Kofax TotalAgility AP Automation 1.0.
Contents Contents Legal Notice .......................................................................................................................................................................... 6 Preface .................................................................................................................................................................................... 8 Getting Help for Kofax Products ....................................................................................
Contents Internal / External Email ........................................................................................................................................22 View Invoice State History ..................................................................................................................................... 22 View Invoice Process History ................................................................................................................................
Contents Navigation / Theme / Header ...................................................................................................................................38 Handling Exceptions .....................................................................................................................................................38 Abbreviations ..........................................................................................................................................................
Contents Kofax TotalAgility AP Automation Kofax TotalAgility AP Automation Guide 5
Legal Notice Legal Notice © 1997 - 2013 Kofax, 15211 Laguna Canyon Road, Irvine, California 92618, U.S.A. All rights reserved. Use is subject to license terms. Third-party software is copyrighted and licensed from Kofax’s suppliers. This product is protected by U.S. Patent No. 6,370,277. THIS SOFTWARE CONTAINS CONFIDENTIAL INFORMATION AND TRADE SECRETS OF KOFAX USE, DISCLOSURE OR REPRODUCTION IS PROHIBITED WITHOUT THE PRIOR EXPRESS WRITTEN PERMISSION OF KOFAX.
Legal Notice Kofax TotalAgility AP Automation Kofax TotalAgility AP Automation Guide 7
Preface Preface The aim of this document is to provide guidance for adapting the framework for a customer installation. The document assumes that trained KC/KTM/KTA professionals will be configuring the framework to build solutions or demos for specific customers. Getting Help for Kofax Products Kofax regularly updates the Kofax Support site with the latest information about Kofax products.
Preface alike. The overall goal is to automate the accounts payable process to allow for efficient and accurate processing of invoices by having the right resources handle the right data at the right time. Invoice Processing The invoice image is Captured, Classified, Extracted and Validated before the invoice data is exported to the Accounts Payable Invoice business processes.
Deployment Deployment Extract the Zip Extract the KofaxTotalAgilityAccountsPayable zip to a folder on the destination machine's root drive. This location will be referred to as throughout this document. Deploy the Custom Database 1 Manually create a database called AP_Solution with default settings or run \KTA\Database\Create_Database.sql. 2 Create the DB objects by running \Database\RunSQL.bat. a Ensure .
Deployment ▪ Password = password d Change the Default Database to AP_Solution. e Finish. Import the KSMS Settings 1 From Kofax Search and Matching Server > Administration. 2 Connect as localhost. 3 Import the KSMS Settings. 4 Select Activate databases after import. 5 \TotalAgility\TD Project\KSMS \KSMSExportDatabases(Suppliers).zip. 6 \TotalAgility\TD Project\KSMS \KSMSExportDatabases(Internal Suppliers).zip.
Deployment a To get the endpoint click Inbound Ports in the administration area in AX 2012. b Select the KofaxAPServiceGroup from the list on the left. c Copy and paste it to the in web.config. d Copy the machine name and paste it to the value of servicePrincipalName, .
Deployment Navigation 1 In TotalAgility, on the Home page, click Form Designer. 2 From the Explorer panel, select Navigation. 3 Open the Workspace menu. 4 Add a menu item called Accounts Payable. 5 Add sub-menu items that link to the following forms: ▪ AP Logon – AP Logon Form.form ▪ Workqueue – Accounts Payable WorkqueueworkQueueForm.form ▪ Scan Invoice VAT – Accounts Payable Folder Process VAT_Scan.form ▪ Scan Invoice Sales Tax - Account Payable Folder Process SalesTax_Scan.
Deployment 2 In the Accounts Payable category, edit the following variables: ▪ AP Db Conn - used in processes to point to your database. Edit the server name based on the kind of database and the location where your database is stored. Note Replace localhost with Server name where applicable. ▪ For example, Server=localhost;Trusted_Connection=Yes;Database=AP_Solution; ▪ For example, Server=.
Deployment Web Services 1 Ensure the AX Web Service has been deployed. 2 On the Home page of TotalAgility, click Integration > Web Service References. 3 Select the Accounts Payable > DAX category. 4 Edit the DAX2009 configuration as needed. ▪ Service Type: SOAP WCF ▪ URL: /APDax/Services/APDaxService09.svc? wsdl ▪ ▪ ▪ ▪ Endpoint URL: No User Credentials: Yes Username: Administrator Password: 5 Edit the DAX2012 configuration as needed.
