Question

What is a good way to setup an AP process to manually code an invoice with GL numbers and amounts associated with them?

Updated August 5, 2014

asked on July 9, 2014 • Show version history

I have multiple customers wanting a good method of coding AP invoices for integration with the accounting system.

We want a way to take an incoming invoice and enter one or more associated GL entries and the associated amounts that apply to each of those GL codes. Currently if we use multi-value fields and do it in the document viewer it looks like this

GL Account No.

(and so on)

Amount

(and so on)

it's not an effective way of entering account numbers and amounts.. would there be a good way to trigger a form for each incoming invoice and use a web form with a nice field layout to enter all that data and then push it back into workflow? Anyone done something like that?

Any easy way of actually displaying the TIFF image right in the form with it?

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replied on July 9, 2014

I am slightly confused.

Are you wanting the information to be input in a more user friendly way? Then use a form with a table, then you can go through the table and use each row to get the next value to add to each multi-value field in the proper order.

Are you wanting to take an entry with that multi-value field information and bring that into some accounting software? Well, you may need to check the Laserfiche marketplace for integrations that exist. Other than that, you would need to develop your own.

If I have not answered you properly, please let me know what it is you meant to ask for help with.

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replied on July 9, 2014

Kenneth, you're close and your reply is helpful. Thanks.

Yes, I was referring to making the data easier to enter. The current process is that the invoices will be brought into Laserfiche first. I'm just asking and thinking this through.. so we could have workflow trigger and generate an email with a forms URL for each invoice that needs to be processed so the user could click the links and open each form to fill in the GL info in a table. Anybody know of a way to embed the Laserfiche document tif right into the form for verification or so this could be done without needing both the client with the document open and the form at the same time?

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replied on August 5, 2014

Seems to me that if you're going to have them manually enter this information into a form...why not just have them enter the information directly into the Accounting system since you're not saving them any labor by capturing the data? Then you save yourself the headache of trying to figure out how to get the information from Laserfiche into the Accounting system. Seems to be if you were capturing the invoice data using Zone OCR, then it may make sense, but not sure you're saving the client any time (unless I'm misunderstanding what you're asking)?

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What is a good way to setup an AP process to manually code an invoice with GL numbers and amounts associated with them?

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