Document Processing Centre

Two AI Document Inboxes have been created for documents to be sent or uploaded to. Documents sent or uploaded to the AI Document Inboxes are processed by the AI Document Processor to extract the details from the invoices in order to fill in the transaction details. The AI Document Processor accepts PDFs and images (eg JPEG, PNG, TIFF) of either A4 style tax invoices or thermal receipts. It will even accept and attempt to decipher a hand written invoice with incredible accuracy.

Inbox Name

Purpose

Default Module Access

Email Address

Expense Invoices/Receipts

This inbox is designed for invoices/receipts received from vendors for expenses that need to be processed as transactions in the system.

The AI document processor will assess the documents uploaded to read the transaction details.

These documents can then be posted as a Creditors Invoice (paid or outstanding), a Cash Book Debit transaction, attached to an existing transaction if it has already been entered, or converted into a Supplier EDI Invoice for receipting once the goods arrive.

AP – Accounts Payable/Creditors

xx+apinvoices@bbsedi.bbserp.com.au

Stock/Goods Invoices

This inbox is designed for invoices/receipts received from suppliers for stock/goods that is to be Stock Receipted once it arrives.

The AI document processor will assess the documents uploaded to read the transaction details. These documents can then converted into a Supplier EDI Invoice for receipting once the goods arrive, or attached to an existing transaction if the goods have already been receipted.

AP – Accounts Payable/Creditors

PO – Purchase Ordering

xx+poinvoices@bbsedi.bbserp.com.au

When using the AI Document Inboxes, there are some rules that apply.

•One invoice/receipt per PDF file or image.

•Multiple PDFs or images can be attached to a single email as they will be split into separate documents for processing.

•If an email with PDFs and images is received, the images will be ignored as these are usually just images in the body of the email. Where an image is emailed for upload and there are images in the body of the email as well (e.g within the signature), each image will be uploaded.

•Only the first 10 pages of a PDF will be analysed.

•Each image file processed is treated as a single page.

NOTE: Each BBS Accounting / BBSCloud subscription includes 500 pages that can be processed by the AI Document Processor for free each month. If this limit has been exceeded the documents will still import into the Document Processing Centre but will display Processing Limit Exceeded as the status. Additional packs of 1000 pages can be added to your BBS subscription to re-enable document processing. Please contact support@bbsoftware.com.au for pricing.

Seven file attachment inboxes have been created for documents to be sent or uploaded to. Documents sent to be uploaded to the these inboxes are not processed by the AI Document Processor and therefore do not count towards the limit on the number of pages that can be processed each month.

Inbox Name	Purpose	Default Module Access	Email Address
General Attachments	Attach files to a Creditor, Debtor, G/L Journal, Product, Employee, Equipment, or an existing transaction	All Users	xx+attach@bbsedi.bbserp.com.au
Creditors Attachments	Attach files to Creditor or to an existing Creditors Invoice, Creditors Payment, Purchase Order, RFC, Overseas Import Shipment or Stock Receipt	AP – Accounts Payable/Creditors	xx+apattach@bbsedi.bbserp.com.au
Debtors Attachments	Attach files to Debtor or to an existing Sales Invoice, Cash Receipt, Sales Order, Web/EDI Order, Debtors Journal, NCN/CAR or Debtors Call	AR – Accounts Receivable/Debtors	xx+arattach@bbsedi.bbserp.com.au
General Ledger Attachments	Attach files to G/L Journal or to an existing Bank Statement or Cash Book Journal	GL – General Ledger	xx+glattach@bbsedi.bbserp.com.au
Product Attachments	Attach files to Product or to an existing BOM Build Order	IC – Inventory Control	xx+icattach@bbsedi.bbserp.com.au
Payroll Attachments	Attach files to an Employee	PR – Payroll	xx+prattach@bbsedi.bbserp.com.au
Service & Maintenance Attachments	Attach files to Equipment or to an existing Service Job	SM – Service and Maintenance	xx+smattach@bbsedi.bbserp.com.au

The Document Processing Centre - Process Document screen is where users can create new transactions from the documents in the inboxes, or attach the documents to existing entities or transactions in the system.

