Oracle Integrated Invoice Imaging Issues

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Oracle Integrated Invoice Imaging Solution Overview
Paper invoices are still prevalent in today’s business world, prompting most organizations to implement some form of imaging
capability for their Payables department, to help reduce the receipt-to-payment cycle and meet audit requirements. This
involves implementing multiple point solutions with the following challenges:
Components from different vendors specializing in scanning, data extraction, storage and workflow, based on proprietary
technology, require dedicated IT staff to set up, integrate, and maintain, resulting in higher implementation and maintenance
costs.
Disparate platforms, operating systems, and release or certification cycles increase the risk of incompatibility and maintenance
overhead. When the ERP system is patched, re-implementation of some or all components may even be required.
Given this a la carte selection process, the result is a disjointed, bolt-on solution footprint that is truly unique to each
implementation and cannot leverage native ERP capabilities and efficiencies. Such implementations often rely on either
custom user interfaces or direct import of raw data via open interfaces or both. Therefore completely bypassing native ERP
transaction entry and validation.
Oracle is the only vendor in the market today offering a fully integrated invoice imaging solution that provides a seamless user
experience, supporting the entire invoice lifecycle from scanning, recognition, and routing, to invoice entry, approval, and
payment – all based on a unified security model. This end-to-end solution is certified and supported by Oracle on a common
provisioning framework, with minimal setup and configuration required, thereby reducing the total cost of ownership.

Oracle Integrated Invoice Imaging

You can now use the Oracle Cloud Automated Invoice Processing Cloud Service solution to automate the invoice creation process
including invoice lines. This improves processing time and user productivity, while reducing data entry errors and staffing
requirements. Invoices are scanned or sent by e-mail for recognition and validation, and then appear directly in the Scanned Infotile
of the Invoices work area for approval, accounting, and payment. Invoices that aren’t fully recognized due to data or image quality
are created as incomplete invoices. Users can review, correct, and complete these invoices manually.

Getting Started
Set up the Payables imaging solution using the following 3 steps.
Step 1 Confirm the designated e-mail accounts

Verify you have e-mail accounts, one for each pod within 20 days of signing up for the Automated Invoice Processing service.

Step 2 Set up the scanners

Set up the scanners to produce TIFF images with International Telegraph and Telephone Consultative Committee (CCIT) Group
IV compression at 300 dpi. It is also recommended to use dynamic thresholding to produce a high-quality black and white image
for best recognition rates.

Step 3 Send the invoices

Invoices in a printed physical format must be scanned and then sent by e-mail. Invoices in a digital format can be sent directly by email.

Confirm the digital invoices were sent and received to complete your imaging solution.

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 Below table depicts the steps that should be done prior to imaging go-live.
Pre-requisites
Ensure Ops team sends an email to customer with the Provisioning Team will Send an
email ids during implementation
Get the requirements of the type of suppliers that
needs to be included/excluded and update the
Imaging configuration file at the start
Get the PO format at the time of implementation
Implement Imaging Audit Report
Special characters to be retained in the invoice
number.
Disable line recognition for OCR
Get the requirements of the invoices such as
recognition of Invoice lines etc.
Invoice image is missing in the Invoice approval
notification
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Responsibility
welcoming Packet email to
customer with imaging emails.
Customer needs to confirm what
type of suppliers will be created.
Implementation team will confirm if
suppliers need to be excluded such
as internal. Operations will do the
action plan to exclude suppliers in
OFR.
Customer needs to confirm if PO
matched invoices created via
scanning. Implementation team
must work with customer to confirm
PO format and create SR for
operations to setup PO Format.
Customer/Implementer to complete
audit report setup steps and log SR
if report setup/output needs review
Customer to specify special
characters to be retained in invoice
number apart from ‘hypen’ which is
retained by default.
Customer must confirm if Line
Level imaging Recognition is
needed and if not Implementation
team must create SR with support.
We can disable line level
recognition for either ALL invoices
or non-PO invoices
Customer must confirm if Line
Level imaging Recognition is
needed and if not Implementation
team must create SR with support
Customer must confirm attachment
size and support need to confirm
Notification Attachment Size setup
Steps
No setup needed or reaching
out to operations as standard
wait time is 6-8 weeks for
implementation.
Customer must follow (Doc
ID 2210541.1) and once
completed create SR for
Operations to do Step 2.
Customer must refer to
(DOC ID 1987349.1) to
confirm PO format and
Operations to setup PO
format in configuration file.If
PO matched invoices not
created, then disable PO
recognition.
Customer must follow (DOC
ID 2210741.1) and
Implementation team must
confirm Audit setup in
Windows VM with Operations
Implementer must follow
(DOC ID 2245609.1) to
confirm unique character and
SR must me created so
Operations can setup. Add
special characters in
Designer.
SR must be created for Line Level
imaging to be disabled following
(DOC ID 1987349.1)
SR must be created for Line
Level imaging to be disabled
following (DOC ID 1987349.1)
Customer must Create SR
with Invoice Approval
Module
Below table shows common issues that the customer should take before go-live.

