TABLE OF CONTENTS

What questions does the customer need to answer to complete the setup

The Invoice Register Expense & Asset NL accounts to use

VSB - percentage over estimated cost allowed

VSB - percentage under estimated cost allowed
VSB - allow updating an existing specline if the estimated cost is 0
Refer https://learnsystime.auxosoftware.com/a/solutions/articles/51000351593 for more info on the above parameters.

Scanned PDF's - do they want all staff to be able to view them or only selected staff

Which GST code do they use for Non-GST Docs - Z or E? Now no longer required https://tsi-nz.atlassian.net/browse/SAS-8269

Do they want the VSB Analysis codes that currently default to a source of O to be changed to P? Unless an order document is needed Purchase Batch can be used.
If the customer is using a Document Scanning Provider that doesn't supply the Invoices as PDF (Streamline Plus One - doesn't) The customer will require the Linux program wkhtmltopdf installed on their server.  https://wkhtmltopdf.org/
For AIX server customers this is still in progress with SAS-IT (28/02/24)


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How does the document Scanning provider get the information from Autoline

Autoline has a series of report generators uploading data to the Doc Scanning Providers

Nominal Ledger Accounts

Purchase Ledger Accounts

VSB existing speclines on vehicles

VSB available vehicle options that can be selected

Purchase Control Received Orders - includes Parts, Sublet & VSB Outside orders

Sundry Orders

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How long after the invoice is processed in the Document Scanning provider software does it appear in Autoline.

The main limit is how often the provider makes them available for download.  Autoline has a timed operation task running throughout the day to download the new Invoice Images and XML files for import.  Generally, as often as 15 minutes.


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Error message when entering Document Scanning "Order number mentioned in the XML does not exist in pcoid"

Error messages


Solution
The GRN Number or Order number received in the XML file from the Document Scanning Provider is not an exact match for what was used in Autoline.
This should be corrected in Autoline and then re-import the file.
When these messages appear the entry is still written into the CS.invim file with the message stored in the FREETEXT field (To prove this message was ignored, if customers cant find a transaction)
If you click past the message you can run a report PL.DS0 to view all those files rejected and the reason.

When receipting an order in purchase control DO NOT start the GRN number with a space. Spaces are stripped from the start of the GRN number when importing the XML thorugh document scanning.
You will need to unreceive and receive the item in again without a leading space in the GRN number.

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What Invoices can be processed using this integration?

Purchase Control Invoices  (Parts / Sublet / VSB Outside Orders)

General Purchase Ledger Invoices  (Power / Rent / Phone etc)  These can be split to multiple accounts

VSB Spec line invoices - for Purchase Batch Source Lines - Outside orders will go through Purchase Control as well using the integration
Sundry Order Invoices - the invoice final coding is still done in the traditional manner - however the document is imported and the invoice is registered. https://learnsystime.auxosoftware.com/en/support/solutions/articles/51000389669-document-scanning-sundry-orders
Foreign Currency General Invoices. https://learnsystime.auxosoftware.com/en/support/solutions/articles/51000404980-document-scanning-foreign-currency


For all invoice types above, invoices with or without GST can be processed, as well as invoices with a combination of both.

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What Invoices can NOT be processed using this integration?

Advanced Parts Invoices.
VSB Vehicle Purchase Price Invoices from the Supplier / OEM

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How to reimport an XML to process it again if it failed with an error.

Solution

Find the PC directory you need to place the XML in


Create the folder mentioned on your PC - PC Directory

Place the xml file into that folder.


Re-enter the Document Scanning screen and the file will be imported.

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I don't want ALL staff being able to view scanned invoices - as they may contain sensitive information such as staff salaries from recruitment agencies.


Solution
https://learnsystime.auxosoftware.com/en/support/solutions/articles/51000343950-purchase-ledger-scanned-documents-display-scanned-invoice-permission


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I can't verify an invoice the old way in PC - Verify received invoice. It won't let me proceed from the Suppliers Reference Field

Solution

This is because the Invoice Register Parameter must be activated to use Invoice Scanning.

You must first register the invoice through Purchase Ledger / Invoice Register / Enter Registered Documents.

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The Vehicle Purchase Batch cost has created a new line instead of updating the actual cost on the line that already existed on the vehicle.


There are parameters that can be set to allow over and under estimate variances, as well as updating a specline with the estimated cost set to zero.

If these parameters are not set the imported file will create a new specline on the vehicle.

00.CS.confg
https://learnsystime.auxosoftware.com/a/solutions/articles/51000351593

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I have created a new PL Account or NL account today and I can't see it to select.


You can run the relevant repgen manually to export a new extract

Purchase Ledger Account

Streamline PlusOne (Processed at 15 past the hour)
PL.DP1

Papertrail (Discuss with Streamline when they will next import it)
PL.DS1

Nominal Ledger Account

Streamline PlusOne
PL.DP3

Papertrail (Discuss with Papertrail when they will next import it)
PL.DS3


How do I see ALL the Nominal Ledger transactions from the Purchase Ledger Transactions Tab

Click the Detail Button

Go to the 3rd Tab (Invoice Registration)
Click Pass Daybook
Note the daybooks need to have been printed and the PL / Misc Options

This normally runs in the End-Of-Day


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Why am I seeing - Warning your Default Department is Invalid


Check the System screen in the User Details record to make sure the NL Cost Centre contains a valid cost centre