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Number 1

Document Details - Displays the details of what inbox the document is in, when the document was received and from who. Users can also delete the document by clicking the Delete Document button or view the document(s) by clicking the Open File (F9) button.

Number 2

Transaction Type - A list of the transaction types that the document can be processed as.

There are 4 transaction types in the Document Processing Centre - Process Documents screen when processing documents from the Expense Invoices/Receipts inbox.

•Creditors Invoice - Please refer to Process Creditors Invoice for more information.

•Supplier EDI Invoice - Please refer to Process Supplier EDI Invoice for more information.

•Cash Book Journal - Debit - Please refer to Process Cash Book Journal - Debit for more information.

•Attach File to Creditor - Please refer to Attach File to Creditor for more information.

There are 2 transaction types in the Document Processing Centre - Process Documents screen when processing documents from the Stock/Goods Invoices inbox.

•Supplier EDI Invoice - Please refer to Process Supplier EDI Invoice for more information.

•Attach File to Creditor - Please refer to Attach File to Creditor for more information.

There are 6 six possible transaction types in the Document Processing Centre - Process Documents screen when processing documents from the File Attachment inboxes.

•Attach File to Creditor - Please refer to Attach File to Creditor for more information.

•Attach File to Debtor - Please refer to Attach File to Debtor for more information.

•Attach File to G/L Journal - Please refer to Attach File to G/L Journal for more information.

•Attach File to Product - Please refer to Attach File to Product for more information.

•Attach File to Employee - Please refer to Attach File to Employee for more information.

•Attach File to Equipment - Please refer to Attach File to Equipment for more information.

Number 3

A preview of the document. Users can click on the document to zoom in and out as required.

When the Transaction Type Creditors Invoice is selected, the user can enter the details to convert the document to a creditors invoice transaction. These details are spread across two pages for the Creditors Invoice Header and the Creditors Invoice Lines.

Creditors Invoice Headers

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Number 1

Creditors Invoice Header - The vendor will automatically populate if the ABN has been found by the AI Document Processor and if that ABN matches the ABN on the Vendor Masterfile in BBS otherwise users will be required to select the relevant vendor. The rest of the details should be checked against the invoice to confirm the AI Document Processor has read them correctly.

The Line Item Values include Tax field should be checked to ensure it is correct for the line item values on the invoice document.

Note: The G/L Period will automatically populate with the same period as the invoice date, users will need to update the G/L Period where the G/L Period has already been reported to the ATO (ie via the Business Activity Statement). For example, if you receive a September dated invoice and September's figures have already been lodged with the ATO. the G/L Period will need to be changed to a later period. If Lock Accounting Periods has been used after the BAS has been processed, the G/L period will automatically skip to the next unlocked period.

Number 2

Payment Details: Users can enter payment details where the creditors invoice has been paid.

•Mark Invoice as Paid - When ticked, the invoice will be marked as paid.

•Bank Code - The bank code the payment was made from.

•Payment Type - The payment type, cheque or EFT.

•Cheque No - Where cheque is selected as the payment type, the cheque number will automatically populate with the next cheque number.

•Payment Date - The date payment was made.

Number 3

Next (F6) - Navigates users to the next screen to confirm creditors invoice lines.