Do's and Don'ts Process Responsibility

Communicate to customer that the resolution should
be 300 dpi.
Set up the scanners to produce Customer
TIFF images with International
Telegraph and Telephone
Consultative Committee (CCIT)
Group IV compression at 300 dpi

Communicate to customer that the custom email is Communication Implementation

not allowed. Team

Its recommended not to enter BU while running import Its recommended to leave BU blank Customer
process while running import process

Mark Suppliers as Internal or Intercompany to avoid Define appropriate set ups Customer
incorrect supplier Recognition.

When Scanning Multiple Invoices in 1 PDF please Customer to Use a Blank Clean Customer
make sure to use a clean blank paper in between Sheet of Paper for a page
each invoice such that blank page separator is less Separator when Scanning multiple
than 3 KB. Invoices into 1 PDF

If Sending Supporting Documentation please Use a Customer to Use Support Customer

Supporting Documentation Page after invoice Page Document Separator from Doc ID
2017464.1

Make sure that PO information has been created Customer to confirm and create PO Customer
before sending images for PO Matched invoices in Environment prior to Testing to
avoid incomplete invoice

Training Document Responsibility

Set up of Imaging Doc ID Customer/Implementation
1966280.1 team/Provisioning

Ability to derive the PO line number for invoice Doc ID Customer

matching based on the Supplier Item number 2285235.1

PO Identifying number field is disabled on Imaging Doc ID Customer

Invoice 1987349.1

Setup Imaging Audit Report in BI Doc ID Customer/Implementation

2210741.1 team

Know how to make setup roles for users to view Images Doc ID Customer
on the Invoice UI 2366622.1

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 FAQs
Provisioning FAQ's:
1. How do I get the cloud e-mail account where I need to send the scanned invoices?
The e-mail account is in the welcome kit mail that was sent when the imaging environment was provisioned. If you do not find
the welcome e-mail, log a Service Request for the invoice e-mail address.

2. How do I find an invoice sent to a designated e-mail account but can’t be found under the Scanned infotile?

Follow these troubleshooting steps:

1. Check if the import process was scheduled.

• If it wasn’t scheduled, follow the instructions on how to schedule the process to import invoices on a regular
basis. It’s recommended that you schedule the process to run every hour. After scheduling it, you can expect to
see invoices in the Scanned Infotile after about 1 hour from sending the invoice by e-mail. If you submit the
import process right away, the estimated time to see the invoice is about 20 minutes.
• If the process was scheduled but ended with error because of not setting up a default business unit for the user
who submitted the process, follow the instructions to set it up. Every user needs to have a default business unit
set up.
2. If the import process was scheduled and ran successfully, check if the invoice is available when searching from the Manage
Invoices task. If it’s available, review the incomplete invoice routing rule and follow the instructions to make the necessary
corrections.
3.If the invoice isn’t available when searching from the Manage Invoices task, follow the instructions to check if the invoice image is
present in Image Processing Management. If it isn’t present, check if your image quality is 300 dpi.

E-mail Related FAQ's

3. Can multiple invoices be included in one e-mail?

Yes. The application supports multiple ways to include invoices in an e-mail:
• Single page invoice in one attachment
• Multipage invoice in one attachment
• Multiple invoices in one attachment
• Single and multipage invoices in multiple attachments
NOTE: The total size limit of attachments is 10 MB per e-mail. Attachment file name should be less than 69 characters (excluding
file extension)

Recommendation:
Organize invoices within the attachments in the following way. If you have:
• Single page invoices in an attachment, insert a blank page between invoices.
• More than one multiple page invoice in an attachment, insert a blank page between the invoices.
• Both single and multiple page invoices in an attachment, insert a blank page between invoices.

