The primary purpose of this document to provide all parties with guidance within regards to the core functionality in relation to the COINS Account Payable Optical Character Recognition (AP OCR) module and processing of emails related to invoices/credit notes only.

5. Invoice ingestion can either be done via Scanner Locations setup within COINS (refer 1.2.4 & 1.2.5) or via Mailbox (refer 1.2.1.f, 1.2.2 & 1.2.3) from preferred email application. Should be reviewed as part of setup process questionnaire.

6. Emails with multiple attachments, each attachment will be processed as an invoice/credit provided they are identified as an ‘Actual Invoice/Credit.’ Attachments not identified as an ‘Actual Invoice/Credit’ will be treated as an invoice attachment. If no ‘Actual Invoice/Credit’ is found, the email will be ignored and/or moved to a REJECTFODLER if one has been specified.

7. REJECTFOLDER (via Global Standard Text > PLDFTMAILBOX) is highly recommended.

8. If the Invoice details read from the OCR engine successfully identifies that the invoice pertains only to TRADE purchase orders (subcontractor order), then this too will classify the invoice as NOT an ‘Actual Invoice/Credit’*. TRADE purchase orders, and invoices, must be processed through the COINS Subcontract Ledger.

9. Where a MATERIAL purchase order can be found, regardless of the presence of a TRADE purchase order, the invoice will be treated as an ‘Actual Invoice/Credit.’

2. PLDFTANALYSIS - If Contract or Procurement department are not extracted from invoice and valid, and vendor and invoice are applicable for NON-PO will default to this. Both Contract and Procurement department must be valid.

3. PLDFTATTACHRES – Minimum image resolution for an image type email attachment. Supported image types are GIF, JPEG, PNG and TIFF. Attachments that do not meet the minimum width or height specified in this Global Standard Text token will be ignored. Specified as <width>x<height>. For example, 1024x768.

4. PLDFTATTACHSIZE - Minimum file size in bytes for an email attachment. Attachments with a file size greater than the specified value will be sent to the OCR engine as a suspected invoice. This does not apply to PDF files. The usual default is 10kB – 10,240.

5. PLDFTBATCHSIZE – Controls the maximum number of invoices that will be included in a single Accounts Payable invoice batch.

6. Configure Mailbox setup client will need to create an Active Directory / Entra App that provides Application Mail.ReadWrite access to the OCR mailboxes. By default, this access will apply to all email boxes within the client’s domain. The mailbox access can be limited using the Azure CLI from powershell: https://docs.microsoft.com/en-us/graph/auth-limit-mailbox-access - Once the App has been created a Client Secret will need to be added to the App. The name of the secret is not important, however we recommend using the secret name “AAD_SECRET”.

7. Once AD App has been created the customer will need to register the Azure Application with Coins. This is done using the System → System Setup → Azure Applications page within Coins ERP+.
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Add a new Azure Application with a unique application name. The application name that is used in the Code field is the value that needs to be referenced by the PLDFTMBOXAPP Standard Text token or by the APPID attribute in the PLDFTMAILBOX mailbox specifications. Enter the:

8. Configuring Network File Location will be managed using Shared Folders & Network Scanner Locations. This should be undertaken with COINS consultant/technical lead via Document Management > Setup > Configuration.

9. Shared Folders are required to be setup to allow end servers to Upload Invoice/s to the COINS server. This should be undertaken with COINS consultant/technical lead via System > Setup > Shared Folders. Shared Folder Function access should be reviewed as part of the setup process questionnaire. SF* in Read and Write Function Denotes Shared Folder OR BSPPLOCR

10. Ingestion of invoices is recommended to be setup to run twice a day (morning and noon)

11. Company Group called OCRPL will assist will limiting companies that OCR (invoices) can be searched and processed for.

12. If multiple companies are using OCR please ensure each company is setup (ticked), and also ensure company is LIVE in System > Company Setup > LIVE Companies

13. AP Batch Header description is setup/maintained via System > System Setup > Field Default Maintenance. Field name is RS_CobDesc and Default should be AP Invoice Batch {date} - {moniker}.

14. Invoice Header Descriptions will default to Purchase Order Header Description if Purchase Order is quoted/captured, if nothing is entered in this field then the Invoice Header Description and subsequent invoice lines will use the corresponding Invoice Batch Header Description. In the instance if the batch an Error Batch – this will always be blank. The purchase order header description field can be made mandatory via System > System Setup > Field Access Maintenance. Field code is poh_desc

15. For Errored Batch invoices, if Contract/Project number is quoted on the Invoice, COINS will allocate to the contract, or else allocate to the PLDFTANALYSIS.

