User guide version v1

Invoice Capture is a web application to manage invoices (PDF documents) in OpenKM. It helps to sent and received invoices related to a company and, eventually, catalog automatically. 

Currently are available English and Spanish translations.

Modes

Application may working in two modes ( both modes work separately ):

  • Standard mode.
  • Wizard mode.

In Standard mode, the invoices are uploaded into import folder, just to be cataloged by users with ROLE_ADVANCED.

In Wizard mode, the invoices are uploaded into wizard folder, to be cataloged by users with ROLE_STANDARD and ROLE_MANAGER.

User member of ROLE_ADVANCED should not be a member of ROLE_STANDARD or ROLE_MANAGER.

Metadata used by catalog

Application use metadata in combination with Automation to automatically catalog invoices. The metadata fields are:

  • Company CIF
  • Invoice status ( sent or received values )
  • VAT
  • Total cost
  • Invoice date

The invoices are cataloged into OpenKM with the following folder structure: /okm:root/{user}/{CIF}/{year}/{month} where {CIF}, {year} and {month} corresponds with metadata field values.

Configuration preliminaries

These roles must be available in OpenKM:

  • ROLE_ADVANCED
  • ROLE_STANDARD
  • ROLE_MANAGER

- Create companies related to the login user.

- Register metadata used to catalog the invoices.

Standard mode

User works in standard mode when is member of ROLE_ADVANCED.

In the Standard mode users are able to catalog invoices, create companies and search for invoices by company.

Catalog invoices with metadata

1. Click on STEP 1 option located at top left menu

2. Add invoices from your local disk by clicking Add files button, and upload them by clicking Upload button for each one (or clicking Upload all button).

3. Once you have uploaded the invoices, click STEP 2 option at top left menu.

4. Set invoice metadata for each uploaded invoice in the previous step. To confirm the changes click the Add button. This button will be enabled when the form is fully completed.

In the metadata form, the field Company name is a list of companies created by the authenticated user.

Companies management

1. Click on COMPANY option on the top right menu.

2. Fill CIF and Name to create a new company and finally click on New button.

3. In the list of companies you can can edit or delete companies, by clicking on the Edit button or Delete button respectively.

When you create a new company, it is automatically associated to the authenticated user.

Search for invoices

1. Click on SEARCH option on the top right menu

2. Fill the year, month and CIF fields then click on the Search button.

3. A list of invoices filtered by the year, month and CIF will be shown.

A row in a table with fields Type, Name, Size, Author, Date, CIF, VAT and Total is shown for each invoice.

In each row you can see a Download button to download the invoice.

Wizard mode

User works in wizard mode when is member of ROLE_STANDARD and ROLE_MANAGER.

In Wizard mode are able to catalog invoices, create companies and search for invoices by company

Upload invoices

Only the users members of ROLE_STANDARD are able to upload invoices

1.  CIick on UPLOAD on the top left menu.

2.  Click on Upload invoices SENT button to upload invoices from your local disk. The invoices are set to sent state automatically.

3.  Click on Upload invoices RECEIVED button to upload invoices from your local disk. The invoices are set to received state automatically.

Catalog invoices

Only the users members of ROLE_MANAGER are able to catalog invoices

  1. Click on WIZARD option on the top left menu.
  2.  Set invoice metadata for each invoice uploaded in the previous step. To accept the changes click the button Add which will be enable once all form field are filled.

Companies management

Only the users members of ROLE_MANAGER are able to manage companies

1. Click on COMPANY option on the top right menu.

2. Fill the CIF and Name to create a new company and finally click on New button.

3. In the list of companies can edit or delete companies, by clicking on the Edit button or Delete button respectively.

When you create a new company, it is automatically associated to the authenticated user.

Search for invoices

Only the users members of ROLE_MANAGER are able to search for invoices

1. Click on SEARCH option on the top right menu.

2. Fill the year, month and CIF fields then click on the Search button.

3. A list of invoices filtered by the year, month and CIF will be shown.

A row in a table with fields Type, Name, Size, Author, Date, CIF, VAT and Total is shown for each invoice.

In each row you can see a Download button to download the invoice.