4. Can I include supporting documents with an invoice?

Yes. You can add supporting documents to an invoice. To ignore the supporting documents during data recognition, you can separate
the invoice and supporting documents with a designated separator page.

5. How do I reconcile between the invoice images e-mailed to the designated imaging e-mail address and the invoices
created in the payables system?
NOTE: Refer to note 2210741.1 and install the imaging auditability report.

Recognition FAQ's

6. What invoice types are recognized?

Invoice types that are recognized in the imaging solution are standard Invoices and Credit Memos. For an invoice to be recognized
as a credit memo, the image must contain the word Credit Note, Credit Memo or have a negative balance.

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7. How is currency identified on the invoice image?
Both currency symbol and short code is used to recognize the currency on the image. If the imaging solution cannot recognize the
currency from the invoice image then the invoice currency setup at the supplier site (if not set at site then the invoice currency at BU
options) is used for creating the invoice.
8. Can I scan an invoice in different currencies?
Yes, the imaging solution is capable of recognizing multiple currencies when properly formatted on the invoice image.

9. How do special characters on the Invoice number get recognized?

Log a service request with support to update the configuration settings to recognize the special characters.

10. Can I use other document types such as pdf and jpg?
Yes, the following image formats are supported: .TIF; .TIFF; .PNG;.JPG; .DOC; .DOCX; and .PDF.

11. Why are we using e-mail to get the image to the imaging solution? Can we use a scanner or fax?
Cloud customers are given an e-mail address which they send their invoices to be processed. An on premise customer would have
more options such as direct scanning or fax.

12. What are best practices to be followed for high image recognition rate?
• Image file with multiple 1 page invoices should be separated by blank page separator of size 3KB or less.
• Image Quality :
▪ Set up the scanners to produce TIFF images with International Telegraph and Telephone Consultative Committee
(CCIT) Group IV compression at 300 dpi. If the scanner supports dynamic threshholding to produce high quality
black/white images these give the absolute best quality for scanned images in TIFF.
▪ Avoid hand written content and stamp marks as it impacts recognition rate.
▪ Invoice Image should have supplier address on it. Lines section should have proper column headings
▪ Supplier address defined in Cloud
▪ Supplier module should exactly match with the address printed on the invoice.
▪ Non invoices such as cab receipts do not get recognized.
▪ If you are not using PO matched invoices, log a service request to disable PO recognition for imaging.
▪ If you are using PO matched invoices then log a service request to update the image configuration with the PO formats
used in the Purchasing module.
▪ Employees should not be created as suppliers in Cloud Applications. If the employees are already created in Cloud
Application either they need to be deactivated or log a service request to exclude certain supplier types. This exclusion
will work only if all employees are assigned same supplier type.
▪ Specify the invoice currency code in either or both the Manage Invoice Options page and supplier sites that help in
defaulting of the invoice currency.

▪ The invoice line should be in tabular format otherwise the recognition rate is not good.
▪ If the invoice runs into several pages and includes supporting documents (such as e-mail, notes, and contracts) then
use the supporting document feature (Doc ID 2017464.1) or log a service request to update the imaging configuration to
recognize the additional pages..
▪ Verify the service provider or internal resource do not send duplicate invoices. If duplicate invoices are sent to the
imaging server, the latter would be imported as Incomplete and be identified as a duplicate invoice. Users must review
and delete them. • Do not send images in .xls or .xlsx format. Supported invoice formats are listed in recognition related
FAQ’s section.

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Note: Below are examples of sample invoices.

Sample invoice for good recognition of attributes.

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Sample invoice where attributes are not recognized as invoice line data is unorganized.

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An example of utility bills that are not conducive for recognition by the imaging solution.

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 Supplier Related FAQ's

13. How is the supplier recognized from the invoice image for an unmatched invoice?
Suppliers and their addresses configured in Oracle Cloud are extracted to the imaging solution that has
the vendor pool information. The imaging solution reads the address from the invoice image and tries to
find the address in the vendor pool extract. The address that closely matches the address in the application
is recognized as the supplier. It is very important that customers configure the address of the supplier
correctly in order for the application to match with the address on the invoice image.

