General information

Autoprocessing of bill to process records can further automate and speed up the creation of vendor bills/credit inside ZoneCapture.

We strongly recommend testing this functionality on a sandbox before enabling it on the production account so that you make sure that the results meet your requirements. Moreover, we recommend enabling autoprocessing for vendors that do not require any manual handling during the creation of vendor bills/credits.

Enabling the feature

By default, the autoprocessing is not enabled and must be enabled manually. It is possible to enable/disable the feature at any time for the specific subsidiary and vendor.

Autoprocessing of standalone bills

ZoneCapture is allowed to try to auto-process standalone "bills to process records" so that the vendor bill/credit is created automatically only if the feature is enabled in the Subsidiary Setup (or Main Configuration) AND at the same time the feature is enabled on the vendor record.

Step 1: Subsidiary/Main Configuration

Navigate to Setup > ZoneCapture Setup > ZoneCapture Subsidiary Setup

Open the selected subsidiary setup and mark the checkbox: Enable Auto-processing for standalone bills to process when a vendor is matched.

If the subsidiary setup does not exist for your subsidiary, then the preference from Main Configuration prevails:

Navigate to Setup > ZoneCapture Setup > ZoneCapture Main Configuration.

Open the existing configuration and mark the checkbox: Enable Auto-processing for standalone bills to process when a vendor is matched.

Step 2: Vendor Configuration

Open the vendor record for which you want to enable auto-processing. Navigate to ZoneCapture (formerly Scan&Capture) subtab, section General Settings.

Set your preference in the field "Autoprocessing Preferences"

To enable the autoprocessing of standalone transactions please select one of these options:

• Autoprocess standalone bills/credits only

• Autoprocess PO-related bills only

• Autoprocess standalone bills/credits and PO-related bills

Autoprocessing of purchase order-related bills

ZoneCapture is allowed to try to auto-process standalone bill to process records connected to a single purchase order only if the feature is enabled in the Subsidiary Setup (or Main Configuration) AND at the same time the feature is enabled on the vendor record.

Auto-processing is available for vendor bills connected to one purchase order only.

Vendor bills connected to multiple purchase orders need to be processed manually.

Step 1: Subsidiary/Main Configuration

Navigate to Setup > ZoneCapture Setup > ZoneCapture Subsidiary Setup

Open the selected subsidiary setup and mark the checkbox: Enable Auto-processing for PO-related bills to process

If the subsidiary setup does not exist for your subsidiary, then the preference from Main Configuration prevails:

Navigate to Setup > ZoneCapture Setup > ZoneCapture Main Configuration.

Open the existing configuration and mark the checkbox: Enable Auto-processing for PO-related bills to process

Step 2: Vendor Configuration

Open the vendor record for which you want to enable auto-processing. Navigate to ZoneCapture (formerly Scan&Capture) subtab, section General Settings.

Set your preference in the field Autoprocessing Preferences

To enable autoprocessing of purchase order-related transactions please select one of these options:

• Auto process standalone bills/credits only

• Autoprocess PO-related bills only

• Autoprocess standalone bills/credits and PO-related bills

Autoprocessing with ZoneCapture 3-Way Matching

Autoprocessing of PO-related bills is compatible with ZoneCapture 3-Way Matching functionality.

When ZoneCapture automatically creates a vendor bill, then in the background 3-Way Matching algorithm is executed and the 3-Way Matching Summary results are generated.

At this point, there are two options possible. The preference can be defined in the setup.

Navigate to Setup > ZoneCapture Setup > ZoneCapture Subsidiary Setup.

Mark the checkbox Ignore matching results when autoprocessing if you prefer the following logic:

• Ignore matching results and create a vendor bill automatically even if there are differences detected between purchase order lines and vendor bill lines.
  As differences we mean any difference between either quantity, rate, or amount on any line. 

Do not mark the checkbox Ignore matching results when autoprocessing if you prefer the following logic:

• Generate vendor bill only if all 3-Way Matching results are passing and if all captured lines have been matched to the purchase order lines. The line matching result is passing, when there are no differences between the quantity, rate, and amount on the vendor bill line compared to the purchase order line.

Autoprocessing Flow

When both - subsidiary and vendor are enabled for auto-processing, then any incoming bill to process record for the particular subsidiary and vendor will be marked as Ready for Autoprocessing.

Within 15 minutes (or any other scheduled frequency selected by the user) the map/reduce script called "FF SC MR Bill to Process Autoprocessing" will try to automatically create a transaction. If all conditions are met, then the vendor bill/credit is created. Bill to process record will be visible in the Audit report and Processed this Month section of the ZoneCapture portlet as Transaction Created Automatically.

In case a transaction cannot be created, it will pop up in the Incoming transactions to be processed in the status Autoprocessing Failed. The user needs to process this record manually.

When transaction cannot be created automatically?

Possible reasons for transactions not being created automatically:

• Mandatory field on the vendor bill/credit form is not provided by OCR or any other automation/defaulting,

• The total amount of the created vendor bill/credit would be zero (to avoid the creation of incorrect bills, transactions for amount 0 are excluded from autoprocessing),

• A potential duplicate has been detected by ZoneCapture (as long as ZoneCapture control of duplicated is enabled)

• More than one purchase order has been automatically connected to the bill to process record