Document Automation v1 Help and User Guide

1. Settings

Before you can start using Document Automation you need to register an account and email address that will be used to process your invoices.  This email address can either be given to a Supplier or Invoices can be passed through from a company’s internal email address (e.g. Invoices@yourcompany.com). Invoices sent to this email address would need to be separate attachments, i.e. it can’t process a single PDF that contains multiple invoices. But there can be multiple PDFs on the same email, each being a separate invoice.

All these details are required when signing up a new database / email source.

Customer Name: Company Name prepopulated from Sage

Contact Name: Main contact from process invoices

Contact Email: Main email address for the company contact (generic email address preferred)

Street: Street address prepopulated from Sage

City: City prepopulated from Sage

Post Code: Company postcode, prepopulated from Sage

VAT Registration No: Company VAT number, prepopulated from Sage

Email Address: The email address you intend to use to send Invoices to, to be processed by Sicon Document Automation. You will also need to select the domain for the email address from the drop-down menu. The domains in the drop down are pre-set to point to the Cogidocs server.

Application Name: This is what will identify the use of Document Automation for this specific Sage database, so should be the Sage company name.

Forward emails without, or with un-supported attachment(s) to the address below for manual handling: This option, when selected, will notify the specified email address if an email is received that isn’t supported, so it can be processed manually.

Auto Respond to sender when email received: This option will respond to the sender when an email has been received to inform them that their email/invoice is being processed

Label Extraction – Enter a keyword to find in email subject. Separate with space: Extracting a keyword from the email subject to store in an OCR field

Sign Up: This button will then generate your account based on the information provided.  The system will prompt if any details are incorrect. E.g. Contact Name is missing

Once you have registered an email address the Setting screen changes to show additional sub-tabs. The Application tab can always be referred to if you need a reminder of the registered email address.

Unlink Account: This will unlink the account from the database.  This is designed for unlinking accounts when overwriting a Test database with a copy of a Live database. Only use this option if absolutely sure as it is not possible to re-use the same email address when signing back up with Cogidocs.

These options are the default for Sicon Document Automation.  They can be overridden per Supplier as required

Enable Order Number Matching: This will attempt to match the Invoice against an existing order within Sage.  The order number must appear on the Invoice

Enable Project Number Matching: This will attempt to match the Invoice against an existing Sicon Project within Sage.  The Project number must appear on the Invoice

Order Number Trim Non-Numeric Characters: Tick this box if you would like the data matched as the PO number to only pass through the numerical digits.

Enable Item Line Extraction: Sicon Document Automation will read each line on the Invoice and these will be generated when processing the Invoices to attempt to match them to the lines on the purchase order.

Enable Call-off Orders: Enabling this will activate a tick box on purchase orders, where you can then indicate that they will be call off orders. This will then mean that partial receipts against that purchase order are not considered invalid when matching invoices to them.

Enable Reference Extraction: coming soon

Enable Narrative Extraction: This will enable the training of a narrative field on the invoice, which can then be posted into the nominal narrative when the invoice is posted into Sage.

Enable Exporting to Excel to re-import using the Sage import routine (via Document Automation): This setting allows to you export invoices via the Process Invoice screen, and then re-import them back in again before processing them. With this setting ticked, a new Exported queue appears in the Process Invoices screen.

Receive Invoice Images Only: With this setting enabled, then no transactions would be created from Document Automation. Instead, the scanned invoices are matched to transactions already posted into Sage. So, you are using Document Automation just to add the images to the already posted transactions.

Vat Code for Zero Tax Invoices: Invoices in the Process Invoices screen would ordinarily have the default tax rate from the supplier account applied to them. If the invoice is found to have zero VAT, then the tax code specified here would be used instead, to enable to you to select Exempt or Zero Rated (or another similar tax code). This can be overridden by the same setting on a supplier account.

