists of a Server and optionally additional Recognition Nodes. The Recognition Cluster gets recognition jobs from SAP, fetches the corresponding invoice images from the archive, performs data extraction, and returns its results to SAP.

Depending on the configuration of Vendor Invoice Management, all or selected invoices then become available for validation at one of the Validation Clients:

After installation, Invoice Capture Center will be customized for the needs of your company by creating and configuring applications. An application processes invoices of a specified recipient country with some fixed parameters, e.g. archive document types. Often several applications for different types of invoices will be needed. When the applications have been developed and tested, they will be transferred to the SAP Production System and become available for Validation Clients.

When you start a Validation Client, you will have to log in to SAP first. When you have logged in successfully, the Validation Client will then check whether new applications or new versions of already existing applications are available and will download them, if necessary.

You must then open a suitable application comprising archive document types you are authorized to work on. Your system administrator will tell you which applications you may use. If you open an application you are not authorized for, the Validation Client won’t get any invoices for correction.

If no invoices are available for you, the Validation Client will show Waiting for Data. If your authorization comprises more than one application, you could switch to another application in this case.

2 • Validating Documents Invoice Capture Center User's Guide

Validating Documents

OverviewWith Invoice Capture Center, recognition results can be checked and corrected easily:

With this form you can check and capture image data conveniently and quickly. The form layout described below is the default layout. Arrangement and titles of the fields can be changed to suit individual requirements. In addition, the available fields depend on the country setting of the current application; in the above example, an application for USAmerican invoices has been opened. This is why the following description is of a generalized nature.

Invoice Capture Center User's Guide Validating Documents • 3

FieldsWith the Validation Client of Invoice Capture Center, you check, correct, or enter field values. The Fields view shows a list of all fields that are available for the recipient country of the current application and possibly additional fields added during customizing.

Some of the fields are optional. For an optional field, Invoice Capture Center doesn’t check whether it contains a value; Thus it can remain empty, e.g. if the respective field is not present on the current invoice.

Other fields are mandatory. A mandatory field will indicate an error (a yellow icon with an exclamation mark) as long as no value has been captured.

For some fields, e.g. for date and amount fields, the format of the value is checked. Such a field will indicate an error, if it contains an invalid value.

When you try to submit the invoice, as long as there is at least one erroneous field, you will be asked for confirmation.

Starting ValidationTo start Validation, click Validation in the Invoice Capture Center program group of the start menu, or double-click the ICC Validation shortcut on the desktop.

The SAP Login dialog is shown. If you already worked with Validation, the login data of the last session will be shown:

Select a system from the System drop-down list and enter user name and password.

The Language field does not take effect with this release; you can leave this field empty.

With a click on Check Login you can check whether the login data are valid for the specified SAP system.

Note: If the System drop-down list is empty, the system has not been configured completely. Please inform your system administrator.


As soon as login has completed successfully, the available applications will be imported from the SAP system. A progress bar will be shown until importing has completed:

Opening an ApplicationWhen you have just logged in, the Validation window will be empty. Before you can edit documents, you must open an application.

• Click the Invoice Capture Center button in the top left corner of the program window.

• Select Open Application to show a list of all available applications.

• Click the respective application.

Opening DocumentsTo open a document, click Open in the Validation group of the Application tab.

If you have just completed validation of a document you can click on Submit+Open instead. This will submit the current document, and open the next document.

While Validation tries do download a document from SAP, the program window will show Waiting for data.

If no data are available, you may want to exit or to switch to another application. In this case click Stop on the program window. Afterwards click the Invoice Capture Center button in the top left corner of the program window, and then click Close Application. Afterwards you can terminate the program or open another application.

As soon as a document could be fetched from SAP, it will be shown in field mode layout.


Field ModeWhen you open a document, the fields and the document image are shown in field mode layout:

The above example shows the default layout:

• The Fields view is shown on the left side arranging the fields in two columns.

• The Image view displaying the current page of the document is shown at the center.

• Thumbnails of all document pages are displayed at the right border.

The View group of the Application tab permits to modify the layout. E.g. you can arrange the fields in a different number of columns, or show the fields above the document image.

All fields are always highlighted with a background color:

• Green: data are correct and do not require correction, or the field is optional.

• Red: data are incorrect and need to be corrected; an error message will appear at the bottom of the Fieldsview.


Fields that need to be corrected show a yellow symbol with an exclamation mark. You must correct all these fields before you can submit the document.

If you click Submit or Submit+Open while there are still erroneous fields showing the yellow symbol with an exclamation mark, the Validation Client will ask for confirmation.

