This article explains how to check the separation of the invoice pages and how to correct it if necessary.
- What can I do if the invoice status is no longer "Separate"?
- How do I find the invoices which still need to be separated?
- How to open the restructure screen
- The restructure screen
What can I do if the invoice status is no longer "Separate"?
If the invoice status is no longer Separate, they can be separated/stapled again in the invoice screen. More information about this can be found in the article How can the separation of documents be corrected if they no longer have the "Separate" status?
How do I find the invoices which still need to be separated?
Invoice separation takes place in the Transfers screen. Here it is possible to filter by client and status. By setting the filter to "Separate", only batches that have not yet been separated are displayed.
After invoices have been uploaded, they are processed by the Finmatics software. The status in this case is "In work". This takes about 5-10 seconds per page. More information is available under How long does it take to process documents in Finmatics?
As soon as the invoices have been processed, their status becomes "Restructure". The "NEW" label indicates that there are invoices which have not yet been processed by a person.
How to open the restructure screen
As soon as the invoices have the "Restructure" status, you can check the stapling and correct it if necessary with just a few clicks. To do so, simply open the 3-point menu and click on "Restructure". Alternatively, this can be done by selecting one or more stacks of invoices and click on the scissors symbol.
If more than one stack of invoices has been selected, the next stack opens automatically after you confirm the separation of one stack. This makes it easy to work through all batches quickly, and then confirm the all separations at once by clicking the double ticks.
The restructure screen
In the restructure screen, invoices can be checked, rotated, recategorised into different types, or deleted if necessary, and the separation can be corrected. If the invoices have been correctly separated, clicking Confirm saves the separation. Clicking on the double ticks finalizes the invoices for further processing
Separate or staple invoices
The grey bar between the documents indicates a separation between two pages.
Clicking the red X between the documents, removes the separation between two pages. Clicking the arrow symbol on the left of a document inserts a separation.
The AI learns from corrections to separation. Especially with outgoing invoices it is possible that the first set of invoices will end up with separations between each invoice, as their readout rate has not yet reached the level of incoming invoices. However, after a few more sets have been corrected the software automatically learns whether separation is required by this type of document or not.
Clicking the magnifying glass on an invoice enlarges it to to view it in more detail. Alternatively, the zoom slider at the top of the screen can be used to enlarge all receipts.
Move/Rotate/Delete Documents/Undo Changes
The invoice order can be adjusted via Drag&Drop. When a document is clicked, it is marked and a tick is added. Several documents can also be selected at the same time by clicking on the small windows, and deselected by clicking them again. Selected invoices can be rotated in a circle by clicking on the arrow or deleted by clicking on the trash symbol. As in many other programmes, you can undo any change with the arrow pointing to the left and repeat undone changes with the arrow pointing to the right.
You can also change the processes in the restructure screen if it has not been correctly assigned/uploaded. To do this, you can either select the corresponding process directly on the lower left corner, or you can select one or more invoices and then use the pencil symbol to assign them all a new process at once.