The status of documents in ABBYY FlexiCapture for Invoices projects

Once invoices are fed to the program, they are automatically recognized and then checked using a set of validation rules. After applying the rules, each invoice will be assigned a status.

Invoice statuses are assigned automatically based on the set of rules which have been already created (See Available rules).

Documents that have the Valid status may be exported without being verified.

Invoices with other statuses must be first reviewed by the Operator. The Operator examines each document and corrects any errors or warnings issued by the rules. Once the errors and warnings in an invoice are corrected, its status will change to Valid. The Operator may also choose to agree with an automatically assigned status or assign a status manually, providing his reasons in the comment field.

If the program consistently fails to detect certain fields on image invoices, the Operator can train the program in the process by indicating the correct field positions on the current image.

Documents with different statuses can be exported to different destinations for subsequent processing by your financial software. The comments provided by the Operator when changing their status will also be visible in your financial software.

Disabling invoice statuses

When invoice statuses are disabled, the following changes occur:

  • the Status and Reason fields disappear from the data form and become uneditable in the Document Definition editor
  • the Invoice Status column remains empty after recognition

These changes will not interfere with the operation of the predefined rules that affect document statuses.

Important! When invoice statuses are disabled, status-based export will not work (be sure to clear the Field condition option in the export profile settings). Any status-triggered rules will not work either.

To disable the calculation of invoice statuses:

  1. On the main menu of the Document Definition editor, click Document Definition → Document Definition Properties....
  2. In the invoice properties dialog box, click the Document Definition Settings tab.
  3. Click the Edit... button in the Additional Fields and Features group.
  4. In the Document Definition Features dialog box, clear the Invoice status option.

Operator-assigned statuses: Operator's comments and predefined reasons for change of status

The Operator may ignore errors and warnings issued by the rules and assign a status to an invoice manually. When doing so, the Operator will need to provide a comment or select a reason from a list of predefined reasons.

  1. From the Project menu, select Document Definitions....
  2. In the dialog box that opens, click Edit....
  3. From the Document Definition menu, select Document Definition Properties....
  4. In the dialog box that opens, click the Document Definition Settings tab.
  5. Click Edit... next to the Handling Invoice Output Status group. The Reasons for Change of Status dialog box will open.

Editing the list of predefined reasons:

By selecting an item in the Status list, you can view the list of pre-defined reasons for changing the status of an invoice.

To add a new custom reason, click Add.... In the Reason for Change of Status dialog box, add a new reason and its code.

To load a reason from a text file, click the Load... button.

Allowing Operators to provide their own reasons:

Select the Operator may enter custom reasons option if you want to allow the Operator to provide his own ad-hoc reasons for the status change.

Setting up status-dependent export

Generally, setting up export for ABBYY FlexiCapture for Invoices is no different from setting up export in ABBYY FlexiCapture (See Data export settings). For detailed instructions on setting up status-dependent export in ABBYY FlexiCapture for Invoices, See Data export settings.

Rules that affect the status of an invoice

To view the rules:

  1. From the Document Definition menu, select Document Definition Properties....
  2. In the dialog box that opens, click the Rules tab.

A rule may affect the status of an invoice.

To make a rule affect the status of invoices, add the prefix (Rejected) or (Exception) to its name. Errors issued by a rule thus prefixed will cause the corresponding status to be assigned to a failed invoice. You can add a status-changing prefix to a rule either when creating a new rule or when editing an existing one.

18.06.2023 17:47:23

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