The Image view displays the current page of the invoice. Image details can be inspected exactly and easily using the zoom function.

To correct the invoice line items, you should switch to Table mode using the F8 function key.

Table ModeTo correct the invoice line items, you should switch to Table mode using the F8 function key. In this mode, the table field with its rows and columns is shown above the document page:

You can capture data and navigate through the table cells in the same way as in Field mode.

To insert a table row above or below a certain row, you can click on one of the green plus signs preceding the respective row. You can also select a row and use CTRL+N or CTRL+M to insert a row above or below the selected row, or use the buttons in the Invoice Items group of the Application tab.


Terminating ValidationIf you want to terminate working, use Submit when you have finished validating the current document. The document will be submitted without opening a new document. You can then terminate Validation by clicking Exit on the application menu.

If you have to terminate immediately and can’t completely validate the current document, click Cancel in the Validation group. The current document will then be closed. Changes you already made will be discarded, and the document will again be available for validation.

Rejecting a DocumentIf you detect that the current document can’t be processed, e.g. because image quality is so bad that you can’t decipher the field values, or because some invalid document that is not an invoice or credit memo was scanned erroneously, click Reject in the Validation group.

The Enter Reject Reason dialog opens were you can enter a description of the problem. If you already have rejected documents, the descriptions you entered earlier will be available in a drop-down list:

When you confirm the dialog, the document will be submitted together with an error code and the description you entered so that the administrator can take the appropriate action.


Correcting Documents Using the Mouse

Capturing Data Using Single Click EntryWith Invoice Capture Center, you can use Single Click Entry, the patented Open Text technology, to capture data very fast and comfortably with the mouse. In most cases, you can capture a data field with a single mouse click.

When the mouse cursor hovers over the document image, it carries a tool tip showing the name of the currently selected field:

If the field already contains a value, the current value is also shown. If the location of the value is known, the area is highlighted in light-orange color:

As soon as the mouse hovers over text, the tool tip will show the recognition result that could now be captured. At the same time, the corresponding area on the document becomes highlighted in light-red color:

A single mouse click will now capture the selected text and switch to the next erroneous field, i.e. the next field showing a yellow warning icon with an exclamation mark.

If the current field already contains the correct result, select another field by clicking on it in the Fields view. Take care, not to click onto the document in this case because that would either capture a value, or delete the field value.

If the text shown in the tool tip is not correct, capture it nevertheless, then select the respective field, correct the value using the keyboard, and use Enter to switch to the next erroneous field.

In special cases, you will need additional methods:


• If only a part of the value is shown in the tool tip, you can mark adjacent words and capture the complete string.

• To capture a block of text consisting of several lines, you can use Zone-and-Capture to mark and capture a text block.

• You can even mark and capture arbitrary words at different locations on the document using Multi-Selection.

Capturing Adjacent Words Using the MouseSometimes you will have to capture text into a field whose parts are separated by some space. The tool tip will only show a part of the desired field value in this case. In the following example, street number and street name should be entered into a field Street Line. But the tool tip will only show a part of the string that has to be captured:

To capture adjacent strings, position the mouse over the first string, and hold the left mouse button pressed while you move the mouse over the strings that should be captured. The tool tip will show all the strings you touched with the mouse. In our example, point to 999 and draw the mouse over Madison to Avenue holding the mouse button pressed; the tool tip then shows the complete street line:

Releasing the mouse button will now enter the value and switch to the next field.

Tip: If you marked the wrong text by mistake, click ESC while you keep the mouse button pressed. This will remove the selection. When you now release the mouse button, the field value will not change and the field will stay selected.


Capturing a Text Block Using the MouseSometimes you have to capture a complete block of text stretching across several lines. In the following example, an address should be captured into a field Recipient.

In this case you can draw a rectangle around the text that shall be captured. Position the mouse above and to the left of the text block and draw a rectangle while you keep the mouse button pressed. The text within the rectangle becomes marked and is shown in the tool tip:


Tip: If you marked the wrong text by mistake, click ESC while you keep the mouse button pressed. This will remove the selection. When you now release the mouse button, the field value will not change and the field will stay selected.

Capturing Arbitrary Words Using the MouseSometimes you may have to capture text that comes from different locations on the document. In the following example, we assume that only name and city should be captured for a field Recipient while street line and zip code should be omitted:

In this case, use Multi-Selection: keep the SHIFT button pressed, point to the first string and click the mouse button. The string appears in the tool tip and the mouse cursor changes to a plus symbol:

Now keep the SHIFT button pressed, and click on all strings you want to add to the field value. In our example we would click on the words Care, Life, Insurance, New and York. The example would then look as follows:



Tip: If you marked the wrong text by mistake, click ESC while you keep the mouse button pressed. This will remove the selection. When you now release the mouse button, the field value will not change and the field will stay selected. Before you can again use this feature, you must release the SHIFT button temporarily.


