The article below pertains to Procure to Pay (P2P) for the following applications and/or module(s):
AP Automation
Match invoices
I want to match an invoice but the goods have not yet been received, what now?
If the invoice does not match because the goods have not yet been received, it is set, by default, in the Wait for goods step for 5 calendar days. If the goods arrive within that period, the invoice is still automatically matched. If the goods do not arrive during that period, the invoice is presented to the accounts payable department for verification and it must be ascertained why the goods have not been received.
The invoice does not match due to a minimal difference, can it still be matched?
The matching tolerances used are set by the Application Owner. The Application Owner can adjust this if it is suspected that the difference between the invoice amount and the purchase amount is allowed. See /wiki/spaces/OHE/pages/57922716125 for more information.
Search invoices
The invoice I am looking for has already been completed, can I still use it?
Yes, the lines of rounded invoices can be transferred to the invoice you are currently working on.
I miss an invoice to approve, where can I find it?
An invoice will be allocated to you based on the set route. If you miss an invoice, it may be taking a different route. Contact your Application Owner, he or she can manage these routes and will also be able to see where the invoice you expect is located.
I can't find the invoice I'm looking for, what's wrong?
If you use the search function, you may not be able to find the correct invoice. This may be because the invoice is still in a certain step within the workflow, so that it has not yet been allocated to the person in the next step, for example. The invoice is, as it were, between 2 steps. Since most system processes are triggered periodically, you may get results for this search within a few hours.
Coding templates
When do I choose a Percentual coding template?
You choose percentual if each line always contains a certain percentage of the total amount of the invoice. For example; every invoice from vendor X must always be divided over 3 different ledgers; A, B, and C. Ledger A takes up 50%, ledger B 31%, and ledger C takes up the remaining 19%. When you create a coding template for this vendor and use it with an invoice, this invoice will be distributed in this way.
When do I choose an Absolute coding template?
If you want every line to always contain the same amount, you can select the Absolute option. For example, every invoice from vendor X must always be divided over 3 different ledgers; A, B and C. Ledger A withdraws € 100, ledger B € 145 and ledger C € 60. When you create a coding template for this vendor and use it with an invoice, the invoice is divided into the same quantities.
Please note that when you select an absolute coding template, the amount on the lines will yield the total amount specified in the coding template, even if the total amount of the invoice does not meet this total amount. The invoice amount will not be overwritten.
Posting period
When is the best moment to close a period?
It is best to close the period at the end of the day. This is because a number of processes are running at night that ensure that the period closure is fully completed, and the new period can start. These processes ensure that the posting date of the invoices that are present in ISP-Invoice, but have not yet been posted in the ERP, is automatically moved to the first day of the new posting period. In addition, a period report is created in which the invoices that were already registered in the old period but not yet posted in the ERP system are included. You can close the period in the ERP system the next morning.
Add attachments
How can I unlink an invoice as an attachment?
If you have accidentally linked an invoice as an attachment, while it should not have been an attachment, this cannot be undone. The invoice has been converted into an attachment and will not go through the workflow steps of ISP-Invoice. You can scan the invoice again or e-mail it to your version of ISP-Invoice. In this way, the invoice is seen as new and you can still process the invoice.
You can delete the attachment that you have linked to another invoice.
The attachment is not shown. How do I make it visible?
Attachments can be present at various places in ISP-Invoice. If the attachment is not shown when clicked, an adblocker is probably active. Disabling the adblocker for the site 'start.isp-online.net' prevents this problem.
Claiming invoices
I accidentally declined an invoice, can I reverse this?
If you have mistakenly rejected an invoice that should actually be approved, this is no problem. The invoice will then return to the Accounts Payable Administration and, if they do not make any adjustments, will automatically return to you in the same state. To be on the safe side, you can of course contact your colleagues at the Accounts Payable Department to inform them about the rejected invoice.
I accidentally approved an invoice, can I undo this?
If you have accidentally approved an invoice that should have been rejected, it will be forwarded to the ERP system if no Approver comes after you in the route that the invoice takes. The invoice will be posted. Unfortunately, you can no longer take action against this from ISP-Invoice.
Set-up Out of Office
I am a substitute but I am (almost) absent myself, is that a problem?
If you are the substitute for one of your colleagues and you fill in an Out of Office yourself with a substitute, the invoices that you took over from the absent colleague will automatically be forwarded to your substitute.
I expected to have to take over invoices, but I have not received anything yet, how is that possible?
It may be that your absent colleague has not correctly entered his or her Out of Office setting, or has decided to select another substitute. If you think a mistake has been made, you can have the Out of Office setting of your absent colleague checked and/or changed via your Application Owner.
I entered the wrong date in my Out of Office, can I still change it?
If you have entered an incorrect date (or if you want to make another change to an existing Out of Office), you can look up the relevant Out of Office in the overview. When you click on this you will arrive at the detail page of the Out of Office institution. When you put it in edit mode, you can make changes. After saving, these changes have been passed on.
Can I cancel a previously created Out of Office?
If you are not absent, the Out of office is no longer necessary. To ensure that your invoices are not passed on to your colleague, it is important to change the Out of office to a different date or to delete it. Adjustment is explained in the paragraph above. To delete an Out of office, you can look up the relevant Out of office in the overview. When you click on this, you will arrive at the detail page of the Out of office institution. When you put it in edit mode, you can tick the Delete checkbox. After saving, this Out of office will be deleted and invoices will go through the normal route without being forwarded.
