Brainware Distiller Distiller for Invoices Release Notes Distiller Distiller for Invoices. ... automatic tax determination was too tight ... Brainware Distiller Distiller for Invoices

Brainware Distiller Distiller for Invoices Release Notes

Version 1007

June 2012 Prepared by:

Brainware Engineering

Release Notes

Copyright © 2012 by Brainware, Inc. All rights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language in any form by any means without the written permission of Brainware, Inc.

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BW-DFI-1007 June 2012 Brainware, Inc. 20110 Ashbrook Place Suite 150 Ashburn, VA 20147 Technical Support: 800 765 4347

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Release Notes Contents

Page 3 of 19

Contents CHAPTER 1 DISTILLER FOR INVOICES PRODUCTION RELEASE 1007 ................................... 4

1.1 Compatibility ............................................................................................. 4 1.1.1 Internal Compatibility ........................................................................................... 4

CHAPTER 2 ENHANCEMENTS ........................................................................................... 5

CHAPTER 3 FIXED DEFECTS ............................................................................................ 8

CHAPTER 4 MIGRATION TO VERSION 1007 ..................................................................... 14

4.1 Migration Steps ....................................................................................... 14

4.2 New Settings in INI File .......................................................................... 15

Release Notes Chapter 1 Distiller for Invoices Production Release 1007

Distiller for Invoices Page 4 of 19

Chapter 1 Distiller for Invoices Production Release 1007 This is the production release of Distiller for Invoices Version 1007. It includes new features, quality and performance improvements. Please read this document carefully before updating an existing version of Distiller for Invoices (1006) to this version.

This version of Distiller for Invoices has experienced further development in several areas. Please check Chapter 2 for the enhancements in detail.

Chapter 3 gives you an overview of the issues in performance which have been solved.

Migration steps are provided in Chapter 4.

1.1 Compatibility 1.1.1 Internal Compatibility

Distiller for Invoices is a pre-developed Brainware Distiller project for the processing of invoices (PO, Non PO and credit notes).

The minimum core product version, for which DFI 1007 is supported, is Brainware Distiller 5.3 SP2.

For Chinese and Japanese language recognition, Brainware Distiller 5.4 is required as a minimum.

Release Notes Chapter 2 Enhancements


Chapter 2 Enhancements

Distiller for Invoices Version 1007 includes the following new features:

Languages:

- Support for Chinese and Japanese languages.

General extraction:

- Improved header level extraction, particularly for Nordic language documents.

- Improved line item extraction, particularly if the line item includes a price unit.

Additional fields:

The following fields have been added as standard extraction fields:

- Due date

- Delivery date

- Mexican ISR retention

Document type:

- Documents identified as a credit note can now be sent to the Verifier application via a configuration option.

Company code:

- It is now possible to specify a blanket default company code via configuration if no company code is extracted from the document.

Invoice number:

- It is now possible to switch off the invoice number sequencing check during validation.

Invoice date:

- Automatic conversion of Japanese and Chinese dates, including Japanese dates expressed using the Emperor’s calendar system.

- Automatic formatting of Swedish invoice dates in the format YY-MM-DD.



Purchase order:

- A standard option has been implemented to stop a document in Verifier if the purchase order has been set-up for Evaluated Receipt Settlement (EDI) indicating that a paper invoice is not expected and, hence, should not be processed.

Currency:

- It is now possible to specify a blanket default currency via configuration if no currency is extracted from the document.

Invalid reasons:

- A new ‘ZERO VALUE INVOICE’ invalid reason is available in Verifier to permit an invoice or credit with a zero total to pass through.

Information messages:

- Ability to switch off the ‘Invoice is a 1-1 match to the PO’ information message in Verifier.

XML Export:

- Ability to configure an XML encoding line for the first line in the file.

SAP:

- Option to connect to SAP using a Unicode connector is now available.

- Availability of optional logging of all standard parameters passed to the SAP posting/parking BAPIs in the Distiller log file.

- An option has been implemented that will park an invoice automatically if the vendor has a downpayment set up in SAP.

- Additional user exit for a custom export has been implemented for the case an SAP document posting is unsuccessful and document parking is disallowed, or the document can neither be posted nor parked.

- Option to further distinguish the Visibility reporting states so that posted/parked MM/FI documents are given their own distinct state.

Reporting:

- Addition of Verifier start time and ERP document failure reason (SAP) into the Visibility reporting tables.