Capturing Data Using the KeyboardWith Invoice Capture Center you can easily and comfortably capture data using the mouse, but it is also possible to use the keyboard.

For normal text fields, just enter the field value and confirm with ENTER. This will switch to the next erroneous field.

To switch to the next neighboring field, use TAB. To switch to the previous neighboring field, use SHIFT+TAB.

All fields that are empty but mandatory, and all fields that have invalid contents, are in error state and are marked with a warning icon. If a field is in error state, it is also highlighted with red background color.

For a combo box, you can navigate through the list of values with the UP and DOWN arrow keys.

If the selected field is a check box field, you can mark or unmark it using the space-bar.

When you leave the last field, the Submit button becomes selected so that you can submit the data using CTRL+S.

Working with Table FieldsTo validate table fields - e.g. the invoice items table - comfortably, you should switch to table mode. In this mode, only table fields are displayed, and they will be shown above the document.

To switch to table mode, use the F8 function key, or set Layout to Table in the View group of the Applicationtab.

For a table field, a table header shows the names of all table columns. The table header may be followed by table rows. Each table row shows fields – called table cells – for all table columns.

You can capture table cells and navigate within the rows and cells of a table in the same way as for normal fields of a document.

You can also add, insert, or delete table rows as needed.


Adding Table RowsTo append a row at the end of a table,

• click the plus sign preceding the table header, or

• click the plus sign preceding the last table row, or

• click Append row in the Invoice Items group of the Application tab.

To insert a row above a selected table row,

• click the upper plus sign preceding the selected row,

• click Add row above in the Invoice Items group of the Application tab, or

• use CTRL+N.

To insert a row below a selected table row,

• click the lower plus sign preceding the selected row,

• click Add row below in the Invoice Items group of the Application tab, or

• use CTRL+M.

Deleting Table RowsTo delete a table row,

• click the red cross preceding the respective row, or

• select the row, and click Delete row in the Invoice Items group of the Application tab.

To delete all rows of a table,

• click the red cross preceding the header row of the table, or

• click Delete all rows in the Invoice Items group of the Application tab.

Before all rows of a table are deleted, a dialog will ask for confirmation.

Changing Layout of the Validation WindowIn default layout, the program window shows the Fields view on the left side, and the document image on the right side. Thumbnails of all document pages are always shown at the right border of the program window.

As default, the fields are shown in a single column where the field names stand above the respective fields.

Using the View group in the Application tab you can

• show the fields above the document,

• arrange the fields in more than one column,

• show the field names before the respective fields, or

• switch to table mode showing table fields above the document.


Showing the Fields Above the DocumentIn default layout, the fields are shown on the left side of the document. To show the fields above the document, use the F7 function key, or go to the View group of the Application tab and from Layout select Horizontal.To return to the default layout, click the F6 function key, or from Layout select Vertical.

Arranging the Fields in Several ColumnsIn the Fields view, the fields can be arranged in a single column or in several columns. To change the layout of the view, go to the View group of the Application tab and set Columns to the desired number of columns.

Showing the Field Names Before or Above the FieldsIn default layout, the field names are shown above the respective fields in the Fields view. To change field representation, go to the View group of the Application tab and set Field Names to Above or In Front, as desired.

Switching to Table ModeIn default layout, all fields are shown on the left side of the document. For validation of table fields, you can switch to table mode where only table fields are shown above the document.

To switch to table mode, click the F8 function key, or go to the View group of the Application tab, and from Layout select Table.

To return to a layout where all fields are shown, click the F6 function key to show all fields on the left side, or the F7function key to show them above the document, or from Layout select Vertical or Horizontal, respectively.


Changing User Interface LanguageThe Validation Client of Invoice Capture Center supports several user interface languages. After Invoice Capture Center has been installed, the Validation user interface will be shown in the language of the operating system or in English if no suitable language could be found.

To change the interface language, click the Invoice Capture Center button in the top left corner of the program window, and then click ICC Settings. The ICC Settings dialog opens. There click the desired language in the drop-down list.

Controlling Document PresentationThe Image view shows a toolbar below the document. You can use this toolbar to

• enlarge or reduce the document,

• rotate the document, or

• adapt the document to the view.

