You can download a report in Finmatics. This report contains information about the upload to and export from Finmatics, extracted invoice details, and more. This article provides a guide on how to download and explains the report data.
Content
- How do I download the report?
- What information does the detailed report contain?
- In which cases is it useful to download the report?
How do I download the report?
In the Invoices screen, you can select the invoices and by clicking on the '⭳' and 'Download Report', you can download the detailed report. Once it's ready, it will be sent to you via email.
What information does the detailed report contain?
Transfer
The detailed report contains information on how invoices were imported to Finmatics and exported to a third-party software, the extracted data, and details on invoices in the workflow. When you download the report, it will be provided in MS Excel® format (.xlsx), and the information is aggregated into the following tabs:
Field |
Description |
Example |
|
document_id |
The Finmatics Document ID. Distinct ID of the invoice in Finmatics. |
10401515 |
|
inbound_date |
Date on which the document was transferred to Finmatics. |
2021-06-23 15:13:08 |
|
inbound_user |
User or system that transferred the document to Finmatics. |
|
|
inbound_mode |
Method of transfer (import) |
Web-Upload |
|
document_export_date |
Date on which the document was transferred from Finmatics to a third-party system (ERP or accounting system). |
2021-08-17 14:03:18 |
|
outbound_user |
User or system that transferred the document from Finmatics to the third-party system. |
|
|
outbound_destination |
System to which Finmatics transfers the document. |
SAP |
|
outbound_mode |
Method of transfer (export) of the document. |
auto-export |
|
filename |
Original document name. |
dialog_12834914.pdf |
|
link |
Finmatics link - with this link, you can access the invoice directly and after logging into Finmatics, you can view the uploaded document within Finmatics. |
Header Data
In this tab, you will find the extracted data (header data) from the document. The number of columns may vary depending on how many fields you choose to have read by Finmatics. Each row corresponds to one invoice document.
Line Items
In this tab, you will find the extracted data (line item data) from the document. The number of columns may vary depending on how many fields you have read out by Finmatics. A document can occupy multiple rows. For example, if 3 line items were extracted from a document, 3 rows will be generated in the report with the same document_id."
Workflow Open Tasks
In this tab, you will find documents that are still in the workflow (e.g., invoice approval)."
Field |
Description |
Example |
|
document_id |
The Finmatics Document ID |
10401515 |
|
approval_step_name |
Name of the Workflow Step |
Content Approval |
|
assignee |
User assigned for approval |
|
|
candidates |
Alternative users authorized to perform the approval (e.g., substitutes) |
|
|
assignment_date |
Date when the task was assigned to the user |
2021-08-17 14:03:18 |
|
approval_step_id |
Unique ID of the approval step |
10401515 |
|
process_definition_id |
Unique ID of the workflow |
10401515 |
Workflow History
In this tab, you will find information about the approval history, such as details on which user approved the invoices.
Field |
Beschreibung |
Beispiel |
|
document_id |
The Finmatics Document ID |
10401515 |
|
approval_step_id |
Each approval step in Finmatics is assigned a unique ID for clear traceability of approvals |
ID_10401515 |
|
approval_step_name |
Name of the approval step |
Content Approval |
|
user |
User who did the approval |
|
|
action_date |
Date on which the approval was done |
2021-08-17 14:03:18 |
|
action |
Action that was performed |
|
|
action_value |
Value of the action |
TRUE |
|
definition_id |
Distinct ID of the workflow. |
ID_10401515 |
In which cases is it useful to download the report?
If an invoice is duplicated in Finmatics (for example, identified by Finmatics as a duplicate), how can I determine which system/user imported it?
To identify duplicate invoices in Finmatics, navigate to the 'Invoices' tab. Download the Excel report. In the 'Transfer' tab, you can see how these documents were exported to Finmatics (inbound_mode) and by which user (inbound_user), when (inbound_date), and the name of the original document that was transferred (filename). This allows you to clearly trace how the invoices were duplicated in the system.
How can I get an overview of invoices that have not been approved yet?
You need authorization for invoices within your organization. Click on 'Invoices' and filter for all invoices with 'Workflow State' = pending. You will see all pending invoices. If you need detailed information, select the invoices and download the Excel report. In the 'Workflow Open Tasks' tab, you will find detailed information on when the invoices were assigned for approval and to which user, among other details.
How can I trace who has approved an invoice?
Search for the desired invoices in the 'Invoices' tab. Select the desired invoice(s) and download the Excel report. In the 'Workflow History' tab, you will find detailed information about the approval process, including the user(s) who approved the invoice, when the invoice was approved, and workflow IDs.
Can I download the extracted data from Finmatics in Excel format?
Search for the desired invoice in the 'Invoices' tab. Select the desired invoice(s) and download the Excel report. In the 'Header Data' tab, you will find the extracted header data. In the 'Line Items' tab, you will find the extracted line item data. You will also find a link to the Finmatics archive to access the invoices directly.