14. What should be done for an intercompany supplier whose address appears as a bill-to address on
the invoice image?
Generally Payables invoices have 2 addresses where one is the physical location of the supplier and the other is
the address of the bill- to party. Some customers configure suppliers with a bill-to address, for suppliers created for
intercompany transaction purposes. It is recommended that the address of the intercompany supplier is set
differently from the bill-to address as the intercompany supplier address is generally not used for any specific
purpose. The regular supplier address is used for sending checks and other rep orts whereas intercompany
suppliers are not used for such purposes. Having a different address for an intercompany address does not impact
any business flow.

15. What if 2 suppliers reside in the same address?

The addresses for both must be accurate and defined as unique. For example: If both suppliers are residing
in the same building, but on different floors the floor numbers must be indicated on the invoice image and
the same must also be captured in the invoice image NOTE: The correct supplier may not get recognized
if both suppliers have the same or similar address. Should this be the case, the user must change the
supplier address manually. It is uncommon to have multiple suppliers residing at the same address.

16. Why isn’t new supplier information recognized after adding them?
To be recognized, any new supplier must be created in the application at least a day before the invoice is to be
created. Also the pay site flag should be enabled on at least one supplier site.
For suppliers that typically have purchase orders created, the supplier is added prior to the invoice being
created. In the case of unmatched invoices, you must create the suppliers at least a day in advance. This
ensures you are able to scan and create the invoices automatically with the supplier information being
recognized.
If you need to scan the invoice image immediately after creating a supplier, you can create a service request
for manual supplier synchronization after the supplier is created. Once the supplier synchronization is
complete, the supplier information is recognized when you scan and create the invoice. If the supplier still
cannot be recognized after supplier synchronization, check the supplier site address setup.
NOTE: The application recognizes the supplier by comparing the supplier site address with any addresses shown
on the invoice image.

Matched and Unmatched Invoices FAQ's

17. What should be the PO numbering format?

It is strongly recommended to have an alphanumeric PO number. For example: If a customer has
configured the PO number to be a 7 digit number, there can be multiple numbers on the invoice image
such as phone number, tax region number, shipping reference number, supplier order numbers, or IBAN
number that consist of 7 digits. In this case, the imaging solution may wrongly recognize such numbers
as the PO number. However, if the PO number has been configured with an alphanumeric number, then
recognizing some other number as the PO number is greatly reduced.

18. Why are lines not getting recognized for unmatched invoices?
There is a likelihood that some number on the invoice image is being recognized as the PO number. Check
for any kind of colored border on the identifying PO field in the invoice UI. If yes, then it means that some
number on the invoice image is getting recognized as PO number. For such an issue, log a service request
to update the configuration of PO numbering in imaging setup.

19. What are the best practices recommended for me if I am not using Oracle Cloud Procurement?
You must log a service request to update the configuration setting of imaging to turn off PO
recognition. This will ensure that none of the fields on the invoice image get recognized as PO numbers.
Additionally, check your business process to determine whether the business unit information is provided
by the user when sending the invoice image or they want it to be defaulted from the users default org
profile option. Depending on the decision, make the required setups.

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GUIDE
 20. Why do I see the Identifying PO field highlighted in orange on the Invoice page
when an unmatched invoice is sent?
The application is set up to recognize a purchase order on every invoice. The recognition is based
on the configuration defined for the purchase order in the configuration file of the imaging server. If any
formats matching the defined configuration are found, but the purchase order doesn’t exist in the
application, the Identifying PO field is highlighted in orange for you r review. You can create a service
request to update the default settings based on your business requirements. If you don’t have any
matched invoices, submit a service request to disable purchase order recognition.
NOTE: The default purchase order number setting is 3 characters + 6 digits. Ex: ABC123456.

RECOMMENDATION: The use of alpha numeric PO number formats is very highly recommended in
order to distinguish the PO number from other numbers on the invoice such as VAT Numbers, ZIP codes
(US invoices), Shipping reference numbers, etc.

21. Why aren’t the invoice lines matching to the purchase orders for invoices that include
multiple purchase order numbers?
Make sure each line of the invoice references its respective purchase order so that the relevant PO number
is reflected on each invoice line. If the invoice line does not have a PO number, it will not be matched. Log
a service request to ask support to enable multiple PO recognition.

