How to use the Items for Attention screen

Padraig Kelly -

The Items for Attention screen is critical to the smooth running of OnePosting for your business. 

The screen presents a list of exceptional invoices that require your attention before they can be released into the approval matrix. The number of outstanding items is displayed in the menu list next in brackets to the Items for Attention option. Anything listed on this screen must receive your attention in order to proceed.

In order to process items on this screen the following options are available;

  • PDF: Against each document in the list there is a PDF link which can be clicked to view the PDF document.
  • Manually Process: Click this option to open a screen that displays the PDF and a section in which invoice data can be added or scraped data can be amended.

All items can be tagged using the tick box next to the invoice on the extreme left of the results grid, and one of the options on the grid toolbar can be selected. These options are;

  • Return as Invalid: This rejects the document and sends it back to the supplier with the reason given for rejecting it.
  • Mark not a Supplier: If a document has been sent in to you from someone you dont recognise as a supplier, this option will remove it from the system and send it back to the sender.
  • Mark as Spam / Malicious: If you believe an item on the items for attention screen was sender from an untrustworthy source you can mark it as spam, removing the document from the system and blocking any further emails from them.
  • Let through as Statements: If a document is a statement, it can be marked as such here and any rules can be added to allow it through automatically in future. A sample rule would be; Email Subject contains the word 'statement'. Once let through it is available to view in the Statements and other documents screen.
  • Archive or Deal with Internally: In cases where invoices have been sent to OnePosting but for whatever reason, the invoice will be processed outside of OnePosting, this option allows the invoice to be removed from the approval workflow but remain available to view in the system for reference.
  • Tag as Backup Document: If a document is neither an invoice nor a statement it could be a document that is normally sent with an invoice in order to explain the invoice charges. If this is the case the document should be stored as a Backup document whereby it is let through and available to view in the statements and other documents screen.

The reasons for items appearing on this screen are outlined below;

  • Tax/Vat Only Invoice:
    This are invoices whose total value is only made up of Tax. These invoices cannot be processed in the system as there is no value to assign a nominal code against.
    Actions: These invoices must be either rejected and sent back to the supplier as invalid or archived.

  • Tax/Vat calculations do not make sense: When the system attempted to digitise an invoice, the tax value extracted does not conform to any standard tax rates. This requires human intervention to determine how the tax should be assigned.
    Actions: Manually Process, Return to Supplier or Archive and Deal with Internally.

  • Need help extracting information: When the system attempted to digitise the invoice, some of the values could not be extracted. In these cases the invoice will be partially digitised but will need to be completed by hand as there is an issue whereby the invoice is either missing data or the data is not in a standard format and needs to be interpreted by a user.
    Actions: Manually Process, Return to Supplier or Archive and Deal with Internally.

  • Totals do not make sense: In these cases, invoice data is extracted but the totals on the invoice do not reconcile. ie the line quantities X line price does not equal the line totals or the sum of the line totals does not equal the net total of the invoice. 
    Actions: Manually Process, Return to Supplier or Archive and Deal with Internally.

 

 

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