Functional Demo Script Functional Demo Script The Kofax Accounts Payable Smart Process Application will reduce the cost, speed the processing, improve the quality, and strengthen the internal controls of your organization’s AP process. In a single solution, we capture invoices from any source and all the data on them, we manage all the workflow, approvals and exceptions more productively, and we integrate to whatever ERP you use.
Functional Demo Script b Import documents (replace VAT documents mentioned in the demo script): ▪ \DemoDocuments\SalesTax Invoices \02.01.MultiInvoiceDocument.tif ▪ \DemoDocuments\SalesTax Invoices \02.02.StraightThrough.tif Resources and Workspace Logon URL The Functional Demo has been setup to use the following resources.
Functional Demo Script Note These resources can logon to the Kofax TotalAgility Workspace using: http:// localhost/totalagility/Forms/AccountsPayable/logonInternalAP.form. AP Business Unit Configuration 1 Login as a member of Accounts Payable Group into the Kofax TotalAgility Workspace. 2 To configure an existing Business Unit: a Select Business Unit Configuration from the Accounts Payable navigation.
Functional Demo Script d Set the following to demonstrate straight through processing: 1 In the General section, set: ▪ ERP Connection = Select AX2009 ▪ ERP Business Unit ID = Select Accounts Payable 2 ▪ Business Unit Name = defaults to Accounts Payable 2 ▪ Base Currency = GBP ▪ Allow Attach Invoice PDF to Email = T ▪ Description = This is your second Business Unit and is setup to show no review steps in the demonstration (straight through processing) 2 In the Approval section, set: ▪ Approval Review Time
Functional Demo Script 3 Import document: \DemoDocuments\VAT Invoices \01.01.MultiInvoiceDocument.tif. 4 Complete the scan activity. Note the following: ▪ [Show VAT Capture Process] If required, discuss the Separation, Classification, Extraction, Formatting and Validation options available in Kofax TotalAgility. ▪ Barcode Separation. The MultiInvoiceDocument.tif will be split into individual invoices, using barcodes.
Functional Demo Script 3 From the Kofax TotalAgility Workspace, login as a member of Purchasing Group or Accounts Payable Group (opowers). a Select Invoice Search from the Accounts Payable navigation. b Search for all invoices setting the filters: Invoice Date From = 11/10/2009. This shows all Invoice Processes in AP and in ERP. c Search again for invoices with processing status = Closed. This shows the closed Invoice Processes in AP and all invoices in ERP.
Functional Demo Script ▪ The user can: ▪ View Invoice State History. ▪ View Invoice Job History. ▪ Create an action against the invoice case: ▪ Route to Purchasing. ▪ Comment Request. ▪ Supplier Maintenance. ▪ Return the invoice to the supplier. ▪ View Outstanding Actions History. ▪ Send an Email. ▪ Cancel the invoice. ▪ Complete the activity. ▪ Cancel the activity.
Functional Demo Script View Invoice Process History In the Validation Review Activity, click Process History. Note the following: ▪ This is detailed Process history showing all the activities the invoice process has completed. ▪ Can be extended to restrict to manual activities or all activities. ▪ Available on all Invoice screens. Create A Supplier Maintenance Action 1 In the Validation Review Activity, click Create Action(s).
Functional Demo Script Note the following: ▪ The complete activity button is disabled due to open outstanding actions against the invoice case. ▪ Number of Outstanding actions against the invoice is also visible on the work queue. Complete Comment Request Action 1 From the Kofax TotalAgility Workspace, Open the Accounts Payable Work Queue logging in as the resource assigned the action. 2 Take the Outstanding Action activity. 3 Enter a Comment . 4 Complete the Outstanding Action activity.
Functional Demo Script 7 On the popup, Select Dimensions and click Set Account Code. 8 Click Update. Note the following: ▪ Clicking update will add the LineType and Account Code to the invoice line selected. ▪ The Coding Activity can be reassigned. Cancel Invoice 1 From the Process Task tab, select Cancel Invoice. 2 Complete the activity to cancel the Invoice. This will change the invoice case state to Cancelled and terminate the case.
Functional Demo Script 13 Match and update all PO Lines. 14 Click the Hide PO Search button. Note the following: ▪ LIMLOC has been used to PO match at extraction ▪ Supplier, Header, Line and Amount data is available from extraction. Any data changes will result in revalidation. ▪ The user can: ▪ View Invoice State history. ▪ View Invoice Job history. ▪ Create an action against the invoice case: ▪ Route to Purchasing. ▪ Comment Request. ▪ Supplier Maintenance. ▪ Return the invoice to the supplier.
