Every imported file or scanned paper document becomes a task in the digital inbox.
All tasks assigned to the logged in user are in the Task overview displayed. If there is more than one task in the task overview, you can switch between the tasks in the following ways:
The tasks can be assigned to a user in different ways:
In the table, the following information is displayed for each task, which will help you to process the task:
If you have been reassigned one or more tasks, this is indicated by a red counter in the BUSINESSIcon in your Windows system tray as well as in your BUSINESS-Program in the menu BUSINESS displayed in the call for the digital inbox.
In the fields of Data mapping / entry enter the data required for the task.
The fields displayed in the data mapping / entry depend on the workflow to which the task is assigned. in The Field Workflow you can assign the task to another workflow.
For the workflow invoice there are two different forms: Incoming Invoice Basis and Incoming Invoice Details. You specify which form is displayed to the user in the settings in the Workflow definition firmly.
With the formular Incoming invoice basis the user can assign the basic data such as supplier, document number, document date and LV to a task.
At the formular Incoming invoice details the fields that have to be filled in order to post an incoming invoice, e.g. invoice amount, tax rate, status, payment condition, etc.
The tab Construction file is displayed for each task. The fields are preset with the data that you have entered in the settings for Pre-assignment building file have established. All data can be changed individually for each task.
Assign and enter data
The following options are available for assigning and entering data:
For example: LV number from the file view by clicking in the field LV take
The fields in the data assignment / entry can be marked with the following:
Automatic field recognition
The automatic field recognition of the digital inbox reads the data from the PDF file of the task and automatically enters the recognized data in the associated data fields. The automatically filled data fields are displayed with a green background. Data such as address, document number, document date, invoice amount, etc. can be recognized.
For example, how is the address automatically recognized?
The field recognition searches the PDF file to see if an IBAN is recognized. If no IBAN is recognized, a tax number is searched for, then for VAT ID and if none of this data is recognized, the customer number is searched for. As soon as a value has been recognized, the program checks in which of your recorded addresses this value is stored. If an address is found, it is automatically entered in the digital inbox.
uneditable fields
Is in the workflow invoice after the processing step Booking Another processing step is defined, for example, to inform an employee about incoming invoices that have been entered, the data can no longer be changed after the invoice has been posted, as it has already been used to save and post the invoice. Only in the field notes you can make changes and additions to the associated document in the construction file.
Is a task assigned to you (e.g. through the predefined workflow); However, if this should be processed by another user, you can delegate the task. To do this, select the function in the menu Delegate and select the user to whom you want to delegate the task.
If a task is assigned to a user group, the task is displayed to all users of this user group. In order to clearly signal to the other users that you will be working on the task, you can take over the task by delegating the task to yourself. This means that the task is no longer displayed to the other users in the user group.
It is not possible to work on a task at the same time. If a user has opened the task for editing, it is automatically blocked for editing by all other users.
Are in the Data mapping / entry All mandatory fields (fields outlined in bold gray) are filled and there is no invalid value in any field (field highlighted in red), you can forward the task to the user (s) of the next processing step.
You can add various comments to the PDF file displayed in the view:
By clicking select the desired stamp or the desired preset for the text field. Which stamp or which text preset was last used is saved so that you can click on or be able to set the same stamp or several text fields with the same properties several times in succession.
Remove and edit comments
Messages for the next editor can be entered in the feed for each task. In addition, each time the processing step changes, it is automatically logged which user forwarded the task to the next processing step.
Open the feed by clicking on the right edge of the screen.
Enter your message in the field at the bottom of the feed and confirm with Enter or by clicking .
By clicking you can close the feed again.
The feed history is in the DATAflor Construction file saved to the document belonging to the task and in the document information on the Feed tab displayed.
With the function Delivery note comparison the building files search and the NK search with preset search criteria can be opened in another window. So you have in the workflow invoice an overview of the already saved delivery notes (documents / NK postings) for checking incoming invoices with one click. \
On the tab Delivery note comparison (construction file) the building files search is opened with the following preset search criteria:
On the tab Delivery note comparison (NK) the NK search is opened with the following preset search criteria: