Processor's Standard Published Searches

This section contains the default Published Searches that are available for AP Processors.

• Approved Invoices
• Hot Batch Invoices
• Invoices Not Validated in ERP
• Invoices Out for Approval
• Invoices Pending Data Transfer
• Location Unknown
• New Invoices
• Non-Invoice Documents
• Potential Duplicates
• Rejected Invoices
• Transfer Errors
• Vendor Not Found

 

Approved Invoices

This search contains any documents that are coded completely and approved by the appropriate approvers.

This search should be checked frequently by the AP team. To work this search, the AP team will take one of the following steps:

• Manually enter these invoices into your ERP

       OR

• Set the status in DataServ to "Pending Data Transfer" after reviewing

The following search criteria is used to run this search:

• Status = "Approved"

 

Hot Batch Invoices

This search contains documents that have been emailed to the Hot Batch email address. This provides AP the ability to pay invoices immediately out of the ERP system when the standard digital mailroom turnaround is not quick enough.  This is meant to be an exception process and should only be used when an invoice needs to be paid immediately.

This search should be checked daily by the AP team. 

These are the steps to follow when working invoices from this search:

1. View the document in Dataserv and enter the required information into your ERP system.  The Document Identification Number (DIN) from DataServ should be entered into the ERP, this will allow the ERP data to transfer back to DataServ and update the metadata (e.g. Invoice Number, Vendor Name, etc.) on the invoice.  Typically, the datafiles are scheduled to transfer overnight, so you will see the fields updated in DataServ the next day.
2. The user does not need to manually enter any of these data fields in DataServ, and the invoice should not be routed for approval.
3. Change the Status to "Complete".  

The following Search Criteria is used to run this search: 

• Document Type Classification = "Hot Batch"

 

Invoices Not Validated in ERP

This search contains any documents where DataServ has not received a validation record for that DIN from your ERP system.

This search should be checked daily by the AP team. This search will indicate any problems with data loading into your ERP.

To work this search, the AP team will research the document in your ERP and take one of the following steps:

• If a data record will not be passed from your ERP to DataServ, update the "Matched" field in DataServ to "True"

        OR

• Update the DIN in your ERP and leave the "Matched" field to "False" so that the data transfers automatically

The following search criteria is used to run this search:

• Matched = "False"
• Indexed Date = <Today

 

Invoices Out for Approval

This search contains any documents that are currently routed out and pending approval from approvers.

This is a research search that gives the AP team visibility into items that are in process and how long they have been outstanding. There is no specific action that the AP team needs to take to work this search.

The following search criteria used to run this search:

• Route To = Empty

 

Invoices Pending Data Transfer

This search shows invoices that are completed and ready to be transferred to your ERP system.  For non-PO invoices, this means they have been fully coded and completed the approval process.  For PO invoices, this means they have either successfully completed the AutoVouch process or they have been completed manually as an exception.

NOTE: The invoices in this search should not be worked or modified.  This search is for visibility only.  Once the invoice has been transferred to the ERP system, it will not display in this search.

The invoices in this search have a Status = "Pending Data Transfer".  Once they have been transferred to the ERP system, the status will be changed to "Complete".

The transfer time varies based on your configuration, but typically the transfer is scheduled for non-business hours.  Once an invoice is marked as "Complete" the best way to find and view that invoice is to search for it based on data such as Invoice Number, Invoice Date, PO Number, Vendor Name, etc.  See the Search topic for more information for how to search for documents.

 

Location Unknown

This search contains all documents that have a Location that was not able to be identified either by a data matching process or by the Digital Mailroom process.

This search should be checked daily by the AP team.  The following steps should be used when working this search:

1. Update the Location field with the appropriate Location.
2. Location may also drive other actions such as routing the invoice for approval, therefore you may need to update other fields as well.  For example, update the Status field to "Pending Approval" and select the appropriate person from the Route To picklist.

The following Search Criteria is used to run this search:

• Location is Empty OR Location = "Unknown"

 

New Invoices

This search contains all documents that could not automatically route to an approver. 

• For Non-PO invoices, the initial Route To could not be determined.  
• For PO Invoices, the invoice was not an AutoVouch candidate.

To access the New Invoices search, select the New Invoices tile from the Dashboard or select New Invoices from the Search dropdown on the Dashboard or the Search page.

 

This search should be checked frequently.  The following steps should be used to work invoices in this search:

1. Open the document.
2. Review the fields on the Document Pane, and confirm and/or enter the Location, Vendor Number, Vendor Name and all other pertinent fields.  This may vary depending upon your configuration.
3. Non-PO Invoices:
   • Update Route To by selecting the appropriate approver from the picklist.
   • Change Status to "Pending Approval"
4. PO Invoices:
   • Change Status to "Pending Receipt" for AutoVouch Processing.
5. Click the "X" to Save and Close the document.

