Contents AP - BROWSER BASED USER INTERFACE... 3 AP - CLIENT CAPABILITIES Cabinet AP October 2014 P a g e 2

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1 Cabinet AP

2 Contents AP - BROWSER BASED USER INTERFACE... 3 AP - CLIENT CAPABILITIES Cabinet AP October 2014 P a g e 2

3 AP - BROWSER BASED USER INTERFACE AP uses a browser interface for processing AP Items. To get started just open a browser and enter in the AP URL provided by the administrator. The login dialog box will appear. The same username and password used in SAFE are used to log into AP. The Captcha challenge-response test may be enabled to provide an additional level of security. Note: Only one user login is supported per browser session. Logging other users under a different tab is not supported and may produce inaccurate displays and results. General Layout If no process items are in the user s AP Inbox, only the following will show at the top of the display: Left side (inbox) Right side (Preview area and Line Items) Cabinet AP October 2014 P a g e 3

4 As items arrive for processing and the display is refreshed, they will appear in the Inbox. Cabinet AP October 2014 P a g e 4

5 Clicking on an Inbox item will display the document in the Preview area and the Inbox will expand to display the Summary Data and Workflow area where the user will Process (or send as an exception) the item. The Workflow area automatically defaults to the Process tab. If the user wishes to send the item as an exception, they can select the Exception tab. Cabinet AP October 2014 P a g e 5

6 Clicking the down carrot located between the Summary Data and Workflow area will expand the item to display all the Primary Data fields. This view is remembered and applied when the user selects the next item. Clicking the up carrot will hide the Primary Data fields; and this setting is then remembered for the next item. Cabinet AP October 2014 P a g e 6

7 Line Items are enabled by clicking Line Items in the upper right. Once Line Items are enabled, the user can enter data in the fields, delete Line Items, and add new Line Items. The system remembers if Line Items were enabled or disabled on the next login. Inbox display/controls Cabinet AP October 2014 P a g e 7

8 Item controls Document reclassification Documents can be reclassified (moved to another folder) by changing the Search By content in the designated Primary data field. Reclassification is useful for when an item is brought into AP and the correct folder is unknown. Show Trace Clicking the Trace icon will display the Trace history for an item. Cabinet AP October 2014 P a g e 8

9 Associated Items Clicking the Associated item icon will display all the relevant items in a pop up window. In the example below, the PO, Invoice, and Packing slip can be previewed by clicking on the desired item. Processing an item Reviewed items can be moved forward by clicking Process at the bottom of the selected item. If the item is following a process rule, the user will need to follow the rule prompt or if the rule step is fully automated, the user need only add a note, if desired, and click Send to process the item. If the item is being manually processed, the user will need to make a selection from the pull down to inform the system where the item should be sent, enter a note if desired, and click Send to process the item. Handling an Exception Most items will be removed from the Inbox using the Process selection. Items needing special attention can be sent to an alternative destination as an Exception. There are 5 paths an Exception can follow: Cabinet AP October 2014 P a g e 9

10 1. Return to Sender (the last user having the item) 2. Send to Originator (the user initiating the AP) 3. Send to another user 4. Delete both the AP record and document (deletes document and will not process the AP data) 5. Delete the AP Record and file document (keeps document, and will not process the AP data) The first 3 options keep the item in AP. If the item is following a rule, it will be returned to the correct step when the Exception is resolved (e.g. sent back to the step where the Exception was selected.) If manual operation is being used, the item will be sent to the destination selected by the user handling the Exception. Note: If a user receives an Exception item that is in a rule workflow, they are not allowed to select Exception as a means of removing the item from their inbox. They must use the Process selection. However, if a user receives an Exception item that is not in a rule, they will be able to remove the item as an Exception. The 4 th and 5 th options remove the item from AP and no further action is required. In option 4, the document is retained in SAFE; in option 5 it is removed. Claiming an item If an item was sent to a group, the word Claim will appear at the bottom of the summary data. The user is allowed to preview the document and view the Primary and Line Item data. The user is not allowed to process / handle as an exception or enter any data until they click on Claim. Clicking Claim will remove the item from all others inboxes (when they refresh their displays) and remove the (New) prefix from the title. Cabinet AP October 2014 P a g e 10

11 Duplicate Item Cabinet AP can be configured to detect a duplicate item whenever the defined criteria is matched. For example: if two invoices from the same vendor, with the same invoice number (or similar), and matching totals are entered, one of the items will be flagged as a duplicate. Text duplicate checks are not case sensitive. (Cabinet will match CABINET) Duplicate items can be handled in one of 4 ways. After clicking on Duplicate the user can select: Not a duplicate o Proceeds with normal processing Confirmed Duplicate (Save Document) o Removes item from AP but keeps the document in SAFE and labels document with Duplicate in front of the title. Confirm Duplicate (Delete Document) o Removes item from AP and sends document to recycle bin. Also labels document with Marked Duplicate and Deleted in front of the tittle. If the system experiences a condition where it cannot delete the document (as in the user does not have delete rights) the document will remain in SAFE and have the label Duplicate to be Deleted in front of the title. Reset Duplicate State o Resets the duplicate condition, which allows the condition to be retested after the primary data is edited and saved. Cabinet AP October 2014 P a g e 11

12 AP - CLIENT CAPABILITIES The SAFE Client allows users to view a documents AP Information (Primary and Line Item data) and send a document into AP. Viewing AP Information To view a documents AP Information, right click the item and select Get AP Information. The AP Information pop up will display the Primary data, Line Items, and Trace by clicking the desired tab. If the item has not been processed in AP, the pop up will be blank for Primary Data and Line Items, however Trace will still display any trace history. Send Document to AP To send a document into AP from SAFE, use Route and then select AP. This will open the AP template selection panel. Select desired template, add a note if desired and click Send. This will send the document to AP and create a record in the AP tables. Cabinet AP October 2014 P a g e 12

13 Note: a document can only be AP Processed one time. Sending an item to be processed for the 2 nd time will cause the following message: Cabinet AP October 2014 P a g e 13