Process Gross Value as Goods Amount: This is to disassociate VAT from the scanned Invoices for companies that don’t record VAT, so the total Invoice Value will be recorded as the goods amount

Validation Options

Validate Invoice Age: Enable validation on the Invoice Age and set the number of days i.e. do not process any Invoices that are dated more than 60 Days old.

Validate Purchase Orders have a GRN: Available if order number matching is enabled.  Will validate that the Purchase Order has been GRN’d in Sage, and flag them as invalid but they could still be processed.

Validate Invoices have a Second Reference: If this option is enabled, then all invoices will be validated to ensure they have a second reference field identified. Any that don’t will appear on the Needing Attention list in the Process Invoices screen where they could still be processed if desired.

Block Invoices with no GRN:

Vat Code for Zero Tax Invoices: Invoices in the Process Invoices screen would ordinarily have the default tax rate from the supplier account applied to them. If the invoice is found to have zero VAT, then the tax code specified here would be used instead, to enable to you to select Exempt or Zero Rated (or another similar tax code). This can be overridden by the same setting on a supplier account.

Process Gross Value as Goods Amount: This is to disassociate VAT from the scanned Invoices for companies that don’t record VAT, so the total Invoice Value will be recorded as the goods amount

Order Line Analysis Code for Stock Item: This enables you to specify an analysis code on a purchase order line that Document Automation will use to match the invoice line to the PO line.

Order Analysis Code for Order No: This enables you to specify an analysis code on a purchase order that Document Automation will use to match the order number to.

Receive Invoice Images Only: With this setting enabled, then no transactions would be created from Document Automation. Instead, the scanned invoices are matched to transactions already posted into Sage. So, you are using Document Automation just to add the images to the already posted transactions.

Revalidate all invoices each time they are loaded: By default, the Process Invoices screen requires users to manually revalidate invoices in order to assist with performance. If you enable this setting, then the Process Invoices screen will revalidate the invoices every time the screen is opened, or the Retrieve Invoices button is clicked. If you have a large volume of invoices in the Process Invoices screen then you may not want to enable this, as it could cause performance issues.

Variance Options

Acceptable Variance %: Specify an acceptable variance percentage, if the invoice matches the value of the purchase order within this percentage, then it will be considered as valid in the Process Invoice screen.

Acceptable Variance Value: Specify an acceptable variance value, if the invoice matches the value of the purchase order within this difference, then it will be considered as valid in the Process Invoice screen.

Ignore variance if the invoice is less than the purchase order: Do not use either of the above settings if the invoice is less than the purchase order. This would be relevant where either the invoice is only a part invoice of the purchase order, or the supplier is invoicing you less than you were expecting.

Nominal Account for Variance: This enables you to specify a nominal account where any variance should be posted to. So, if you receive an invoice that differs from a purchase order by a value that falls within the acceptable options above, then you will see an extra nominal line when the invoice is posted using the nominal code set here for the variance.

WAP Options:

Submit Purchase Ledger Invoices and Credits directly to WAP: With this setting enabled, then any invoices processed through the Process Invoices screen will be sent to Sicon WAP, instead of being posted into Sage. This would then enable you to authorise them in WAP, and only then would they be posted into Sage.

2. Upload Suppliers

The Upload Suppliers screen is used to either enable all (or a selected amount) Suppliers to use the Document Automation feature.  You can also see which Supplier has been enabled against each feature as outlined below:  Supplier KEN001 has been enabled for Project Number matching.

In order to enable a Supplier to use Document Automation first click the ‘Display’ button.  You can use the filter to select a specific supplier, use the ‘Enabled for Document Automation’ to display those that are and are not currently available and the ‘Order Number Matching Enabled’ to show Suppliers that have this option turned on.

Once you have the list of suppliers, you can select them individually or use the Select All option and click Update.

The Update to the Document Automation process runs overnight so it is best to allow 24 hours prior to being able to use a Supplier.

It is also possible to Update the Suppliers from the Supplier Record themselves.  With Sicon Documents installed a Document Automation section will be added to the Sicon tab on the Supplier Record.  Here you can enable individual options as outlined in the Document Automation Settings.