Other FAQ's

22. How do I scan and send utility bills?

Utility bills are generally posted to a single account with a single invoice line. However the utility invoices
run into several pages as they have detailed itemization. The recommendation for utility bills is to use the
manual approach to create the invoice and add the scanned image using the attachments functionality.
This is because reading the detailed itemized lines does not serve any purpose and the recommendation
is to create the invoices manually.

23. What is the file size that is allowed?

File size should not exceed 10 MB per attachment.

24. Is there are way to review all my scanned invoices in the scanned queue?
There is a profile option on incomplete invoices. When this option is turned on then all the images appear
as incomplete status and appear in the scanned queue where user can review each invoice and then
mark them as complete.

25. Why is the tax information missing from the invoice page when the paper invoice has a tax amount?
Tax information isn’t recognized from the invoice image. It’s calculated automatically by a robust tax engine with
predefined tax rules. If the tax is missing from the invoice page, check your tax rules setup.
For the list of attributes that can be recognized, see Advanced Topics: Attributes Recognized by Invoice
Imaging.

26. Does it matter what I enter as the e-mail subject when sending invoice?
In general it doesn’t matter what you enter as the e-mail subject except you must not include the underscore (_)
in the subject because the application treats that symbol as your intent to populate routing attributes on the
invoice.
For details on routing attributes, see Advanced Topics: Routing Attributes 1 to 4.

27. What if I want to route incomplete invoices based on attributes not specified in the invoice?
The application provides 4 additional routing attributes that you can use to define routing rules according to
your business requirements. For details on routing attributes, see Advanced Topics: Routing Attributes 1 to
4.

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GUIDE
 28. Why do I see a TIFF format attachment in the application when I sent it as a PDF invoice?
The application supports invoices with the following file extensions: *.tif, *.tiff, *.png, *.jpg, *.doc, *.docx, and
*.pdf. However to produce the best recognition results, the application converts the other document types into
the TIFF format.

29. Why do I see a black and white invoice images in the application when I sent a color image invoice?
The application converts the color image invoice into a black and white one. The black and white image
provides optimal optic al character recognition accuracy and a reduced image size.

30. Why do I see scanned invoices that aren’t supposed to be routed to me based on the defined
routing rules?
The defined routing rules are used to route incomplete invoices, which are invoices created from an
invoice image that have invalid or missing data to users for review and completion. These invoices can be
seen only by the user to whom the invoices are assigned. However the invoices with a status of Not
validated or Needs revalidation appears in the Scanned infotile for all users based on their business unit
security.
Users with Accounts Payable Supervisor and Accounts Payable Manager job role can see all the scanned
invoices. They are categorized into the following aging buckets: 0-7 days, 8-14 days, and 15+ days.

31. Why can’t I delete invoice lines from some of the scanned invoices?
If the invoice has a status of Incomplete, you can delete the line by selecting it and clicking Delete.
If the invoice has a status of Not validated, you cannot delete an invoice line by default because
tax is calculated. You can follow the instructions to disable tax calculation during import process or
you can cancel the line.

32. Can I update or delete invoices in the Webcenter Image Process Management (IPM)?
It is recommended that user access IPM only during the active testing phase for troubleshooting
purposes. At all other times, they should access the image invoices in the application only. In addition,
updating or deleting invoices in IPM has no effect on those image invoices in the Payables application.

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GUIDE
Advanced Topics
How to Schedule the Import Payables Invoices Process
1. Sign in to the application and navigate to the Invoices work area.

2. Click the tasks icon to open the panel drawer.

3. Click on Import Invoices.

4. Enter the Ledger and Business Unit (optional), and select Invoice Image as the Source.

5. Click Advanced.

6. Select the Schedule tab and enter the frequency. The recommended frequency is 1 hour.

7. Click Submit to complete the scheduling.

Note: The application requires an end date so make sure it is far enough out.
In the Test phase, to import the invoices immediately for testing, you can submit the process immediately by
selecting: As soon as possible.

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Business Unit Defaulting

For matched invoices, business units default from the purchase order.
For unmatched invoices:

• The business unit defaults from the business unit assignment of the supplier site that is set as the pay site.

