softco training manual

SoftCo Training Manual

Updated April 6, 2015

Created by SoftCo Limited Prepared by Erin Mitchell

Copyright © 2014 SoftCo Limited. All Rights Reserved.

Providence Hospitals – AP User Guide

Table of Contents

1. Summary and User Guide 1

2. Capturing Data 1 Scanning Paper Documents & Capturing E-mails 1 Emailed Invoices 1 Verifying Invoice Data 2 Recognizing the Supplier 3 Capturing Header Fields 6 Capturing Line Item Fields Manually 7

3. Softco Workflow and Invoice Processing 10

Non Purchase Order Invoices 10 PO Invoices with Match Failures 12 Processing Invoices with Match Failures 13 Manually Matching an Invoice 14 Searching for an Invoice 15 Adding a Comment 18

2 Providence Hospitals – SoftCo AP User Guide


1. Summary and User Guide

The SoftCo system is used to process all invoices & credit notes received by Providence Hospitals. For users that are not in the AP Department and do not work at a physician office, you most likely will not use the Scan or Verify modules. Skip to Section 3: SoftCo Workflow and Invoice Processing. In particular, the following sections will be useful: Searching for an Invoice and Adding a Comment.

2. Capturing Data Invoice data is captured automatically through optical character recognition software. Invoices can be entered into the system two ways: by scanning and through e-mail attachment.

Scanning Paper Documents & Capturing Emails

1. Run the Readsoft Scan Module. 2. Place the invoices in the scanner

a. For multi page invoices, place a blank sheet of paper between each invoice – this will allow the software to separate the documents correctly

3. Select the job that matches what you are scanning. One with “single” in the name is for single page invoices, the other with “multi” in the name is for multiple page documents.

4. The invoices will be scanned into the system

Emailed invoices 1. Send all invoices as pdf attachments to [email protected] 2. All invoices must be sent as separate PDF attachments (i.e. if you have 8 PDF documents

they must be 8 separate attachments).


mailto:[email protected]


Verifying invoice data

Verify allows users to correct data not read by the software and to “teach” the software to recognize where items such as PO number are on invoices.

1. Open Verify Module

2. Right click on the list of invoices in verify and select Open and start. 3. You can also click “Open” and select the invoice(s) you want to process.

Recognizing the Supplier

If Verify does not automatically recognize the supplier a yellow triangle will appear next to the name in the field box to the right.



Where the invoice is not automatically set, the user can start to type the name. A list of options will be presented. Double Click or press enter to confirm the correct supplier.



Capturing Header Fields

Any Header fields that Readsoft believes to have been captured correctly will be presented with a green icon beside them. Any field that needs user assistance will have an orange or red icon. Arrow down or click on the field to be corrected.

If the value already in the field is correct, press Enter.

When there is more than one possible value, a box will appear with the number of possibilities (e.g. 2 possibilities as shown above).If the first value is correct, press Enter. To see the second value, click on the button on the right. If neither value is correct you will likely need to capture that line item manually, as described in the following section.



Capturing Line Item Fields Manually

Readsoft Invoices will attempt to capture line item fields automatically. When it is unable to do this, the user can manually help Readsoft capture the line items by showing it an example of each of the fields to capture.

To capture line items manually, click the image of the pencil.



A dialog will appear, prompting you to draw a frame around each of the fields available to capture on the invoice.

Click the mouse on the upper left side of the value you wish to capture and then hold and drag the mouse to the bottom left corner of the value and then release the mouse. The value will be highlighted and you will automatically be prompted to capture the next field. If the field you are being prompted to capture is not available on the invoice, click the Next button.



