Oracle Integrated Invoice Imaging Guide

JANUARY 2017
 Oracle Integrated Invoice Imaging Solution Overview
Paper invoices are still prevalent in todays 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 and 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 Fusion 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 arent 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.

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 e-mail.

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

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 cant be found under the Scanned infotile?

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 Follow these troubleshooting steps:
1. Check if the import process was scheduled.
If it wasnt scheduled, follow the instructions on how to schedule the process to import invoices on a regular basis.
Its 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 its available, review the incomplete invoice routing rule and follow the instructions to make
the necessary corrections.
3. If the invoice isnt available when searching from the Manage Invoices task, follow the instructions to check if the invoice
image is present in Oracle WebCenter Image Processing Management. If it isnt 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.

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 credit memos, the image must contain the word Credit Note or Credit Memo.

7. What languages are recognized and supported?

The imaging solution supports and processes documents that have Western character set, the Cyrillic character set, and Greek.
Other character sets are not supported by the imaging solution and cannot be read from the invoice image.

8. 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.

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9. 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.

10. 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.

11. 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.

12. 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.

13. 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 :
o Set up the scanners to produce TIFF images with International Telegraph and Telephone Consultative Committee
(CCIT) Group IV compression at 300 dpi.
o Avoid hand written content and stamp marks as it impacts recognition rate.
o Invoice Image should have supplier address on it. Lines section should have proper column headings
o Supplier address defined in Fusion Supplier module should exactly match with the address printed on the invoice.
o 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 Fusion Applications. If the employees are already created in Fusion Application
either they need to be deactivated or log an SR 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 FAQs section.

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Note: Below are examples of sample invoices.

Sample invoice for good recognition of attributes.

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.

Supplier Related FAQ's

14. How is the supplier recognized from the invoice image for an unmatched invoice?
Suppliers and their addresses configured in Oracle Fusion 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.

15. 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 reports whereas intercompany suppliers are not used for such purposes. Having a different address for an
intercompany address does not impact any business flow.

16. 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.

17. Why isnt 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.

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 NOTE: The application recognizes the supplier by comparing the supplier site address with any addresses shown on
the invoice images.

Matched and Unmatched Invoices FAQ's

18. 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, 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.

19. 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(be consistent in using either service request or service request
in the document.) to update the configuration of PO numbering in imaging setup.

20. What are the best practices recommended for me if I am not using Oracle Fusion Procurement?
You must log a service request to update the configuration setting of PO numbering in imaging setup to 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.

21. 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 doesnt exist in the application, the Identifying PO field is highlighted in
orange for your review. You can create a service request to update the default settings based on your business
requirements. If you dont 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: Do not use PO or NO as part of the PO naming convention because they are system
reserved words and cannot be recognized by the application.

22. Why arent 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
23. 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.

24. What is the file size that is allowed?

File size should not exceed 5 MB per attachment.

25. 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.

26. Why is the tax information missing from the invoice page when the paper invoice has a tax amount?
Tax information isnt recognized from the invoice image. Its 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.

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 For the list of attributes that can be recognized, see Advanced Topics: Attributes Recognized by Invoice Imaging.

27. Does it matter what I enter as the e-mail subject when sending invoice?
In general it doesnt 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: Attributes Recognized by Invoice Image - Routing Attributes 1 to 4.

28. 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: Attributes Recognized by Invoice Image - Routing Attributes 1 to 4.

29. 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.

30. 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
optical character recognition accuracy and a reduced image size.

31. Why do I see scanned invoices that arent 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.

32. Why cant 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.

33. 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. Also, updating or deleting invoices in IPM has no effect on those
image invoices in the Payables application.

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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 thats set as the pay site.
If the supplier site cant 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 users 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.

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Follow these steps to enable and use business unit defaulting from the routing attribute:
1. Sign in to the application and navigate to the Setup and Maintenance landing page.
2. Search for the Manage Payables Lookups task.
3. Click the Name link to open the Manage Payables Lookups page.

4. In the Lookup Type field, enter ORA_IMAGING_ROUTING_ATTRIBUTES and click Search.

5. In the Financials Generic Lookup Type section, select the check box in the Enabled column for the
ORA_BUSINESS_UNIT lookup code.

6. Click Save and the setup is complete.

7. 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.

8. If you dont 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 New 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.

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.

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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.

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.

Heres 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.

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 6. Click on the Expand icon to expand the existing JobRoleAssignmentRule.
7. Click on the Search icon next to the Groups field.

8. Search for the group that you want to use.

9. Click the radio button to select the group.
10. Click OK in the Identity Browser window.

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.

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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. Heres 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.

Click on the Expand icon to expand the existing JobRoleAssignmentRule.

6. Click the Left Value search icon to open the Condition Browser window.

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

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

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

How to Access WebCenter Image Process Management

1. Sign in to WebCenter 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.
Heres an example of an access link: https://xxxx-test.fs.us2.oraclecloud.com/imaging/faces/Pages/Welcome.jspx ,
where xxxx is the name of your cloud service instance.
2. Click the Payables Invoice Search task.
3. 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 Fusion Tax setups, not on the tax codes and amount specified on the invoice image.

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, supplier
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.

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 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.

Tips

1. Use the Firefox browser. Chrome V45 and newer has 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 Include:
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.
5. Currently the Cloud AIP supports the following languages and a support ticked should be logged to enable support for any of these
languages other than English which is the default.
a. English
b. Dutch
c. German
d. French
e. Spanish
f. Portuguese,
g. Polish
h. Czech
i. Lithuanian
j. Latvian
k. Estonian
l. Turkish
m. Danish
n. Finnish
o. Norwegian
p. Swedish
q. Slovenian
r. Romanian
s. Italian

19 | ORACLE INTEGRATED INVOICE IMAGING GUIDE

 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 uses WebCenter under the covers but does not support Supervised Learning. There was a
misprint in the Release 9 AP User Guide that might have led to this confusion.
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/Address
viii. Invoice Currency
ix. Invoice Amount
x. Freight Amount
xi. Routing Attributes 1-4
b. Line Attributes
i. Line Number
ii. Purchase Order Number
iii. Purchase Order Line
iv. Purchase Order Schedule
v. Item Description
vi. Invoiced 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.

20 | ORACLE INTEGRATED INVOICE IMAGING GUIDE

 Oracle Corporation, World Headquarters Worldwide Inquiries
500 Oracle Parkway Phone: +1.650.506.7000
Redwood Shores, CA 94065, USA Fax: +1.650.506.7200

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Oracle Integrated Invoice Imaging Guide

January 2017

21 | ORACLE INTEGRATED INVOICE IMAGING GUIDE