• If the supplier site cannot be determined from the image, or no pay site is defined, or the site has more than one business unit
assignment, then the business unit defaults from the user’s Default Business Unit profile option.
• If you specified the business unit in the e-mail subject, then the business unit from the e-mail is stamped on the invoice, overriding
all other defaulting logic.
Follow these steps to set the Default Business Unit profile option for a user:
1. Sign in to the application and navigate to the Setup and Maintenance work
area.

2. Search for the Manage Administrator Profile Values task and click the Search icon.

3. Click on the Name link to open the Manage Administrator Profile Values page.

4. In the Profile Option Code field, enter DEFAULT_ORG_ID (case sensitive) and click Search.
5. In the Search Results: Profile Options section, click the DEFAULT_ORG_ID row.

6. In the DEFAULT_ORG_ID: Profile Values section, click the New button to add a row.
7. Select the Profile Level of User, enter the User Name that will process the invoices, and select the default business unit in the
Profile Value field.

8. Repeat steps 6 and 7 to set up a default business unit for all of the users that process invoices.
9. Click Save and Close when you have completed the setup for all users.
Follow these steps to enable and use business unit defaulting from the routing
attribute:
10. Sign in to the application and navigate to the Setup and Maintenance landing page.
11. Search for the Manage Payables Lookups task.

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 12. Click the Name link to open the Manage Payables Lookups page.

13. In the Lookup Type field, enter ORA_IMAGING_ROUTING_ATTRIBUTES and click Search.
14. In the Financials Generic Lookup Type section, select the check box in the Enabled column for the ORA_BUSINESS_UNIT
lookup code.

15. Click Save and the setup is complete.

16. Compose an e-mail and specify the business unit ID in the subject as routing attribute 1, which is the string that follows the first
underscore sign.

17. If you do not know the business unit ID, you can find the ID using the Manage Business Unit task under Financials Setup.

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How to Disable Tax Calculation during Scanned Invoices Import Process

By default, tax is calculated during the scanned invoices import process. When a scanned invoice is imported with no
exception, because tax is calculated, the invoice lines cannot be deleted. Follow these steps to disable the automatic
tax calculation during scanned invoice import process:
1. Sign in to the application and navigate to the Setup and Maintenance work area.
2. Search for Manage Profile Options and create the new profile option task.

3. Create the AP_IMAGING_DISABLE_TAX (case sensitive) profile option with the following information, click Save and Close.
Profile Option Code: AP_IMAGING_DISABLE_TAX
Profile Display Name: Disable Imaging Tax Calculation
Application: Payables
Module: Payables
Description: Disable auto calculate tax for imaging invoices
Start Date: 1/1/01 (you can specify another preferred start date)

4. Check the Enabled and Updateable checkbox at Site level, click Save and Close.

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 5. Search for the Manage Administrator Profile Values task.
6. In the Profile Option Code field, enter AP_IMAGING_DISABLE_TAX (case sensitive) and click Search.

7. In the Search Results: Profile Options section, click the AP_IMAGING_DISABLE_TAX row.

8. In the AP_IMAGING_DISABLE_TAX: Profile Values section, click the button to add a row.
9. Select the Profile Level of Site; enter ‘Y’ in the Profile Value field.

10. Click Save and Close to complete the setup.

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Configuration of Routing Rules

An incomplete invoice is an invoice created from an invoice image that has invalid or missing data. By default, incomplete invoices
are routed to all users with the Accounts Payable Specialist and Accounts Payables Supervisor job roles for review and
completion. For Accounts Payables Supervisor and Manager, these incomplete invoices appear on the Scanned infotile and are
grouped by creation date.

If you need to route incomplete invoices based on other rules, you can modify the routing rule or add new routing rules based
on available invoice attributes using the Approval Management extensions (AMX) of the Oracle SOA Suite and Oracle Human
Workflow. The Oracle Business Process Management (BPM) Worklist application provides the interface to administer the
rules.
A user who belongs to the Financial Application Administrator job role is a BPM Worklist Administrator and can access the
rules in the BPM Worklist application. The navigation to access the BPM Worklist applications is as follows: Navigator -
Setup and Maintenance. Then the user can directly search for Manage Task Configurations for Financials task through
the search pane on the Setup and Maintenance landing page.

The predefined FinApIncompleteInvoiceHold task includes the task and rule settings for routing incomplete invoices.
Task settings include assignment, routing, expiration, and escalation policies. Rules settings include routing,
modification, and substitution rules.