Enabling the options per Supplier allows you to differentiate between Suppliers that require Purchase Orders and Suppliers that don’t (i.e. Utilities).  The same would be true for Suppliers that have the ability to put the Project Number on the Invoice. All of the settings in the Document Automation Options are overrides for the default settings specified within Document Automation Settings.

There is also a field that lets you specify an override date format for this supplier. You would only need to use this field if the invoice dates being read on invoices for this supplier are being interpreted into the wrong format when you are trying to process them. This field has lots of formats available on its drop-down; if the exact format is not available you can overtype it (but what you enter manually needs to precisely match the date format on that supplier’s invoices). You can hover over the blue ‘i’ to see a list of the available format options.

Supplier Identification Fine Tuning: If you enable this setting, you can apply some controls as to which fields for this supplier will be sent to Cogidocs (the default option is that they are all sent). If you enable this setting, then the fields below all activate. Ordinarily you would then use the ‘Copy from Supplier’ button to populate the relevant fields with the values read from the supplier account.

You will likely not need to use this facility for the majority of your supplier accounts. It is useful in assisting with examples of the invoices from this supplier persistently not being identified. This can happen if the phone number or other details you hold in Sage do not agree with what is printed on their invoices. So, you can use these fine tuning options to either control what information is sent to Cogidocs (you might want to use the phone number field here to match their invoices but not update the phone number on the account for example).

Delete Supplier: Removes the Supplier from Sicon Document Automation (does not remove them from Sage) by deleting their details from the Cogidocs server.

Create Supplier: Creates the Supplier within Sicon Document Automation so they can be used for the Invoicing process and sends their details to the Cogidocs server. Again, allow 24 hours from doing this before trying to process any invoices against this supplier through Document Automation.

Any changes made to this screen, or any updates to any of the fields sent to Cogidocs (i.e. address fields, phone numbers, bank account details) are automatically sent to Cogidocs when you save the account (for accounts set to enabled for document automation).

3. Process Invoices

Once you have sent an Invoice to your nominated email address specified in the settings it will be picked up by Sicon Document Automation and the Optical Character Recognition (OCR) process will start to process the Invoices.

For this screen to work, access to the Cogidocs web services are required. What this means is that the computer that you are using this screen on will require a working internet connection, and be able to access https://api.cogidocs365.co.uk. You will also require a Full licence in Documents settings for your Sage user, otherwise you wouldn’t be able to add the document images to the posted transactions.

Sicon Document Automation takes a little time to process each Invoice before they will appear in the Process Invoices screen, typically 10-15 minutes after they are received at Cogidocs. Some of the information it is trying to find is listed below:

Type: Invoice or Credit Note
Supplier Account No: Supplier Name to associate to a Supplier Reference
Invoice No: The Document No.
Invoice Date: The Date of the Document
Net Amount: Total Net Value of the Document
VAT Amount: Total VAT Value of the Document

Total Amount: Total Net+VAT Value of the Document.  This is also checking the Net Amount and VAT Amount equals the Total Amount.

The invoices are filtered by their current status using a filter line above the main window.

This filter the displayed invoices as to whether they are ready for processing (i.e. all required details have been established) or are needing some kind of attention. Any that relate the purchase order lines that have not been goods received will appear in that filter. It is also possible to export invoices into another system for external processing (if enabled in Settings), and finally you can flag invoices as being under query and they will then only appear under that filter.

You can also click the Filters button at the end of this row to display additionally available filters: –

The main window of the Process Automated Invoice screen is split into two sections.  The left-hand side of the screen is the list of Invoices in a Grid.

The Grid displayed is editable which allows you either enter or overwrite the data that Document Automation has retrieved from the Document.  Any field that has been pulled from the Document is editable at this point.  Any field shown in Green has been successfully validated on the Document, anything in Red is a column that couldn’t be recognised. An additional narrative field is available for editing in this grid that will add anything entered within it onto the narrative of the nominal postings for the invoice.