Creditors Invoice Lines

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	Creditors Invoice Lines - •Cost Centre -The cost centre the expense will be posted against will automatically populate from the Vendor Masterfile •Account - The expense/GL account the expense will be posted to will automatically populate from the Vendor Masterfile •Description - A description can be entered if required •Tax Code - The tax code the expense incurs. For more information on tax codes refer to Tax Codes Explained. •Amount - The amount will automatically populate – the amount can be changed if you are splitting it over multiple lines or it is partially GST Add/Update Line(s) (F7) - Adds the line to the invoice and any changes made. Clear Lines(s) - Clears the line from the invoice. Allocated - Displays the value allocated to lines on the creditors invoice. Tax - Displays the total tax value on the creditors invoice. Total - Displays the creditors total invoice value. Out of Balance - Displays any variance on the creditors invoice.
	A list of the lines that have been added to the invoice will show in this section, each disbursement will be shown on a separate line. Users will be able to edit a line by double clicking it. Users can also highlight multiple lines to update the cost centre, G/L account and tax code on the lines.
	Delete All Lines - Will delete all lines on the invoice.
	Reset Lines - Will reset all lines back to what was originally entered or read from the AI Document Processor.
	Tax Inclusive Values - When ticked, values displayed will include tax. This is the equivalent of toggling the Line Item Values include Tax field on the Creditors Invoice Header screen.
	Select All Lines - All lines will be selected where users will be able to update details like tax codes, GL accounts en mass.
	Back (F5) - Navigates users back to the previous screen.
	Imaged Values - Displays the tax value read by the AI Document processor and the variance between this value and the line items entered.
	Save Entry (F6) - Saves the Entry ready for posting to the creditor.

When the Transaction Type Supplier EDI Invoice is selected, the user can enter the details to convert the document to a Supplier EDI Invoice transaction. These details are spread across two pages for the Supplier Invoice Header and the Supplier Invoice Lines.

Supplier Invoice Header

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Number 1

Supplier Invoice Header - The vendor will automatically populate if the ABN has been found by the AI Document Processor and if that ABN matches the ABN on the Vendor Masterfile in BBS otherwise users will be required to select the relevant vendor. The rest of the details should be checked against the invoice to confirm the AI Document Processor has read them correctly.

The Line Item Values include Tax field should be checked to ensure it is correct for the line item values on the invoice document.

Number 2

Next (F6) - Navigates users to the next screen to confirm supplier invoice lines.

Supplier Invoice Lines

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	Supplier Invoice Lines - •Product Code -The product code for the selected line. •Description - The description of the product code as per the supplier invoice. •Qty - The quantity of the selected product on the supplier invoice. •UOM - The suppliers unit of measure. •Unit Price - The unit price as per the supplier invoice. •Tax Code - The tax code the product incurs. For more information on tax codes refer to Tax Codes Explained. •Line Value - Displays the total value excluding taxes for the selected line. •Tax - Displays the total tax value for the selected line. Add/Update Line(s) (F7) - Adds the line to the invoice and any changes made. Clear Lines(s) - Clears the line from the invoice. Allocated - Displays the value allocated to lines on the suppliers invoice. Tax - Displays the total tax value on the suppliers invoice. Total - Displays the suppliers total invoice value. Out of Balance - Displays any variance on the suppliers invoice.
	A list of the lines that have been added to the invoice will show in this section. Users will be able to edit a line by double clicking it. Users can also highlight multiple lines to update the tax code on the lines.
	Delete All Lines - Will delete all lines on the invoice.
	Reset Lines - Will reset all lines back to what was originally entered or read from the AI Document Processor.
	Tax Inclusive Values - When ticked, values displayed will include tax. This is the equivalent of toggling the Line Item Values include Tax field on the Supplier Invoice Header screen.
	Select All Lines - All lines will be selected where users will be able to update the tax code en mass.
	Back (F5) - Navigates users back to the previous screen.
	Imaged Values - Displays the tax value read by the AI Document processor and the variance between this value and the line items entered.
	Save Entry (F6) - Saves the Entry ready for posting to the creditor.

The below message will appear if there is a line item with a variance, click Yes to proceed if you agree with the line variance.

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The below message will confirm with users they wish to import this transaction as a Supplier EDI Invoice.

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The below message will appear if the imported supplier EDI invoice has errors and a similar message if the supplier EDI invoice has warnings. If the user answers yes, they will then be navigated to Supplier EDI Invoice Enquiry/Maintenance to rectify any errors/warnings for the selected Supplier EDI Invoice.