- Visibility batch states will now be updated if a user sends a document to an exception batch in Verifier.

Line pairing:

- Now supports line pairing against SAP SR-IV purchase orders where one or more line items on a service entry sheet has a multiple account assignment.

- Supports posting invoices against regular purchase order lines that have a multiple account assignment.

- Automatic posting against multiple SAP service entry sheets for a single invoice is now possible.

- Option to use the invoice number to influence the selection of SAP service entry sheet(s) going against the entry sheet acceptance reference number.

- Option to force invoice parking if the value of the invoice exceeds the value of the SAP service entry sheet.

User Exits:

Additional user exits added for:

- Custom export if a document fails to post/park in SAP,

- User exit for editing an invoice number that is to be used to influence the selection of SAP service entry sheets,

- User exits for the validation events for the invoice date, due date and delivery date,

- User exit for setting document validation flags,

- User exit for Verifier Form Load event,

- New user exit that can be used instead of the previous exit ‘UserExitPOValidateStart’ that features an enhanced interface.

Release Notes Chapter 3 Fixed Defects


Chapter 3 Fixed Defects

Defect ID

Support # Module Feature Description

1069 Extraction Tables Tolerance applied to line item tax rate percentage during automatic tax determination was too tight – changed from 0.1% to 0.2%.

1070 Extraction Validation A certain vendor type invoice extracted the total amount incorrectly and marked it as valid. The validation was strengthened to prevent false positives.

1071 Extraction Tables Degradation in line item extraction was noted, for multi-line invoices where the quantity was 1 on every line item. This has been corrected in 1007.

1072 Line Pairing Tables During line pairing, a ‘CdrADS.CommitAddEntry – failed to insert one or more documents’ script error may have been thrown if the PO line item description was not mapped correctly. The system would believe the line to be blank in the LPR section of the ini file. Workaround: Configure the PO line item table and description field mapping correctly – if the PO description is genuinely blank, then code can be inserted in ‘UserExitPreMaterialLinePairing’ to insert a ‘dummy’ description by looping around the POLines array (1-based) and populating the .text property.

1073 Line Pairing Tables During line pairing, if the system pairs an invoice line to a SAP PO line that is marked for goods-receipt based invoice verification, and a 103/105 GR goods movement type had been used in SAP, the system was incorrectly selecting the 105 goods receipt document, rather than the 103 goods receipt document. As such the document would fail to post in SAP.

1074 Extraction Header Fields

The system was not asking for either an exchange rate or VAT amount in local currency as part of the VAT compliance check if the invoice currency <> tax jurisdiction currency and only the vendor VAT registration number was required for the company code.

1075 Reporting Classification If a document was classified to a Void class manually from Verifier, the user ID was not logged into the reporting database. Workaround: Insert the following script into a Document_Validate event on the Void class:



Defect ID


fnReporting(pWorkdoc, "DOCUMENTVALIDATEVERIFIER")

1076 Line Pairing Tables If a line item pairs successfully during service line item pairing, the system should adopt the line item description from the purchase order line item – currently a generic ‘SERVICE’ description was being used. Workaround: Code can be placed in ‘UserExitPostLinePairing’ to adjust the description in the 1-based LineData array – the PO line items are held in the ‘.Text’ property of the 1-based POLines array.

1077 Extraction Tables When using the Brainware Table Extraction correction in Verifier on an invoice where the quantity column contained 1.000 meaning 1000, the system would incorrectly format to 1.000, rather than 1000. Affected functions: fnReplaceQuantity, LineItems_Validate

1078 Training SLW When training an SLW class of ‘Invoices’ using Normal Train Mode or Verifier Train Mode in Designer, an ‘invalid index for textline’ script error may be thrown when analyzing the document. Workaround: Create a new DocumentType_PostEvaluate event on the invoices class and put a single command in there: ‘pWorkdoc.AnalyzeLines’.

1079 Validation Header Fields

No action was made when a user pressed ENTER on the PST field – this should have fired a validate event in common with the other amount fields.

1080 Extraction Tables Extraction degradation was noticed for line items on Russian language invoices, where the line item total is on the left most side of the page

1081 23641 Extraction Tables DFI may extract incorrect 0% tax rate at line item level, this caused an incorrect tax code to be assigned during the line pairing operation.

