Status attachment

The article below pertains to Procure to Pay (P2P) for the following applications and/or module(s):

AP Automation

The status of each attachment is listed on the e-mail detail page under "Attachment(s)" in the "status" column. Below is described which status an attachment can receive, when the status occurs and what the user can do with it.

To be processed. The initial status of the attachment. The attachment will be included in the next process of the Classification. Once the process begins, the status will change to 'Processing' or 'Ignored'. This change occurs simultaneously with the change of the e-mail status to 'Processing'.

Processing. The attachment is sent to ISP-SmartScan for OCR. If this goes as expected the status will switch to ‘Processing – ready for pickup by ISP-Invoice’. If something goes wrong the status will switch to ‘Errored’ or ‘Processing failure’.

Processing – ready for pickup by ISP-Invoice. The attachment is waiting for a response from ISP-Invoice. If this goes as expected the status will switch to ‘Processed’. If something goes wrong the status will switch to ‘Errored’ or ‘Processing failure’.

Processed. The attachment has run through the process successfully. The attachment now includes the hyperlink ‘Linked invoice’. This link will lead you to the invoice instance of that attachment.

Split by QR/single PDF/multiple invoices. The attachment contains multiple invoices and has been split by ISP-SmartScan into mutliple attachments, each containing one invoice. These singular invoices will go through the process as the other (unsplitted) attachments. On the individual e-mail page the splitted PDFs show up indented and cursive beneath the PDF with this status.

Ignored. The attachment has an extension which is neither .pdf nor .xml and has been set as an extension which can be skipped by the ISP-Classification. The ignored extensions are defined by the administrator.

Processing timed out. The attachment is stuck in the process for too long. It can happen that an attachment does not pass the ‘Processing’ or ‘Processing – ready for pickup by ISP-Invoice’ status. This can be because ISP-Invoice is not responding, or if the attachments are not returned from ISP-SmartScan. This status will be set simultaneously with the ‘Processing timed out’ status of the e-mail. One can retry this attachment by putting the e-mail through the process again. This can be done using the ‘Reprocess’ button of the e-mail.

Errored. The attachment wat not processed correctly. An error message will show up behind the attachment in the individual e-mail page. Possible reasons include, but are not limited by:

• An attachment that ISP-SmartScan cannot be OCR’ed
• An invalid or unrecognizable .xml file
• Two or more attachments in the e-mail have the same name
• The extension of the attachment is not recognized

The administrator is notified of the problem. The user can press the ‘Process without PDF recognition’ button which is described below.

Processing failure. While the attachment was being processed, the process encountered an unknown problem. This particular problem has not been addressed by the Classification. The administrator will be notified. If desired, the user can press the text Continue without recognizing PDF. This option can be selected if the attachment has the status 'Errored' or 'Processing Failure'. If this happens, the attachment skips the SmartScan step and goes directly to the ISP-Invoice step. Note that this means that the .pdf will not go through the OCR and that the attached .xml will be empty.