There are many options for storing and retrieving the invoices while they are in process and after they have been processed. Users with appropriate access privileges will be able to search and retrieve the documents from the All Star provided solution or from within the ERP system regardless of who is currently working with the documents. Files and documents can be restricted based on the invoice type or the index data associated with the invoice. Security around the index data can include or exclude documents from a user’s result list even though they have access to the document type.

Users have the ability to search for documents based on any of the data associated with the invoice. Date range searches, amount range searches, vendor names, purchase order numbers and many more data elements can be used to find documents. You also have the ability to duplicate fields so a user can search for invoices based on multiple vendors or multiple PO numbers as an example rather than having to run multiple searches.

Many users prefer to point and click through folders to find documents rather than searching on index fields. The indexes from the invoices can be used to create a virtual folder structure on the fly for users to search through. Multiple documents can be presented in the folder based on common indexes like PO number. Indexes can be used to create folders within folders where the first level might be the vendor name and the second level the PO number. All of the documents relating to that PO number will then be placed in that PO folder (requisition, purchase order, invoice, delivery receipt, check, etc.). These folders can have folder templates that tell the users what document this type of transaction expects and what documents have yet to be received.

The OnBase ERP integration will allow for documents to be retrieved from within the ERP interface. This can be initiated from a form/screen in the ERP system that contains the appropriate field data required to retrieve a document.

• This type of retrieval eliminates:
  • The user from having to open the OnBase application.
  • Needing to manually select the search to be run.
  • Having to enter the data into the search fields and execute the search.
• It is a one button execution with minimal user training and allows users to retrieve documents from within the interface they work in every day.
• To the user, it is simply a new way to view all of the documents associated with the transaction being viewed.
• There are many ways to provide this type of integration:
  • OnBase Application Enabler tool
  • Send URL link to ERP invoice attachment section
  • Customize ERP with a link or button

All result lists provide the ability to filter, stack, sort, reorder and export the list of invoices and related documents. This is helpful based on the need for a more refined and easier to use result list especially when a search produces a lengthy result list. As an example, having the ability to group or filter the results of an invoice search by vendor name will shorten the result list and allow the user to expand the results per vendor. Or grouping by PO number and then filtering by vendor name leaves a much more manageable result list for the user to interact with.

It’s not only important to just find the document, but the type of actions users can perform once a document is found is just as crucial. Below are some common actions users can perform when working with invoices if they have the rights to these actions. These actions are available via right click options on the result list, in the document viewer, and via the button on the ribbon bar.

• View Indexes
  • Document history tracks everything that was ever done to the document and every workflow queue a document has passed through
  • Every action is date and time stamped
  • The user’s name is tracked for every action
  • Action performed and even metadata values before and after are tracked
  • Entry user and exit user are tracked for workflow events
• Send To
  • Excel (All data on the result list can be exported to Excel and used as a report)
  • Email as Attachment or URL Link
  • Personal Page (shortcut)
  • Envelope (conglomeration of links to documents gathered from multiple searches)
  • Print
  • Fax
  • Save as External File
• Notes and Redactions
  • Notes are text based and don’t alter the image or document
  • Notes can be searched for
  • Notes can be sticky notes, stamps, icons, etc.
  • Notes can be hidden or forced open on documents
  • Notes can be added automatically via workflow and users can be forced to add a note when a workflow task is completed
  • Redactions hide information on the document but do not alter the original file
• Cross References
  • Cross references are other documents that are associated with the invoice being viewed based on common index values