Enlarging or Reducing the DocumentTo enlarge or reduce the document, click Zoom-in or Zoom-out on the toolbar shown below the document.

Alternatively you can use the mouse. To enlarge or reduce the document, turn the mouse wheel forwards or backwards while you hold the SHIFT key pressed.

Rotating the DocumentIf the document is not shown in upright position, you can rotate it as needed. Just click on Rotate left or Rotate right on the toolbar shown below the document.

Adapting the Document to the Size of the Document ViewTo adapt the document to the size of the document view, use the toolbar shown below the document or the buttons in the Image group of the Application tab.

• To show the whole page, click Fit to window.

• To adapt presentation to the width of the document view, click Fit to width.

• To adapt presentation to the height of the document view, click Fit to height.


Keyboard ShortcutsTo make navigation fast and efficient, function keys and key combinations are available for many functions as described in the tables below.

Global

Key combination DescriptionCTRL + P Open documentCTRL + S Submit document

Navigation

Key combination DescriptionTAB Next fieldRETURN Next erroneous fieldSHIFT + TAB Previous fieldSHIFT + RETURN Previous erroneous field…within a fieldPOS1 Move cursor to the start of the fieldEND Move cursor to the end of the fieldRIGHT Move cursor one character to the rightLEFT Move cursor one character to the left

…within a tableTAB Next element in the tableRETURN Next erroneous element in the tableSHIFT + TAB Previous element in the tableSHIFT + RETURN Previous erroneous element in the tableDELETE Delete selection


Edit Table

Key combination DescriptionCTRL + N Insert a row above the current rowCTRL + W Insert a row below the current rowCTRL + M Add row at the end of the tableCTRL + D Delete the current rowCTRL + T Delete all rows

Image View

These function keys do only work if the Image view has the keyboard focus. Click on the image, if necessary.

Key combination DescriptionCTRL + PLUS SIGN (num. keypad)

Zoom in

CTRL + MINUS SIGN (num. keypad)

Zoom out

CTRL + 3 (num. keypad) Fast scroll downCTRL + 9 (num. keypad) Fast scroll upCTRL + 7 (num. keypad) Go to top left cornerCTRL + 1 (num. keypad) Go to bottom right corner

Layout

Key combination DescriptionF6 Switch to Vertical mode showing the fields to the left of the document

image.F7 Switch to Horizontal mode showing the fields above the document

image.F8 Switch to Table mode.


Windows Shortcuts

Key combination DescriptionCTRL+C Copy.CTRL+X Cut.CTRL+V Paste.DELETE Delete.CTRL+RIGHT ARROW Move the insertion point to the beginning of the next word.CTRL+LEFT ARROW Move the insertion point to the beginning of the previous word.CTRL+A Select all.ALT+F4 Close the active item.ALT+SPACEBAR Opens the shortcut menu for the active window.SHIFT+F10 Display the shortcut menu for the selected item.ALT Display the letters of available commands in the ribbon.CTRL+TAB Move forward through tabs.CTRL+SHIFT+TAB Move backward through tabs.TAB Move forward through options.SHIFT+TAB Move backward through options.SPACEBAR Select or clear the check box if the active option is a check box.END Display the bottom of the active window.HOME Display the top of the active window.

Accessibility - Invoice Capture Center Menu:

Key combination DescriptionALT – F – O - … Opens the Invoice Capture Center menu. To open an application, then

press the respective character. Ask system administrator which letters are assigned to the available applications.

ALT – F – C Closes the current application.ALT – F – A Opens the Info dialog box showing version and copyright

information.ALT – F – P Opens the ICC Options dialog where you can specify the user

interface language.ALT – F – X Terminates the program.


Accessibility – Application Tab:

Key combination DescriptionALT – A – O Opens the next document.ALT – A – B – 1 Submits the current document.ALT – A – M Submits the current document and opens the next document.ALT – A – N Cancels the current document.ALT – A – W Adds a row above the current row in table mode.ALT – A – L Deletes the current row in table mode.ALT – A – B – 2 Adds a row below the current row in table mode.ALT – A – B – 3 Adds a row to the end of the table in table mode.ALT – A – B – 4 Deletes all rows in table mode.ALT – A – F Adapts the document image so that the complete page is shown.ALT – A – I Adapts the document image to the width of the Image view.ALT – A – H Adapts the document image to the height of the Image view.

ALT – A – Z Zoom in.ALT – A – B – 5 Zoom out.ALT – A – B – 6 Rotate image left.ALT – A – G Rotate image right.ALT – A - : Activates the Layout option. Use the UP or DOWN key to select the

desired value and confirm with ENTER.ALT – A – C – 2 Activates the Columns option. Use the UP or DOWN key to

increase or decrease the number of columns and confirm with ENTER.