The following Search Criteria is used to run this search:

• Status = "New"

 

Non-Invoice Documents

This search contains all new documents that are not identified as an Invoice.  This may include acknowledgments, statements, change of address, etc.

This search should be checked regularly by the AP team.  The following steps should be used to work invoices in this search:

1. Change the Status to "Complete" 
2. If the document is NOT a Non-Invoice
   • Update all applicable fields such as Invoice Number, Invoice Amount, Invoice Date, Document Type Classification, Due Date, Payment Terms.
   • Process the document per standard business procedures

The following Search Criteria is used to run this search:

• Status = "New"
• Document Type Classification = "Non-Invoice"

 

Potential Duplicates

This search contains all documents that are identified as Potential Duplicates. 

Upon importing a new document, the system checks for the possibility of a duplicate.  The system uses the following fields to check for duplicates:

• Non-PO: Vendor Number, Invoice Number, Invoice Date
• PO: PO Number, Invoice Number, Vendor Number, Invoice Date

This search should be checked daily and considered a priority.  You will access these exceptions in the "Potential Duplicates" search queue.

The following steps should be used to work invoices in this search:

• Select all the invoices in the group of invoices that are potential duplicates.  You can multi-select invoices, by holding down the Ctrl-key and clicking each invoice row.
• Click the View All Invoices icon on the Search Results Toolbar

• All of the documents will be opened in the Viewer.  Use the Document navigation icons on the Document Viewer Toolbar to navigate between documents.  

• Determine which document(s) are the duplicates and which one is the invoice that should be paid or has been paid.
• If the document is a duplicate:
  • Change Status to "Duplicate/Void"
  • Change Potential Duplicate to "No"

• If the document is not a duplicate:
  
  • Change Potential Duplicate to "No"
    • Once the Potential Duplicate field has been set to "No" the document will not be included in Potential Duplicate Search.

Note: Invoices will continue to be routed and processed even if the Potential Duplicate field is "Yes".

The following Search Criteria is used to run this search:

• Potential Duplicate = Yes

 

Rejected Invoices

This search contains any documents that were rejected by an approver.

This search should be checked frequently by the AP team. To work this search, the AP team will take one of the following steps:

• Reroute these documents out to the appropriate approver for processing

       OR

• Update the Status to "Duplicate/Void"

The following search criteria is used to run this search:

• Status = "Rejected"

 

Transfer Errors

This search contains any documents where DataServ has indicated an issue and cannot transfer the data to your ERP. The reason for the error will be listed in the "Notes" field.

This search should be checked frequently by the AP team. To work this search, the AP team will take the following steps:

1. Correct the data and set the status back to "Pending Data Transfer"
2. This will allow the transfer will be attempted again

The following search criteria is used to run this search:

• Status = "Transfer Error"

 

Vendor Not Found

This search contains all documents where a unique vendor could not be identified based on Vendor Name and Remit To Address captured off the invoice compared to your company's Vendor Master file.

This search should be checked daily. You will access these exceptions in the "Vendor Not Found" search queue.

1. The Vendor Name field will contain "!NOT FOUND!"
2. The Vendor Number field will be empty.
3. The Vendor Not Found Reason Code will contain one of the following messages:
   • Multiple Matches Found- The vendor master file has more than one record with the same vendor name and remit-to address.  To resolve, vendors need to be inactivated or updated with more information (e.g. suite number).
   • No Match on Vendor Name- There is no vendor name or the vendor doesn't exist in the vendor master file.  To resolve, the vendor name in the vendor master file should be updated.
   • No Match on Address- There is no address in the vendor master file that matches the remit-to address on the invoice.  To resolve, research addresses in the vendor master file and correct them.
   • Vendor Not Found- No vendor name or address exists in the vendor master file.  To resolve, add new vendors to the vendor master file.

To work these exceptions, the AP team will select the correct vendor in the Vendor Name field. This will automatically fill in the Vendor Number field.

If the correct vendor does not exist in the Vendor Name drop-down,  your company's Vendor Master file will need to updated  with the appropriate vendor information. Maintenance of the Vendor Master file is handled on your company's side, so you will need to reach out to the appropriate internal contact to facilitate updating the file.

Once your company's updated Vendor Master file is uploaded to DataServ, you will be able to select the correct Vendor Name and resolve the exception.

The following Search Criteria is used to run this search:

• Status = "New"
• Vendor Number is empty