If you wish to resize any columns, you can click on the vertical line between the column headings to drag the columns wider or smaller. You can also drag columns around if you would like them to be in a different order. These column changes are remembered when you exit the screen, and are stored per user so your edits won’t impact on other users.

The right-hand side of the screen by defaults shows an image of the highlighted line in the Grid.  This will allow you to spot any missing fields and manually update the Grid with the missing information.  As well as manually typing in the information you can ‘Train’ the system to find any missing information on a Document Layout.

At the bottom of the screen are the following buttons: –

Save Invoices – Save any changes to the currently displayed invoices.

Retrieve Invoices – Reconnect to Cogidocs to see if any additional invoices have been received.

Validate Invoices – Select any invoices to refresh their validation status, if you have updated some information against them.

Process Invoices – Select any invoices that you wish to now post into Sage.

Export / Import Invoices – Select any invoices that you with to export for processing within an external system, or to import any that you have in a file to import back into this screen. The import would use the standard Sage PL Invoices import format, and would update the records tagged as exported. This option is only available if you have enabled exporting on the Document Automation tab of the Settings screen.

Delete Invoices – Select any invoices that you wish to delete, such as ones that have been emailed through more than once.

4. Supplier Not Identified

If the supplier account has not been identified, then you will not be able to use the Training button against this invoice. This is because the training information is updated to Cogidocs to improve future invoices received from that supplier. Where Cogidocs haven’t been able to identify the supplier account, then they are unable to update it with any training information received.

In order to process the invoice, you can manually enter the supplier account and any other missing fields by clicking on those fields in the main list of invoices and entering them, but you will likely have the same issues on future invoices from that supplier.

So if invoices are received and the supplier isn’t identified, it is important to review why that is and rectify it in order for future invoices to be processed automatically. The most important fields that Cogidocs are using to identify the supplier from the invoice are:

• Supplier Name            2.26
• VAT Number               2.26
• Bank Account No.      2.26
• Street                            2.00
• Telephone No.            1.26
• Fax No.                         1.26
• City                                0.24
• Post code                      0.24

As these fields are matched by Cogidocs, the numerical value displayed above is added to their identification ‘score’. If this reaches a total of 4 or higher, then a positive match is declared.

We only recommend removing details from your Purchase Ledger accounts where supplier identification is failing.

Changes you make to supplier details are automatically sent to Cogidocs, but only update their system overnight, so you will not notice the benefit until the next day.

5. Training

Cogidocs hold invoice layout information against each supplier account that they are storing on their system. When they receive an invoice that they identify as coming from a supplier, they will then refer to that information to ensure they are using the correct fields. Initially they will set this layout information automatically, but where the wrong fields are picked up you can use the Training button to make alterations to this information. So, if the wrong date is being picked up as the invoice date for example, you can then use the training button to identify the correct date it should have used. This information is then sent to Cogidocs when the invoice is posted into Sage, so that they can apply this to future invoices from that supplier. This information only updates in their system overnight, so any further invoices received on the same day will not reflect this updated training information.

Note that training is only possible where Cogidocs have identified the correct supplier account. If you are manually selecting the supplier account for an invoice, then you will not be able to perform any training against that invoice layout. For this reason, it is important that you review the supplier account details and compare them to what is being read from the invoice in order to ensure that future invoices do identify the supplier correctly. See the previous section titled Supplier Not Identified for further information in this area.

In order to train the system to find the Invoice Number, click the Training Button below the Invoice Image.

This then enables a tool that will allow you to draw a location around the area where the Invoice Number appears.

Once you have drawn the area where the Invoice number appears on the Document, a new prompt is shown so you can associate that location with the Invoice number.

Field Type: OCR/Switch. Defaults to OCR, can be changed to Switch if this field contains the information you need to switch to a different supplier account. See Section 10.8. Switching to Different Supplier Accounts for more information.