1082 Line Pairing Tables When selecting a SAP service entry sheet or goods receipt during line pairing, if the integrity check was activated and the system found two or more available entry sheets/goods receipts, line pairing should fail – this instance uncovered where an incorrect sheet/GR was being selected.

1083 Line Pairing Tables When lines are paired via the GRP process, the total line item value was lifted from the PO, when it should have been taken from what was on the invoice.



Defect ID


1084 24153 Validation Header Fields

If the invoice number validation was switched on and the vendor used a site ID, the invoice number would always be set to invalid with an ‘Insufficient number of prior invoice number examples available’ error message.

1085 Export The DB GL data table export process did not work and no error was raised.

1086 Line Pairing Tables The line pairing against a SAP SR-IV service entry sheet may return an ‘array index out of range’ script error. This could have caused the RTS instance to hang.

1087 25092 Line Pairing Tables The ‘EnableIntegrityCheck’ flag for line pairing was not working for GR and multiple material section. Affected function: fnSelectLines


The extraction logic was not accounting for ICMS tax in the automatic tax calculation procedure.


The verifier application did not allow the user to validate the ICMS tax field.

1090 Line Pairing Tables When line pairing against a SAP service entry sheet PO which was set for SR-IV, the values of each service line were not being read correctly from SAP causing the invoice to fail posting as it was out-of-balance.

1091 Line Pairing Tables The system was not retrieving the external delivery note number from SAP during line pairing for service entry sheet type goods receipts.

1092 Line Pairing Tables The system did not pair a miscellaneous charge to the right line item on the purchase order during line pairing despite that charge being set-up correctly in the ini file.

1093 Export Header Field If a ‘large’ amount is entered into an amount field in Verifier, and the export involves creating documents in SAP, this caused SAP to throw a runtime error, which, in turn, hanged the Distiller export RTS instance.

1094 25012 Extraction Header Field The utility flag was not being set correctly in instances where the purchase order vendor was over-writing the system determined vendor, leading to instances where an account number was being asked for unnecessarily.

1095 Extraction Header Field During the automatic tax calculation procedure, the procedure should fail if no tax jurisdiction country could be identified (i.e. the company associated with the invoice company code).

1096 Verification Classification An “Intercompany not in collection” script error message appears during processing of documents that are classified to child classes of the ‘Intercompany’ class – for example, during the vendor search.

1097 Extraction Header If an incorrect vendor was extracted and the system was set



Defect ID


Fields to default a vendor currency if nothing was extracted, then that vendor was later updated based on a look-up to the purchase order, then an incorrect currency could potentially be set and marked as valid.


If the currency was set to default from the vendor and not the purchase order, and a Verifier user selects a different purchase order with a new vendor, the system should default the currency associated with that vendor (if the currency is blank), or prompt the user that the currency was going to be changed if it differed from what was already in the currency field.

1099 Export XML or CSV The system was not writing out non-Western characters into the CSV, XML or standard output files. A workaround was available for XML output.


The system was not permitting a date to pass Verifier if it was in the following year or more than ten years in the past.

1101 Line Pairing Tables Lines could be paired incorrectly where the PO was set up using ‘generic’ material number (i.e. different materials share the same material number) and the quantities were the same and the enable integrity check flag was switched off.

1102 Export Tables If an invoice passed through Verifier with incomplete line data due to the MIRA logic, and then other values were found on the invoice that could qualify as additional purchase order numbers, incorrect line item data could be exported, albeit unpaired. This can be worked around in the ‘UserExitLinePairingPOs’ with the following command: If pWorkdoc.Fields(“MIRA”).Text = cYes then Redim Preserve PO(1)

1103 Export Archiver If a custom export was activated and documents were being archived either to Visibility or via SAP, the document link column in the Visibility reporting tables could be set incorrectly.

1104 26911 Line Pairing Tables If PO line item data was being read from a database, and an invoice line was paired to a PO line which has both different order and price units of measure and also a price unit > 1, the quantity for the paired line will be multiplied by the value of the price unit incorrectly. This does not occur if the PO lines are read from SAP.


If a future invoice date is permitted, the extracted date is still marked as invalid in Verifier with a ‘date too far in the past’ field error message.

1106 Line Pairing Tables When pairing an invoice to an SR-IV purchase order in SAP where one or more line items on the service entry sheet



Defect ID


have a multiple account assignment, the system was not creating the line items for posting correctly.

