DataMagine - Approving an Invoice

Approving an Invoice

  1. Double click on the DataMagine Client icon to display the DataMagine Client Logon screen.
  2. Enter your Windows User Name and Password. Click OK or press the Enter key.
  3. The DataMagine toolbar appears. Click on the DocFlow Inbox icon to display jobs in the Inbox.
  4. Your DocFlow Inbox will display jobs that need your approval. Double click on the job to view invoices.
  5. The Job Information box and the first image of the document are displayed. (If necessary, closing the document can be done by clicking on the icon)
  6. Use the Page Up/Down keys to review each invoice page.
  7. Once the invoice has been reviewed click on the Double Check icon to accept all pages.
  8. Click on the green arrow to approve the invoice.
  9. A password box appears, enter your Windows password and click OK.
  10. An approval stamp with your name, date and time is placed on the approved document.
  11. The job is routed to the next stage and removed from your DocFlow Inbox.

NOTE: When Management approves an invoice, General Ledger coding is required

Adding Annotations

Skip this section if you would like to not add annotations.

  1. In the Viewer window navigate to Annotations, Add/Modify Annotation. The annotation toolbar will be displayed.
  2. Select the yellow Sticky Note tool.
  3. Click and drag a small box on the image and enter notes.

NOTE: If you are annotating an invoice ready for processing, it is required to add GL coding before final approval.

Rejecting an Invoice

An invoice can be rejected by performing the following steps:

  1. Click the Re-Route icon
  2. The Select Pages(s) to Reroute screen appears. Choose the All Pages (Reroute entire job) option.
  3. The Reroute Reason screen is displayed.
  4. You can select a pre-defined reason for rejecting the invoice or enter your own reason. Click OK.
  5. The DocFlow Job will be routed to the AP Manager Rejection Inbox. The AP Manager will determine what needs to be done with the invoice.
  6. The DocFlow Job will be removed from your DocFlow Inbox

 

To review images or save/download/print a copy of this Job Aide, please select the pdf attachment.

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