Field Name: A drop-down list of the available fields

Field Value: The value of area that has been marked on the Document, if Sicon AI recognises the value (alpha numeric) then this will be pre-populated.  If the Value is incorrection then it can be overwritten.

Field Location: This displays the location where the field is located on the Documents

Region: This displays what has been drawn on the document.

Split Character: Specify a character that should be used to separate multiple values in the field value that you have highlighted. For example, you receive an invoice that contains a value of 123/5000. The 123 part is the invoice number, while the 5000 part if your order number. You would specify here that ‘/’ is the character to use to split the field. Then click the Split button to populate the next box.

The system will then use this information the next time it receives a Document from the same Supplier to retrieve the Invoice Number. Typically, you might need to do these multiple times before the system learns.

Note. The Training feature that allows you to draw is only available on certain types of PDF.  As an example, if you receive a paper copy, which is scanned and emailed you won’t be able to specify a specific location, where as you would if the invoice was generated from software (i.e. Sage or Word).

The Training will remain open so you can train multiple fields values at one time.  Once you have finished, click the Exit Training button.  This will then populate the new Values into the Invoices Grid.

If there are other invoices in the grid for the same supplier that you have just applied training to, then you will be prompted if you also want to apply that training to those invoices also.

6. Training Templates

You can use local training templates to store and quickly apply training information to invoices for different suppliers. The regular Training information is done per supplier account, but if you receive invoices from multiple suppliers that have identical layouts (perhaps they are being generated from the same originating system) then it may be more convenient to work with local templates. This would enable you to quickly process these invoices, and when they get posted the training information would be sent to Cogidocs. So, any future invoices from those suppliers received on later days (due to the overnight updates at Cogidocs) shouldn’t then need to use training templates to update them again.

The Training button is actually two buttons in one, and if you click on the ‘v’ that is displayed on the right-hand side of the button then you are presented with these three choices: –

Save Training Template: This will save the current training information for the currently selected invoice as a training template.

The template will default to the supplier name and will be stored as a template available for this supplier account – there is only ever one training template for a supplier account. You can untick the Supplier Specific Template checkbox, which will then save the template and would be available for all supplier accounts. There is no limit to how many templates you can save that are not supplier specific.

Load Training Template: This option lets you load a previously saved template, either one that is specific to this supplier account or one of the not supplier specific templates. Loading this template will then apply the information within it (as to which fields are in which locations) to the current invoice.

Apply Default Supplier Template: This option would apply the one specific template for that supplier to the currently selected invoices (you can tick multiple ones before selecting this option). This doesn’t allow selection of non-supplier specific templates.

7. Posting Invoices into Sage

Once all details have been captured, the Process Invoice button can be pressed.  Here you have two options, Manual and Automatic.  Manual process is used to manually code the Invoice and Automatic will automatically generate the Invoice. If you are capturing just the content, i.e. not capturing the Purchase Order then you will be required to enter the Invoice details against a Project, if using Project Costing, or the Nominal.

A prompt will show to confirm you want to process all selected documents:

If the system, believes the Document has already been posted in Sage, is within the Document Automation system, or doesn’t contain the correct amount of details, then you will receive an extra warning confirming if you want to continue.  At this point you can cancel the Invoice or Credit Note creation to ensure that no duplicates are created.

With manual verification selected, if the Invoice isn’t linked to a Purchase Order, then the Purchase Invoice screen is shown, with the details captured filled in.

If you maximise this screen, you are then shown the Invoice entry screen and the document, so it can be coded accordingly.

If matching against a Purchase Order you are shown the Record Purchase Invoice screen against a Purchase Order.  In this example Purchase Order 3483 the system is ignoring the leading zeros on the Purchase Order.

If the purchase order had any GRN discrepancies, then a box would be displayed showing these and asking if you wanted to continue.

If the invoice relates to multiple purchase orders, then you can use the Amend Selected Orders button within the Record Purchase Invoice screen to add additional order lines to this screen.

