Creating PANTHEON document from scanned document (use case)

Some invoices can be sent to companies in paper or PDF format by email. Alternatively, companies can digitize the paper document by scanning it and importing it into eDocumentation.

Based on the scanned document, the company can then use an eWorkflow to create a PANTHEON receiving document as described in the example below.

CASE SUMMARY The person responsible receives a paper invoice for the service from the supplier. The invoice is scanned and imported into the Documentation. Based on the document in the Documentation, PANTHEON uses the eWorkflow to create the receiving document. This is done as follows: Selecting an invoice in eDocumentation and running a workflow Preparing data Entering the invoice Checking the created invoice

WARNING For the eWorkflow to work properly, the basic eWorkflow settings must be defined beforehand. Defining the basic eWorkflow settings is a one-time process. If you have already done this, you can skip this step.

1. Selecting an invoice in eDocumentation and running a workflow

HINT To create an invoice, the person responsible first needs to scan the invoice and import it into eDocumentation. For importing, see the instructions in the chapter eExchange – receiving or importing.

On the Documents form, the person responsible uses the search engine to find the document for which a PANTHEON receiving document (invoice) will be created.

This is done using the eWorkflow Create PANTHEON document from scanned document.

In the toolbar, the person responsible clicks the (Wizards) button and selects the option Create PANTHEON document from scanned document from the drop-down menu.

HINT The option to display the eWorkflow in the Wizards menu is enabled in the basic eWorkflow settings.

The eWorkflow starts running.

2. Preparing data

The eWorkflow opens the Create invoice task for the person responsible in the administration department, thereby guiding the person responsible to enter the necessary data to create the PANTHEON document:

• Document type: The person responsible specifies the type of document for which the PANTHEON receiving document should be created. In this case, the goods are purchased for the Warehouse Wholesale, which is why the person responsible selects: 1003 – Purchase – Wholesale Warehouse.
• Date: This field is automatically populated with the date on which the documentation was created, i.e. the date of receipt of the invoice.
• Subject: This field is automatically populated with the supplier from Documentation, in this case, EU-OSHA.
• Warehouse: Selecting document type 1003 automatically selects the predefined Warehouse Wholesale.
• Department: The goods are intended for manufacturing, which is why the person responsible select the department: Manufacturing.

After entering all the data, the person responsible clicks the Continue button to create a PANTHEON document.

3. Entering the invoice

In the next step, the person responsible needs to carry out the Enter invoice task.

The newly created PANTHEON document opens and the person responsible completes it with the missing data in accordance with the original invoice.

In this case, the person responsible enters the invoice ID and the date of the supplier's invoice in the Invoice field.

On the Lines tab, the person responsible adds the relevant items, their quantities and values.

The person responsible checks all the data entered on the invoice.

After entering the data, the person responsible saves the document by clicking the Finish button, which also completes the eWorkflow and creates a link between the PANTHEON document and the source document in Documentation.

The status of the created document changes to Approved and the status of the document in eDocumentation to Finished.

4. Checking the created invoice

In the last step, the person responsible wants to check the newly created invoice and its link to the source document in Documentation.

The link is displayed on the Links tab.

The person responsible can open the document by double-clicking the Link Key.

The newly created document opens.