1107 Verification Header Fields

Invoices for which the user set an invalid reason of ‘NON VAT COMPLIANT’ should not go through to post in SAP, but should park instead.


Any tax levied on unplanned delivery charges were not being considered during the VAT validation calculation.

1109 Line Pairing Tables When assigning tax codes to paired invoice lines, the system did not report an appropriate error message if the purchase order vendor did not exist in the vendor pool.


If the vendor ID was invalid in Verifier, and a user changes the invoice type and presses ENTER, the vendor ID was set to valid potentially before the user has had a chance to confirm one way or the other.

1101 26708 Validation Header Fields

When performing a look-up to PO header or PO line data using a stored procedure via an Oracle database, the system may hang for a number of minutes before returning the result set.

1102 27486 Line Pairing Tables During line pairing for an invoice that has miscellaneous charges only going against a SAP GR-IV purchase order where goods receipts exist, but none have any value left on them, the system may select goods receipts incorrectly in the MIRA process.


During tax determination for PO invoices that use tax jurisdictions, the system was ignoring the instructions associated with the first tax code registered in the ini file.

1104 Export Header Fields

When booking an invoice against a SAP SR-IV service entry sheet where the line level tax code on the entry sheet differed from that of the PO, the invoice tax codes were being set incorrectly.


When selecting invalid reasons in Verifier and hitting enter, the vendor ID could be validated before the user has had chance to confirm whether it is correct or not.


When performing the tax access sequence during automatic tax code determination, the system should have considered the tax percentage when assigning a tax code based on the material group. A new step in the access sequence has been added to accommodate this, as tax codes were being determined incorrectly.


The internal short pay flag was being set incorrectly if there was zero tax on the invoice.


If the vendor from the PO was in a different country from an incorrect vendor identified by ASSA, and the date formatting was different between those two countries, then the invoice



Defect ID


date field may be formatted incorrectly.

1109 Export SAP If a document failed to park in SAP, and the next document in a batch also failed to park in SAP, the error message displayed against the second document would be the same as the one for the first document.

1110 Export SAP If a document was sent to park in SAP, and document parking failed to send the document to 750, the error message displayed to the user reflected the reason why the document was not sent for posting, rather than the reason why parking was unsuccessful.


If a Database table was used to read miscellaneous charges, the system would throw an error complaining that the column ‘PROFTCENTER’ does not exist. This erroneous behavior could hang the RTS instance.

1112 Verification Header Fields

If an invoice number or delivery note number was entered in Verifier that spans more than one textline, a script error message was raised.

1113 28300 Line Pairing Tables If the PO look-up was configured to use a company code and a PO number, and line pairing was set to check for multiple POs, during the read of the order prior to line pairing, an ‘Unable to validate PO – missing company code’ error may occur if one of the PO candidates was blank.

1114 Vendor Lookup

Vendor Search

The vendor search raised a script error if it was used on an intercompany class.

1115 Line Pairing Tables During line pairing, if the system selected a PO line that had a price unit >1, but the invoice used a different unit or measure instead (or vice versa), the unit of measure comparison did not succeed even though a conversion should have been possible.


Invoice example provided where currency is extracted incorrectly as ‘EUR’ when it should have been ‘CZK’.

10871 27785 25963

Validation Header Fields

When selecting invalid reasons in Verifier and pressing ENTER, the vendor ID could be validated before the user had the opportunity to confirm whether it is correct or not. Now, when changing the invoice type or the invalid reason to one other than ‘vendor does not exist’ or ‘missing PO/vendor’, pressing ENTER does not validate an invalid vendor ID.

13050 25330 Export Characters Unicode and extended ASCII characters such as Russian were not exporting correctly into an XML file. This has been resolved in 1007.

Release Notes Chapter 4 Migration


Chapter 4 Migration to Version 1007 4.1 Migration Steps Close all services/applications accessing the project.

1. Take a backup of current project folder. 2. If you have upgraded to the new Distiller software as well, first load and save the current project

into the new version of Distiller. Also refer to the Distiller Migration Guide. 3. Open and save the Template for updating it to the current version of Distiller software. 4. INI File:

- Merge former ini settings to the new ini file. The former ini file cannot be used anymore with 1007.

- Review new settings and change the default values where needed.

5. Use the Migration tool to migrate the project using the new template. Please refer to the Migration Tool document for instructions.