Functional Demo Script Invoice Search/Summary An Invoice Search screen is provided to enable filtered searching of all Invoice processes. On selection of an invoice in the table, the user is redirected to the “Invoice Summary” screen. 1 Login as a member of the Purchasing Group or Accounts Payable Group into the Kofax TotalAgility Workspace, . 2 Select Invoice Search from the Accounts Payable navigation. 3 Search for all invoices using the filters: From Date = 11/10/2009.
Functional Demo Script Invoice Approval As the invoice is now valid, the Invoice process moves onto Approval. The invoice data is setup so that invoice approval is required. 1 From the Accounts Payable Work Queue, login as a member of the Accounts Payable Group (abanner). 2 Take the Approval activity. Note the following: ▪ Notice the Available actions as previously demonstrated.
Functional Demo Script 2 From the Accounts Payable Work Queue, take the Post Approval Reject Review activity for HAL. 3 Select Return to Post Approval and complete the activity. Post Approval Reviews The process re-determines which Post Approval reviews are required and which resource should complete these reviews. Because Sampling has already happened on this job we only have 2 reviews.
Functional Demo Script Post Payment Review The process determines if Post Payment review is required. For this scenario, the Business Unit has been setup with Post Payment Review required. 1 Login to Kofax TotalAgility Workspace as a member of the Post Payment Review Group (ilowel). 2 In the Kofax TotalAgility Workspace, take the Post Payment Review activity from the Workqueue. Note The user can only create a comment requests. 3 Complete the Post Payment Review activity.
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Configuration Configuration The Accounts Payable Smart Process Application is fully configurable as per the customer requirements, and can be extended with all the Kofax TotalAgility workflow and integration functionality, if required. Resources You can import resources to TotalAgility using the AD sync process in the System Category. Copy this map and update to also set the resource extensions as required.
Configuration VAT Invoices (Invoices_VAT) Invoices for VAT regions can be scanned using the VAT Scan Create New Job form. A capture project has been delivered to extract VAT UK invoices. The VAT folder process will create the standard AP processes for each invoice. Configuring Fiscal Area and Localization TD Extraction 1 In Transformation Designer, open the Amount Group Locator (AGL). 2 Select the correct fiscal area for the AGL. See the following figure.
Configuration See the following figure for more information. TD Validation 1 Inside Amount group locator validation tab update the AmountsVAT validation rule. 2 Select the correct fiscal area from the list of Supported Countries. See the following figure. TD Default Currency For the UK the default currency is GBP, Great British Pound (Sterling). For all other fiscal areas it is EUR, EURO. You can configure the default currency in the KTM Project Builder under Project > Script Variables.
Configuration TA Formatting The formatters has been configured for UK invoice documents and in the UK the amounts are formatted with a decimal point. The following formatters need to be altered if you wish to demonstrate either the French, German or Spanish fiscal areas, where the amounts have a decimal comma: ▪ LineItemQuantity ▪ LineItemAmount ▪ Percentage ▪ Amount 1 In TotalAgility, on the Home page, click Data > Field Formatters. 2 Update the formatters for the fiscal area.
Configuration Accounts Payable Processes Both the SalesTax and VAT projects follow the same Accounts Payable process and this is fully configurable and extendible as per the customer requirements. Configuring the Account Number This is set in the capture processes to be a default string + a server variable and is incremented for each new case. This must be customized as the customer requires to ensure uniqueness.
Configuration Type Name Node Names to Change Business Rule Validation_Currency Currency Business Rule Duplicate Invoice Check ▪ Match all Invoices ▪ Match Invoice Number, Date and Amount ▪ Match Supplier Number, Date, Amount ▪ Match S. Number, I. Number and Amount ▪ Match S. Number, I.
Configuration Navigation / Theme / Header The SPA is designed to be imported into an existing customer configuration or the Kofax TotalAgility Workspace. The Navigation, Theme and Header will need configured as part of a customer engagement. Handling Exceptions In Kofax TotalAgility, exceptions can be handled on any process and these are configurable.
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Abbreviations Abbreviations 40 KTA Kofax TotalAgility LOB Line Of Business PRD Product Requirements Document PAD Product Architecture Document SLA Service Level Agreement WQ Work queue BU Business Unit ERP Enterprise Resource Planning AP Accounts Payable GL General Ledger PO Purchase Order Kofax TotalAgility AP Automation Kofax TotalAgility AP Automation Guide
Abbreviations Kofax TotalAgility AP Automation Kofax TotalAgility AP Automation Guide 41
Glossary Glossary SPA Smart Process Application ERP Account Code Account Code is specific to a Business Unit used in the creation of a Non-PO Invoice on the ERP system. The account code should not be one that can be posted on the ERP, that is, it does not impact on the General Ledger. Invoice Document A collection of one or more pages.
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