The following is a list of fields that can be captured (however, they may not all apply to each invoice):

• Line o The Line number of the item – this is not present on many invoices

• ProductCode o The product code of the item being invoiced – this should match the Vendors

product code on the issued PO – this is important in the matching process • Description

o Description of the item – this is useful but not essential for the matching process

• Qty o Quantity of the goods supplied

• UOM o Unit of Measure

• UnitPrice o Unit price of the item

• ExtAmt o The total cost of the items (i.e. QTY x UnitPrice)

• LI PONumber o The PO Number for the line item – this will typically be captured at the header

level and copied down to each line item automatically – just click Finish

Once an example of each line item field has been selected, Readsoft will automatically capture any other line items matching the examples you have set. Once all fields have been captured successfully, click the OK button to complete the invoice.



3. SoftCo Workflow and Invoice Processing

You will receive an automated email with your username and a password. This must be changed the first time you log in. To access the system, go to https://providence.softco.com/rondor8-gui You will be brought to the home page of the SoftCo system as shown below. You will then be presented with your appropriate work queue.

Non Purchase Order Invoices

Non PO Invoices will be presented to AP in the Non PO Invoices Awaiting assignment queue.

To process an invoice, click on the queue and then click on the Case ID of the invoice to process.


https://providence.softco.com/rondor8-gui


To enter the GL & Cost Center coding for the invoice, start typing the name of the GL / Cost Center in the appropriate box as above. Then enter the Posting amount (the amount of the invoice you wish to apply this cost to). To add a further distribution line, click Add row. When the invoice is ready to assign for approval, click the Green tick button

You will be prompted to enter the name(s) of the approver(s) to assign the invoice to.

Enter the names and when all approvers have been added, click Route. The invoice will be assigned to these users for approval.



If you are an approver, you will receive automated e-mails when you have invoices to approve. When you log in to your workflow you will see the invoices you need to approve.

PO Invoices with Match Failures An invoice is successfully matched when:

• The PO number is valid • The Product code matches the product code on the PO • The goods have been received • The vendor on the invoice matches that for the PO • The price is within tolerance

Most invoices should match successfully after they are processed in Verify. However, if they fail additional processing may be required. This will vary depending on whether they have a PO number or not.

Where the invoice fails matching, it will be placed into one of the PO Match Exceptions queues.

Manual Match Required These are invoices where there was insufficient line level data to match. Unable to match Items These are invoices where the PO number captured was invalid or the PO did not have appropriate lines to match the invoice to e.g. invalid product number, no open lines. Incorrect Vendor/Pricing Issues These are invoices where the Vendor for the PO does not match the vendor for the Invoice or there are items outside tolerance (pricing).



Receipting Issues The items on the invoice have not been receipted. Processing invoices with Match Failures

Where an invoice has failed matching, the reasons for the failure will be displayed in the Notifications tab.

In the example above example, no open PO lines have been found for the PO Number 5293805 and Product Code 0400-800-000 Click the ‘Set-Off’ notifications button below the list to acknowledge the notifications.



Manually matching an invoice The quickest way to try to match this invoice is to manually match the invoice.

Click on the Order Matching Tab.

Select the option ‘Use values from order’ and then click on the Match Manually tab.

The PO Line items and Receipt details will be displayed.

From the Product Code above we can see there was a slight difference between that quoted on the invoice and that on the PO.



To select this line to match, click on the tickbox beside the quantity field and select the appropriate Tax Code (VAT Code).

Then click the Match button.

The Posting information from the PO will be automatically applied to the Invoice.

If all items have been accounted for, the Unposted value will be 0.00.

To export the data to Lawson, click the button above and click Route when prompted.

Searching for an invoice

To search for an invoice, click on the Search for an Invoice option as above.



When prompted, enter the appropriate search criteria.

e.g. if you know the exact Invoice Number you are looking for invoices for enter : Invoice Header.Invoice number = 12345

If you don’t know the exact search, use the LIKE operator as above and put a % at the start and end of your search value.

For Date or numeric values, you can use the BETWEEN operator as above to search for invoices between a certain range of values.



All results will be returned in a list view as above.

You can export your search result records by clicking on the Export button. You will then be prompted to choose either XLS or CSV format.

To view the invoice, click on the Case ID value as above.



The invoice and data relating to it will be displayed as above. Adding a Comment

To add a response comment, click the Comments button and add a comment.