If the invoice fully matches the value of the purchase order, then the invoice quantity of each item on the purchase order will be set to match the purchase order full quantity. If this is not the case, then no line quantities will default and you will need to manually update these quantities.

How to Handle Invoice Price Differences from Purchase Order Prices

If the invoice turns up with a different unit price to the purchase order line price, you can of course update the price on the purchase order if you are happy to do so, or add a missing delivery charge line. You could also edit the price on the Record Purchase Invoice screen, which will also update the purchase order. Alternatively, you can let Documents record any price differences as a variance, and have it create an extra variance line in the nominal postings that you can then code accordingly. An example of this would be if the invoice has a carriage line that has been omitted from the purchase order.

When you start to process the invoice, if the invoice line value is different from the purchase order line prices then you would see this message displayed: –

This message is only displayed if the invoice value differs from the purchase order value by either a greater percentage or greater difference in value as specified in the variance options on the Document Automation tab in the Settings.

Assuming that you wish to continue with this, you would then click OK. If you are processing the invoice automatically, then a variance line would be created automatically. The example worked through below has been processed using the Manual Verification option.

To ensure the variance line is created, then do not change the Discounted Unit Price in the Record Purchase Invoice screen. In the example below, our purchase order has the delivery line missing If the delivery line should not have been invoiced, we could of course have flagged a query against the invoice in the Process Invoice screen, and not clicked OK at the earlier warning prompt. Assuming that the invoicing of the delivery value is correct, and that we want to record this as a variance, then process the stock lines as normal.

Matching the order lines to the GRNs (if applicable), when you then click Accept and Post you would see the following warning.

If you click Yes to continue, then Documents will create an extra line in the Nominal Analysis section of the subsequent Enter Purchase Invoice screen for the variance amount. No nominal code is selected automatically against this line, you will need to choose the relevant nominal code before you can save and post this invoice.

Note that if you have Sicon Projects installed, then this variance line will have a nominal code determined by Sicon Projects selected for this variance line.

This variance behaviour can also occur if the invoice value against any of the other lines is different to the prices on the purchase order, and you don’t change those line values in the Record Purchase Invoice screen on the order lines. This will then lead to the same warning message displayed above, and a variance posting being created automatically.

8. How to Handle Invoice Price Differences from Purchase Order Prices

If the invoice turns up with a different unit price to the purchase order line price, you can of course update the price on the purchase order if you are happy to do so, or add a missing delivery charge line. You could also edit the price on the Record Purchase Invoice screen, which will also update the purchase order. Alternatively, you can let Documents record any price differences as a variance, and have it create an extra variance line in the nominal postings that you can then code accordingly. An example of this would be if the invoice has a carriage line that has been omitted from the purchase order.

When you start to process the invoice, if the invoice line value is different from the purchase order line prices then you would see this message displayed: –

This message is only displayed if the invoice value differs from the purchase order value by either a greater percentage or greater difference in value as specified in the variance options on the Document Automation tab in the Settings.

Assuming that you wish to continue with this, you would then click OK. If you are processing the invoice automatically, then a variance line would be created automatically. The example worked through below has been processed using the Manual Verification option.

If you are not using Item Line Extraction in the settings and receive a part invoice on a purchase order, then you must process it via the manual processing option so that you can confirm the line quantities that are being invoiced. If Item Line Extraction is enabled, then variance will be checked based on the unit prices rather than the total value.

If you are often receiving part invoices for purchase orders, and they are regularly being flagged as needing attention due to Document Automation not being able to match the lines correctly, then we would recommend consider tagging the purchase order as a Call Off order (using that checkbox on the purchase order added by Sicon Documents). Any purchase order tagged as being a call off order will not flag a part invoice as having any kind of variance, until an invoice is being matched to the final quantities on the purchase order.