16. Document Management > Setup > Setup Maintenance > Document Category Maintenance> P/L Invoice&ap_invoice - Supplier avm_num needs to be unticked (not mandatory).

Matching an invoice to a COINS KCO and Supplier is done by comparing the retrieved invoice data with data stored in COINS at the Vendor, Purchase order (PO) and/or Good Receipt Notice (GRN) notice.

The process uses a weighting mechanism to attempt to match the invoice data with the best possible data match in COINS. 

All weightings are aggregated, and the highest weighted company, supplier and/or purchase will be selected.

If one supplier accumulates 150 points more than the next closest supplier, then that supplier and the associated company will be selected. If two suppliers score the same weighting, then supplier selection will fail. 

Where sectors are being matched along with the main entity details in Company Configuration, then the highest weighting will be used, either from one sector or the company configuration. The individual entity is allocated only one weighting and that may come from the sector details, not the company details. 

This table is designed to provide guidance on the field names that will be matched at an invoice header level.

Use the report log file – found in the Report Status screen – to assist with determining how the OCR process calculated supplier and company weighting values to select a supplier and company combination.

This table is designed to provide guidance on the field names that will be matched at an invoice line level, combinations are also provided once these fields are captured.

Post using the above data to support Purchase Order Line Item Matching the system will go through nine (9) rounds of checks for 3-Way Matching.

Combinations will follow in the below order:

Inbuilt COINS functionality to roll up invoice lines on an invoice only when the below criteria is achieved:

When using 2-way matching, the invoice lines will be aggregated to a purchase order line.

When using 3-way matching, the invoice lines will be aggregated to a purchase order line within a GRN.

From COINS v12.03 onwards, invoice extra lines are also able to be mapped by the OCR engine, for example:

The OCR engine will not learn extra charges outside of freight/delivery fees, however these additional charge amounts can be mapped in COINS ERP+ by supplier account.

Use the Supplier Invoice Extras Mapping menu option, found with the other OCR menu options in the COINS side menu, to define how these extras will be found and how they are to be processed into COINS. Invoice extra amount mappings must be defined for each supplier, where the supplier invoice format contains additional charge amounts.

If the supplier account code is consistent across all companies using OCR, then the Company selection can be left at “-All Companies”. If the supplier account code varies between companies using OCR, then select the company (KCO) and supplier account code that the extras mapping will apply to.

A comma separated string of terms to use to search for invoice extra amounts. In the above example, the search term “Consumables” can be used to find the consumables total of $90.00 and the search term “Environmental Levy” can be used to find the levy of $33.44. Search terms of “Freight,Delivery,Pickup” would search for invoice extra amounts associated with either “Freight”, “Delivery” or “Pickup”. All matched invoice extra amounts would be treated in the same way.

If checked, the invoice sub-total text area will be searched for the entered Search Terms. If found, the value to the immediate right of the search term will be returned.

If not checked, the invoice lines will be matched to the supplied search terms and if a match found, then the invoice line will be treated as an invoice extra amount. This can be useful where a supplier might provide multiple invoice extra amounts as different invoice lines with different descriptions, however the purchase order is only entered with a single, specific “Delivery” line item for invoice costing.

The invoice extra amounts can be mapped to either:

The value entered in the look for field will depend on whether the invoice extra amount is being mapped to a commodity extra or a specific purchase order line.

Scanner location must be setup for this to work. Refer to 1.1.11.

2. Click NEXT

3. Navigate to Accounts Payable > Custom AP Menus/Extended Functionality> Invoice Processing > Import Invoices – OCR

4. Select Load invoice images from a Network Scanner Location

5. Check Scanner Location file is correct.

6. Choose the relevant process applicable to your business.

7. Click NEXT.

8. Check/Action batches/invoices loaded via Accounts Payable > Invoices > Enter Invoices.

9. To assist with validating and reviewing of invoices with Matching Issues, Errors, etc use the reports created during upload via Report Status. File output will be called Import Invoices – OCR

Mailbox must be setup via Global Standard Text – PLDFTMAILBOX for this to work.

When invoices go into Matching Issues (Matching Imbalance) and/or Errored batch users should navigate to the Report Status queue and review the Import Invoice OCR PDF document to provide further guidance on the issue/error for the purpose of actioning of invoices.

2. Select the Import Invoices – OCR hyperlink, to review the report.

3. PDF will open in your default PDF application, first and last page will be your summary of what has been processed

4. Pages between will give details on errors/issues as advised.