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When the Transaction Type Cash Book Debit is selected, the user can enter the details to convert the document to a Cash Book Debit Transaction.

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Number 1

Cash Book Journal Debit -

•Bank Code - The bank code the payment was made from.

•Trans Date - The date the transaction occurred. This date will be used to determine the accounting period the transaction will be posted to.

•Quick Transaction - Clicking the drop down arrow allows users to select from a list of quick transactions. Please refer to Quick Transaction Maintenance for more information.

•Cost Centre - The cost centre the expense will be posted against.

•G/L Account - The expense/GL account the expense will be posted to.

•Tax Code - The tax code the expense incurs.

•Amount - The amount will automatically populate.

•Description - A description can be entered if required.

Number 2

Imaged Values - Displays the tax value and total value read by the AI Document processor and the variance between these values and details entered.

Number 3

Save Entry (F6) - Saves the Entry ready for posting to the creditor.

When the Transaction Type Attach File to Creditor is selected, the user can enter the details to attach the document to a creditor or creditors related transaction.

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Number 1

Attach To:

•Creditor Account - The selected file will be attached to the creditors account and a vendor will need to be selected, clicking the magnifying glass allows users to search for the vendor.

•Creditors Invoice - The selected file will be attached to a creditors invoice and a vendor code and invoice number will need to be selected, clicking the magnifying glass beside the relevant fields allows users to search for the vendor/invoice number.

•Chq/EFT Payment - The selected file will be attached to a creditors payment, a bank code and Chq/EFT number will need to be selected, clicking the magnifying glass beside the relevant fields allows users to search for the bank code/Chq EFT number.

•Purchase Order - The selected file will be attached to a purchase order, a purchase order number will need to be selected, clicking the magnifying glass allows users to search for a purchase order.

•RFC - The selected file will be attached to a supplier return for credit (RFC), a RFC number will need to be selected, clicking the magnifying glass allows users to search for an RFC.

•O/S Shipment - The selected file will be attached to an overseas shipment, an overseas shipment number will need to be selected, clicking the magnifying glass allows users to search for an overseas shipment.

•Stock Receipt - The selected file will be attached to a stock receipt, a receipt entry type will need to be selected, clicking the drop down arrow will allow users to select from Supplier Invoice, Delivery Docket, Consignment Stock or Released Consignment, the relevant receipt entry type number will also need to be selected, clicking the magnifying glass allows users to search for the document based on the receipt entry type selected.

Number 2

Attach File (F6) - Attaches the file to the creditor as per the selections made and navigates the user to the Add Notes/Attachments screen.

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When the Transaction Type Attach File to Debtor is selected, the user can enter the details to attach the document to a debtor or debtor related transaction.

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Number 1

Attach To:

•Debtor Account - The selected file will be attached to the debtors account and a customer will need to be selected, clicking the magnifying glass allows users to search for the customer.

•Sales Invoice - The selected file will be attached to a sales invoice and an invoice number will need to be selected, clicking the magnifying glass allows users to search for the invoice number.

•Cash Receipt - The selected file will be attached to a cash receipt, a cash receipt number will need to be selected, clicking the magnifying glass allows users to search for the cash receipt number.

•Sales Order - The selected file will be attached to a sales order, a sales order number will need to be selected, clicking the magnifying glass allows users to search for a sales order.

•Web/EDI Order - The selected file will be attached to a web/EDI order, a web/EDI order number will need to be selected, clicking the magnifying glass allows users to search for a web/EDI order number.

•Debtors Journal - The selected file will be attached to a debtors journal, a debtors journal will need to be selected, clicking the magnifying glass allows users to search for a debtors journal.

•NCN/CAR - The selected file will be attached to a NCN/CAR, a NCN/CAR will need to be selected, clicking the magnifying glass allows users to search for a NCN/CAR.

•Debtors Call - The selected file will be attached to a debtors call, a debtors call reference will need to be selected, clicking the magnifying glass allows users to search for a debtors call.