To ensure the variance line is created, then do not change the Discounted Unit Price in the Record Purchase Invoice screen. In the example below, our purchase order has the delivery line missing If the delivery line should not have been invoiced, we could of course have flagged a query against the invoice in the Process Invoice screen, and not clicked OK at the earlier warning prompt. Assuming that the invoicing of the delivery value is correct, and that we want to record this as a variance, then process the stock lines as normal.

Matching the order lines to the GRNs (if applicable), when you then click Accept and Post you would see the following warning.

If you click Yes to continue, then Documents will create an extra line in the Nominal Analysis section of the subsequent Enter Purchase Invoice screen for the variance amount. No nominal code is selected automatically against this line, you will need to choose the relevant nominal code before you can save and post this invoice.

Note that if you have Sicon Projects installed, then this variance line will have a nominal code determined by Sicon Projects selected for this variance line.

This variance behaviour can also occur if the invoice value against any of the other lines is different to the prices on the purchase order, and you don’t change those line values in the Record Purchase Invoice screen on the order lines. This will then lead to the same warning message displayed above, and a variance posting being created automatically.

9. Switching to Different Supplier Accounts

There could be a situation where you have multiple purchase ledger accounts for the same supplier, and Document Automation is then having issues identifying which supplier account it should be matching the invoices to.

If this is the case, and there is something on the invoice that could be used to determine the correct account, then you can train the invoice layout to apply this logic to redirect the identified supplier account to the desired one.

In this scenario, you would only want one of these supplier accounts to have been enabled for Document Automation and uploaded to Cogidocs. If you have already uploaded all of the accounts to Cogidocs, then amend the ones that you don’t want them to have the details, and on the Sicon tab de-select the option to Enable Sicon Document Automation for this Supplier. You should also click the Delete Supplier button at the bottom of the screen, this just deletes the supplier from the list at Cogidocs, it doesn’t affect anything in Sage.

So, at this point you have chosen which account will be the one identified by Cogidocs for all invoices from this supplier. The best choice is usually the account that will have most of the invoices posted to it. Send an invoice that should be redirected through, and when it is available in the Process Invoice screen it will have the ‘wrong’ supplier account on it. Work out which field on the invoice holds the information that controls which other purchase ledger account it should be redirected to, and then go into the training mode and highlight that field. On the OCR Field Details screen that appears, choose the Switch option.

This will change the window so that is appears as below, and all you need to do is enter the supplier reference that you want it to switch to in the Switch Value field. You will need to manually correct the supplier account number in the main grid of the Process Invoices screen, but future invoices that match the selected value will redirect to the correct account automatically.

Example:

You have two different supplier accounts ABC001 and ABC002 for the same supplier. When their invoices are received in Document Automation, there are supplier identification issues, because the system doesn’t know which invoices belong to which account. Both of the accounts have been enabled for Document Automation, and both have been uploaded to Cogidocs.

You decide that the account number field on the invoice can be used to identify which invoices are relevant to account ABC002. Most of the invoices that are received will be posted to ABC001.

You amend supplier account ABC002 to deselect the Enabled for Document Automation checkbox, and click the Delete Supplier button at the bottom of the Sicon tab to delete it from the Cogidocs web server.

When the next invoice comes in for ABC002, it will be identified as relating to supplier account ABC001, as that is now the only one of the two accounts that Document Automation knows about.

You enter the training mode on this invoice and highlight the account number field. In the screenshot above it held the value 487. You choose the Switch option on the OCR Fields Details window when it appears.

You then enter ABC002 as the Switch value and Save the window and exit the training. The invoice still shows as being for the ABC001 account at this point, so you manually change it to ABC002 and then post it.

Future invoices for this supplier with an account number value of 487 will automatically have ABC002 as their account.

10. Release Notes

The release notes page shows which release of the system includes new features or issues resolved.

At the release of Sicon v21 we announced that going forward, we will only be supporting Sage 200c and as such we are able to drop the year from our version numbers. We moved from 201.201.0.0 to 210.0.0.

New features detailed in the Release Notes relating to Pre-Release versions will not be detailed in the current Help and User Guide until the end of development phase.