Coding invoices
What to do if the content of the invoice is not correctly recognized, but is clearly stated on the received invoice?
If the content of the invoice is not correctly recognized but is clearly indicated on the invoice, the vendor template may be based on a PDF that has a different layout or contains different content. You can adjust the vendor template. You can read more about this in the article /wiki/spaces/OHE/pages/57922716503.
If the vendor in question does not (yet) have a vendor template, you can create one. You can read more about this in the article /wiki/spaces/OHE/pages/57922716503.
What to do if the vendor is not recognized?
A vendor can be recognized by the "identifying fields". These are fields containing unique numbers for the relevant vendor. These numbers are the IBAN number, the VAT number and the Chamber of Commerce number. However, these must be correctly entered in the master data of ISP-Invoice before the vendor can be recognized. If you notice that a vendor is not recognized, but at least one of the "identifying fields" is clearly present on the invoice, you can contact the administrator of ISP-Invoice within your company. He or she can change the master data of the vendor.
What to do if the vendor is not recognized and the IBAN, VAT number and Chamber of Commerce are clearly stated in the invoice?
When the identifying fields are correctly included in the master data and are clearly present on the invoice, but the vendor is still not recognized correctly, it is possible that these fields are shown in a picture in the PDF. If Smartscan has not found any identifying fields, it automatically uses OCR. However, if at least one identifying field is found, OCR will not be used. And this identifying field may be incorrectly recognized. In this case, OCR will not be used, but also, the vendor is not correctly identified. In this case, you cannot change the template or the master data yourself. It is not possible to learn in the identifying fields using a vendor template. For further improvements in the scan and recognition process, please contact an ISP Scan Consultant.
If no identifying field is found by Smartscan, the invoice will be viewed by OCR. Since this involves automated character recognition, it could be that there is an error. For example, a 0 can be recognized as an O, so that the vendor may not be recognized correctly. In this situation you can also let your scan consultant know.
To be sure whether the invoice with which you encounter problems has been recognized by means of OCR, you can request the document properties in the PDF view of the invoice (via the tools menu). A number of properties of the document are shown in a pop up. When PDF Producer mentions "ABBYY", you can assume that the invoice has been viewed via OCR. You can then also pass this on to your scan consultant. If this field contains something other than ABBYY, it means that the invoice was not viewed by OCR but by Smartscan.
What to do if a vendor's invoice does not contain an IBAN, Chamber of Commerce or VAT number?
If an invoice does not contain an IBAN, Chamber of Commerce and VAT number, it is not possible to recognize the vendor through Smartscan. This is more often the case for vendors outside the EU, for example. You can add a unique identifier for this vendor, so that the vendor can be recognized immediately next time. You can read more about this under /wiki/spaces/OHE/pages/57922716503.
What to do if the invoice line data is not recognized?
The line data of an invoice cannot be recognized by Smartscan, the recognition is limited to the header fields of an invoice (invoice number, invoice amount, VAT amount, etc.) plus any additional costs such as freight costs, order costs and the like, which are added to the invoice, and / or customer-specific header fields (e.g. project number, business unit number).
Multiple VAT is not recognized, what now?
Smartscan is limited in the recognition of one VAT amount and one VAT percentage. When there is multiple VAT, Smartscan will use the first found VAT amount and VAT percentage. In ISP-Invoice, the VAT split must then be performed manually.
Only the first and last page of the invoice have been recognized, what now?
By default, only the first and last page are recognized for an invoice. If you still want to recognize the entire invoice, with intermediate pages, you can indicate this. More information about this can be found at /wiki/spaces/OHE/pages/57922715844.
What to do when the vendor's secure PDF is not recognized?
Smartscan cannot process secure PDFs. In some cases a secure PDF is sent by the vendor. Because Smartscan must be able to read the PDF technically, further processing is not possible. You may be able to contact the vendor to ensure that secure PDFs are no longer used.
The vendor has delivered one PDF containing several invoices, what now?
In some cases it may happen that a vendor includes several invoices in one PDF file. More information about this can be found at Multi-invoice PDF in /wiki/spaces/OHE/pages/57922715844.
The supplier has delivered one PDF with an attachment, what now?
The current version does not yet have automatic detection and processing of attachments. This means that an attachment sent as a PDF will be treated as a PDF invoice in the email. This means that the end user will only see in ISP-Invoice that an attachment has been created as an invoice. The end user will then have to save the PDF document locally and add it to the correct invoice via the “Process as attachment” function. By rejecting the ISP-Invoice document, the attachment will not be processed further as an invoice. More information about processing an invoice as an attachment can be found under '/wiki/spaces/OHE/pages/57922716147'.
In specific cases a PDF is not or not fully displayed by PDF.JS.
Scenario 1. PDF is not shown at all
- Setup: Internet Explorer 11 with an Intel HD 4400 graphics card
- Symptom: Viewer shows a white screen instead of the PDF
- Solution: Enable software rendering instead of GPU rendering
Scenario 2. PDF is partially displayed / not displayed
- Setup: Google Chrome with a VMWare SVGA 3D card
- Symptom: Viewer does not show the PDF in its entirety, address details and invoice lines are missing in the example
- Solution: Disable Accelerated 2D canvas