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vancouverannie

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Reply with quote  #1 
Can you scan and attach images "later"??  We had some system problems and invoices were scanned and transferred into SAP and some have been posted/paid.  But they've lost the invoice image.  Oh dear!!  Any help /suggestions would be appreciated.
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cherylc

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Reply with quote  #2 
Hi Annie
I haven't had to do this before however I think there are two options.

Plan A is a Rescan job.  Go to Manager > Job Descriptions and see if you have a Rescan job set up.  If so, check your invoice profiles in Manager to see if you have a dedicated invoice profile for Rescan (it probably is called Rescan).  This means the invoices won't have to do any reprocessing in Verify as there should just be a few field descriptions (our one uses just Logo, Currency and Debit/Credit).

If I get a chance tomorrow I will ask one of our AP processors what they are doing and get back to you.  Unfortunately our scanner is 3,000+ km away in Brisbane so I can't test how it works.

Plan B would be to send the invoice back through Scan however this would involve reverifying.  Once in SAP, if you have Process Director installed, you would use Document > Finish to attach the document to the SAP document.  The status of the reprocessed PD document will automatically change to posted and you now will have two lines for the same document however the invoice will only be posted once.  The image will be attached to the SAP document.

If you have a lot of documents to attach, I would explore A first.    From a cost point of view, I am not sure whether both A&B would be counted as a PD document and affect your licence count and ongoing cost.  Something Readsoft would need to answer.

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cherylc

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Reply with quote  #3 
Hi again Annie
I had some more thought while driving home:

1.  Is part of your problem there is not an easy way to determine which posted invoices have lost their image attachment without having to open each invoice individually?  If yes, I will do some digging for you in the SAP tables to let you know how to determine which posted invoices have the relevant business object attached.

2. When did the problem first occur?  If it is recent, it might coincide with the duration of your process log.  This would be a good outcome as the process log contains the image name.  Check your process log for the earliest date of entry (we have set ours to store the information for 60 days though yours could be different).  If the process log contains at least some of your image names, take a copy of it (by selecting all, then do a Ctrl C.  Open Excel and Ctrl V).  Save this file.  Note that your process log is probably dropping off one day each day, so quarantine what you can now.  Note that the link between Process Director and the Process Log will be the vendor number and vendor invoice number.

3.  When an invoice moves to SAP, it goes into the TransferredImages folder on your Readsoft server. The file name is probably the same as in the Process Log, except with a different extension (it will be a PDF not a TIF file). So there is a link between the Process Log, Image Name, Process Director and Image on the Readsoft server. 

4.  Roughly how many invoices does the problem affect and do some of these invoices predate your Process Log?

If you can clarify no 1 and 4, then I should be able to give you some more concise instructions.

***************
Addendum.  I just had another idea.  Have you checked whether this is an SAP access issue?  If someone does not have the appropriate access to view business objects or the content repository then they won't see anything when they click the Services for Object icon.   I would check this first before doing anything else.  Ask someone who has higher SAP access (or even SAP_ALL) to check.  Also ask SAP Security to check whether there have been any changes to authorization object S_WFAR_OBJ.  Activity should be 03, Content Repository (your CR ID or *), Document type (we have ZICS_PDF though it could be *) and object type (note you could use * however we just use /cockpit/B to limit the number of attachments a user sees). 



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Cheryl
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cherylc

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Reply with quote  #4 
Hi Annie

I checked with our AP processors and they are not using the Rescan function.  We tested Rescan and it created a TIF document in the Images folder on our Readsoft server. Upon Transfer, the process log has the status Transfer > Deleted > Deleted and the log says that the document was excluded from the transfer.   It is now sitting in the transferredimages folder as a PDF.  That is, I have managed to create a PDF document (on transfer) through the Rescan function and that document is now on the Readsoft Server however it is not in Invoices or PD.   To attach it, I think I would need to use the attachment function in PD and locate the PDF invoice in the transferred images folder.  Not sure this is how the rescan function is supposed to work as we don't use this functionality.

AP have found a much easier method!  They just load the PDF onto their PC and upload it using the attachment function in PD.  I tested it on a posted invoice and it attached it to the Services for Object function okay.

If there are a lot of lost images and you can work out which ones they are from the Process Log, then a quicker method would be to upload those documents directly from the Transferred Images folder. 

Let me know if all the above answered your question?  As mentioned, I would check for any changes to SAP access first before going to the effort of reattaching images.

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Cheryl
LinkedIn: https://au.linkedin.com/in/cherylc-651471a0
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