Predefined Incomplete Invoice Routing Rule

The FinApIncompleteInvoiceHold task includes a rule set called IncompleteInvoiceRuleSetThis rule set includes a rule called
JobRoleAssignmentRule. This rule is preconfigured to route incomplete invoices to users with the Accounts Payable
Specialist and Accounts Payable Supervisor job roles. The following table lists the predefined settings for the rule
JobRoleAssignmentRule:

Field Value Description

Condition 1 is 1 To use other invoice attributes, select from the condition
browser.

List Builder Resource Determines the resource to which the invoice is routed.

Response Type Required Indicates that the routing notification requires a response.

Participants Groups: Identifies the participant to whom the invoice is routed.

"AP_ACCOUNTS_PAYABLE_SPECIALIST_JOB,
AP_ACCOUNTS_PAYABLE_SUPERVISOR_JOB",

Rule Name "JobRoleAssignmentRule" Identifies the approval reason to display in the approval history
diagram.

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Modify Existing Routing Rule
Rule sets are a collection of related rules. To modify the existing routing rule sets:
1. On the Assignees tab, select the rule set to modify.

2. Click the Edit task icon in the Tasks to be configured pane.

3. Add, modify, or delete the rules for the rule set.

4. Click the Save icon in the Tasks to be configured pane to save the changes.
5. Click the Commit task icon in the Tasks to be configured pane to activate the changes.

To undo changes, click the Reset icon.

Here is an example of how to modify a rule set to route incomplete invoices to a specific user group, starting from the Task
Configuration page in the BPM Worklist:

1. Select the FinApIncompleteInvoiceHold task.

2. Click the Edit task icon to edit the rule.
3. Select the Assignees tab.
4. Click IncompleteInvoicePayablesUser.
5. Click on the business rule IncompleteInvoiceRuleSet.

6. Click on the Expand icon to expand the existing JobRoleAssignmentRule.

7. Click on the Search icon next to the Groups field.

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 11. Validate the rule to ensure that there are no errors in the rule definition. 12.
Save and commit the task to ensure that the new rule is functional.

Add New Condition to Existing Routing Rule to define a condition:

1. Select a value from the list of values in the left-most condition field in the IF section. The Condition Browser window appears.
2. In the Condition Browser window, open a view object (folder).
3. Select the attribute to use as criteria.

You can also add multiple conditions to existing routing rules. Here is an example of how to route invoices classified as Urgent using
Routing Attribute 1, starting from the Overview page in the BPM Worklist:
1. Select the FinApIncompleteInvoiceHold task.
2. Click the Edit task icon to edit the rule.
3. Select the Assignees tab.
4. Click IncompleteInvoicePayablesUser.
5. Click on the business rule IncompleteInvoiceRuleSet.

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 6. Click on the Expand icon to expand the existing JobRoleAssignmentRule.
7. Click the Left Value search icon to open the Condition Browser window.

8. In the Condition Browser window, search for RoutingAttribute1.

9. Drill down from the Task folder to find RoutingAttribute1, select it and click OK.

10. Click on the Right Value search icon to open the Condition Browser window.
11. Check the Constant check box in the bottom of the Condition Browser window.
12. Enter the value Urgent, then click OK.
13. Validate the rule to ensure that there are no errors in the rule definition.
14. Save and commit the task to ensure that the new rule is functional.

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v

How to Access Image Process Management

1. Sign in to Image Process Management by using the Payables user account, which is the account with the Account Payables
Specialist, Account Payables Supervisor, or Account Payable Manager predefined job role. Here is an example of an access
link: https://xxxx-test.fs.us2.oraclecloud.com/imaging/faces/Pages/Welcome.jspx
2. Where xxxx is the name of your cloud service instance.
3. Click the Payables Invoice Search task.
4. Enter search Criteria and click Search.
4. Check if the invoice is present in the search results.