ALT – A – C – 3 Activates the Field names option. Use the UP or DOWN key to select the desired value and confirm with ENTER.


Field Specifications

Fields for Invoice Header DataThe following table shows all invoice header fields supported by Invoice Capture Center. For some fields, it depends on the country setting of the application whether they will be shown. In addition, some optional fields are available that are not shown in default configuration; these optional fields can be added by customizing.

Field Name Description

Vendor Number This field displays the supplier number. It is derived from downloaded vendor master data.

Vendor VAT Number European VAT number. This field is not available with country setting USA.

Vendor Tax Number National tax number. This field is not available with country setting USA.

Remit to … These fields are only available with country setting USA.

Requester Email Email address.

Ship to … These fields are only available with country setting USA.

Reference Number Invoice Number. This is a mandatory field.

Document Date Invoice date.

PO Number Purchase order number. The value is checked for standard SAP order numbers (42XXXXXXXX, 45XXXXXXXX, 48XXXXXXXX, 51XXXXXXXX, 54XXXXXXXX, 55XXXXXXXX).

Net Amount This is a mandatory field. It is used to check the different amount values and the tax rate against one another.

Gross Amount The validity of the amount is checked against the sum of the other amount values. This is a mandatory field.

Tax Rate This is a mandatory field.

Total Tax Amount This field is only shown with country setting USA where it is a mandatory field.

VAT Amount Value-added tax amount. The field is shown for all country settings except USA. This is a mandatory field.

Currency The field displays the currency in 3-letter ISO format. When typical currency symbols or names are captured, they will automatically be converted. E.g. if you enter ‘$’ or ‘dollar’, the field will show ‘USD’.

ISR Number. Swiss payment reference number. Special format with check digit. Only shown with country setting Switzerland where it is a mandatory field.

Credit Memo This field is used to indicate credit memos in contrast to invoices. For invoices, the field remains empty. For a credit note, enter the letter ‘c’ .


Field Name Description

Supply Date This is an optional field. It will be displayed only if configuration has been modified accordingly.

Freight Amount Amount value. This is an optional field. It will be displayed only if configuration has been modified accordingly.

Handling Charges Amount value. This is an optional field. It will be displayed only if configuration has been modified accordingly.

Invoice items To correct the line item data, you should switch to Table mode using F8.

Note: In the table shown above, country setting refers to the country setting of the current application, not to the language setting of Validation. Therefore, if for example the application is configured for processing of Swiss invoices, the field ISR Number will be displayed independently of the language setting of Validation.

Fields for Invoice Item DataThe following table shows all invoice item columns supported by Invoice Capture Center.

Field name Description

PO Line Number This column lists the item number of the invoice item. It is determined by automatic line item matching, if this is configured for the application. It should not be modified during validation.

PO Number 10-digits PO number of the respective line item.

Delivery Note Number Delivery note number.

Order Unit This column lists the item unit (for example, units, hours, etc).

Quantity This column lists the number of units. It is mandatory.

Unit Price This column lists the per unit amount. It is mandatory.

Tax Amount Tax amount.

Tax Rate Tax rate.

Amount This column lists the total amount for the invoice item. It is checked against Quantity and Unit Price.

Item Description This column lists the entire contents of the item line. Because the item description is often a long text, this column is shown as a separate second line.

Invoice Capture Center User's Guide Index • 23

Index

AAdapting the Document to the Size of the Document

View 15Adding Table Rows 13Arranging the Fields in Several Columns 14

CCapturing a Text Block Using the Mouse 10Capturing Adjacent Words Using the Mouse 9Capturing Arbitrary Words Using the Mouse 10Capturing Data Using Single Click Entry 8Capturing Data Using the Keyboard 12Changing Layout of the Validation Window 13Changing User Interface Language 15Controlling Document Presentation 15Correcting Documents Using the Mouse 8

DDeleting Table Rows 13

EEnlarging or Reducing the Document 15

FField Mode 5Field Specifications 20Fields 3Fields for Invoice Header Data 20Fields for Invoice Item Data 21

KKeyboard Shortcuts 16

OOpening an Application 4Opening Documents 4Overview 2

RRejecting a Document 7Rotating the Document 15

SShowing the Field Names Before or Above the Fields

14Showing the Fields Above the Document 14Starting Validation 3Switching to Table Mode 14

TTable Mode 6Terminating Validation 7

WWorking with Table Fields 12