Number 2

Attach File (F6) - Attaches the file to the debtor as per the selections made and navigates user to the Add Notes/Attachments screen.

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When the Transaction Type Attach File to G/L Journal is selected, the user can enter the details to attach the document to a general ledger journal or G/L related transaction.

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Number 1

Attach To:

•G/L Journal - The selected file will be attached to the general ledger journal, an accounting year will need to be selected and a journal number will need to be entered, clicking the magnifying glass beside accounting year allows users to search for the relevant accounting year.

•Bank Statement - The selected file will be attached to a bank statement and a bank code will need to be selected, clicking the magnifying glass allows users to search for the bank code, the statement date will need to be entered and the statement page will need to be selected, clicking the drop down arrow allows users to select a different statement page.

•Cash Book Journal - The selected file will be attached to a cash book journal, a cash book journal number will need to be selected, clicking the magnifying glass allows users to search for the cash book journal.

Number 2

Attach File (F6) - Attaches the file to the general ledger as per the selections made and navigates user to the Add Notes/Attachments screen.

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When the Transaction Type Attach File to Product is selected, the user can enter the details to attach the document to a product or a product related transaction.

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Number 1

Attach To:

•Product - The selected file will be attached to a product, a product code will need to be selected, clicking the magnifying glass allows users to search for the product code.

•BOM Build Order - The selected file will be attached to a BOM build order, a BOM build order will need to be selected, clicking the magnifying glass allows users to search for the BOM build order.

Number 2

Attach File (F6) - Attaches the file to the product/BOM build order as per the selections made and navigates the user to the Add Notes/Attachments screen.

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When the Transaction Type Attach File to Employee is selected, the user can enter the details to attach the document to an employee.

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Number 1

Attach To:

•Employee - The selected file will be attached to an employee, an employee code will need to be selected, clicking the magnifying glass allows users to search for the employee code.

Number 2

Attach File (F6) - Attaches the file to the employee and navigates the user to the Add Notes/Attachments screen.

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When the Transaction Type Attach File to Equipment is selected, the user can enter the details to attach the document to an equipment record or a service related transaction.

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Number 1

Attach To:

•Equipment- The selected file will be attached to an equipment, an equipment ID will need to be selected, clicking the magnifying glass allows users to search for the equipment ID.

•Service Job - The selected file will be attached to a service job, a service job will need to be selected, clicking the magnifying glass allows users to search for the service job.

Number 2

Attach File (F6) - Attaches the file to the equipment/service job as per the selections made and navigates the user to the Add Notes/Attachments screen.

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	Inbox - Clicking the drop down arrow allows users to select another inbox if access permission allows. There are 9 separate inboxes allowing documents to be imported and only available to users that require access to those documents. Each inbox can be switched on/off for each user in System Operator Maintenance. By default, if a user has access to the module that the inbox relates to, they will have access to the inbox. Please refer to AI Document Inboxes and File Attachment Inboxes below for further details.
	Hide Documents Ready for Posting - When ticked, documents that have been processed and are ready for posting will be hidden.
	Refresh (F5) - Will refresh the items in the screen.
	Add Files - Allows users to manually add documents. •Select Files - Navigates users to File Explorer where they can locate the file to be added. •Drag and Drop Files - Allows users to drag and drop or copy/paste files into the selected inbox.
	Displays a list of documents to be posted. The column headings will vary when viewing attachments and viewing invoices. Invoices will automatically populate with a vendor code if the ABN can be found by the AI Document Processor and if that ABN matches the ABN on a Vendor Masterfile in BBS.
	Process Document - Navigates users to Document Processing Centre - Process Document. Please refer to Document Processing Centre - Process Document for more information.
	Open File - Opens the file of the selected document.
	Delete Document(s) - Allows users to delete the selected document.
	Move to Another Inbox - Navigates users to the below screen to select another inbox to move the selected document(s) to.
	Post Transactions - Allows users to post transactions that have been processed.

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