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Attributes Recognized by Invoice Imaging

The invoice imaging solution is configured to recognize the following invoice attributes:

Level Attributes

Invoice header Invoice type

Business unit

Identifying purchase order number

Invoice number

Invoice date

Supplier

Supplier site

Invoice currency

Invoice amount

Freight amount

Routing attributes 1 to 4
Invoice line Line number

Purchase order number

Purchase order line

Purchase order schedule

Item description

Invoiced quantity

Unit of measure

Unit price

Line amount

In addition, the default configuration:

• Determines the purchase order lines that individual invoice lines should be matched.
• Prorates freight to all item lines.
• Calculates tax based on Oracle Cloud Tax setups, not on the tax codes and amount specified on the invoice image.

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Routing Attributes 1 to 4

The imaging solution can support up to four attributes in an e-mail subject, which can be recorded on the invoice or used
to route the incomplete invoices to accounts payable personnel for review and completion. Use the underscore (_) as a
separator to indicate the start of routing attribute information. Each attribute can contain up to 40 characters by default.
For example, if you have a specific business requirement to record categories on the invoice, such as invoice priority, suppl ier category,
manufacturing plant number, storage bin number, you can specify the categories in the e-mail subject.

This table lists the categories, their possible values, and how they are mapped to Routing Attributes 1 to 4.

Routing Attribute Category Value

Routing Attribute 1 Invoice priority Regular, Urgent

Routing Attribute 2 Supplier category Regular, Supply chain related

Routing Attribute 3 Manufacturing plant number Plant-1, Plant-2, Plant-3

Routing Attribute 4 Storage bin number Bin#1, Bin#2, Bin#3

A supplier sends an invoice with the e-mail subject: Invoice-1234 attached. The imaging specialist reviews the e-mail and
provides additional routing information in the e-mail subject. The revised e-mail subject is: Invoice-1234
attached_Urgent_Supply chain related_Plant-1_Bin#1. Also please note that Routing Attribute 5 is reserved for image auditing
purposes and will not be used for routing incomplete invoices.

You can also use routing attribute 1 to manually record the business unit if your supplier sites have multiple business unit assignments.
For details on defaulting business unit based on routing attribute 1, see Business Unit Defaulting.

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v

Tips

1. Use the Firefox browser. Chrome V45 and newer have removed the ‘NPAPI’ Plug-in support. This is the technology used to display the
images.
2. Make sure that you use an image in the supported format. Supported formats are:
a. .TIF
b. .TIFF
c. .PNG
d. .JPG
e. .DOC
f. .DOCX
g. .PDF
3. There is lag time between the time a supplier is created and imaging will begin recognizing invoices for that supplier. Imaging imports the
suppliers and their site/addresses from Cloud Financials or Cloud Procurement once daily. The imaging server imports the supplier
information in order to have a local database of active suppliers to allow for faster recognition. This usually occurs at 9pm local server time
so if you are adding suppliers to test with prospective customers in order to demonstrate imaging using their suppliers and invoices, you
must wait a day from the time you enter the supplier into Cloud and e-mailing invoices to imaging. If you cannot wait a day, log a ticket
after creating the supplier asking to have the synchronization process run immediately as that can be done. For a live customer though,
they should wait the 24 hours.
4. Imaging solution uses supplier address for identifying suppliers. This means that in order for the supplier on the invoice to match up
with the supplier in Cloud Financials or Cloud Procurement, the site address should match EXACTLY with the address on the invoice.

Common Misconceptions
1. Automated Invoice Processing has a capacity to Learn and supports Supervised Learning – THIS IS NOT TRUE – Cloud Payables
Automated Invoice Processing service does not support Supervised Learning.
2. Customers can change or add to the attributes that imaging will recognize. This is not the case. Imaging only supports the attributes
below and this cannot be altered in any way.
a. Invoice Header Attributes
i. Invoice Type
ii. Business Unit
iii. Identifying Purchase Order Number
iv. Invoice Number
v. Invoice Date
vi. Supplier
vii. Supplier site
viii. Invoice Currency
ix. Invoice Amount
x. Invoice date
xi. Freight amount
xii. Routing attributes 1-4
b. Invoice Line Attributes
i. Line number
ii. Purchase order number
iii. Purchase order line
iv. Purchase order schedule
v. Item description
vi. Invoice quantity
vii. Unit of measure
viii. Unit price
ix. Line amount
3. You cannot change any invoice information in the Imaging Process Monitor (IPM). IPM is available to troubleshoot the imaging process
but is static information. Any changes made in IPM will not be reflected in Cloud Payables.

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Oracle Integrated Invoice Imaging Guide May 2019

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