Then:

- Load updated Project. - Review the known issues and correct (remove the user exit duplicate functions and re-add

missing references for custom user script). - Save Updated project.

6. Reload project and check:

OCR:

- Change OCR Engine to Finereader 10. - Review OCR languages.

ASE Fields:

- Class Invoices: [2] CompanyCode: Change core engine to Brainware V3 - Class Invoices: [6] VendorASSA: Change core engine to Brainware V3 - Class Invoices: [24] EmployeeASSA: Change core engine to Brainware V3 - Class InterCompany: [6] VendorASSA: Change core engine to Brainware V3

ASE Fields:

- Save and reload project in Designer prior to reimport the data. - Reimport all ASSA data from CSV or ODBC.

7. Apply Migration script for Reporting DB. The script is available in the Database Script folder of the installer.

8. Verification:

- Process 1 batch from Import to Export to verify that the new project is working correctly.



4.2 New Settings in INI File

SAP Section

Parameter Type Description

LogSAPExport YES/NO Flag to indicate whether the system should insert tracing statements into the standard Distiller log file showing the data passed to and from calls to the SAP document posting and parking BAPIs.

ParkMMIfDownpayment YES/NO If this option is set to ‘YES’, the system will park an MM invoice if the vendor has a downpayment set against it..

ActivateSAPFailure UserExit

YES/NO If the solution export involves creating a document in SAP, the export will fail automatically if no SAP document is created. ‘UserExitSAPPostingFailure’ is available for a developer to create their own alternative export if the SAP posting/parking fails without sending the document to a failed export status. Usage of this user exit is activated via this flag.

BreakOutMMAndFI ForReporting

YES/NO If the Brainware Visibility reporting database is being used, the standard values written out to the ‘CURRENT_STATUS’ column in the ‘BRWDocument’ table are:

900 = SAP document parked 1000 = SAP document posted

If this flag is set to ‘YES’, the column will be updated as follows:

910 = MM-LIV document parked 920 = FI document parked 1010 = MM-LIV document posted 1020 = FI document posted

Thus, this allows a more detailed breakdown of document statuses for the Visibility reports.

This applies to all Visibility versions.

PON Section


StopERSPO YES/NO If set to ‘YES’, the system will stop a purchase order in Verifier if it is marked as being an ERS/self-billing purchase order..

StopERSPOInVerifier YES/NO If set to ‘YES’, the system will not permit a purchase order to pass Verifier if it is marked as being an ERS/self-billing purchase order..



NUM Section


CheckSequencing YES/NO If this flag is set to ‘YES’, and the vendor supplies invoices numbers that are entirely numeric, then, when carrying out the invoice number format comparison against the vendor’s prior history, the system will not consider prior invoice numbers if they are 100 ahead or more.

For example: invoice number ‘1500’ is read from an invoice. In the history table, invoice numbers ‘1598’, ‘1599’, ‘1600’ and ‘1601’ are present, ‘1600’ and ‘1601’ will not be considered valid matches as, although they match the 4 numeric format, they are too far ahead in terms of the sequence.

DeliveryNoteRequired YES/NO If set to ‘YES’, the delivery note number will be made a mandatory field and the document will be sent to Verifier if no value is extracted. The Verifier user will be permitted to let the field pass blank.

DAT Section


DeliveryDateRequired YES/NO If set to ‘YES’, the delivery date will be made a mandatory field and the document will be sent to Verifier if no value is extracted. The Verifier user will be permitted to let the field pass blank.

DeliveryDateIncludes ShipDate

YES/NO If set to ‘YES’, this will expand the scope of delivery dates appropriate for extraction to include ship dates.

DueDateRequired YES/NO If set to ‘YES’, the due date will be made a mandatory field and the document will be sent to Verifier if no value is extracted. The Verifier user will be permitted to let the field pass blank.



CUR Section


ActivateExtendedValidation YES/NO Setting this flag to ‘YES’ will perform an extended validation on a currency determined automatically by the system.

The extended validation will compare the system-extracted currency to the below in the order specified:

1) Permitted global currencies (see ‘GlobalCurrencies’ parameter below);

2) The vendor currency if present in the vendor extract;

3) The currency associated with the vendor country of origin;

4) The currency of the company code;

5) The currency associated with the company code country.

If the invoice currency does not match any of the above, then the currency will be set to invalid for a user to check within the Verifier application. Errors caused by missing, incomplete or incorrect configuration in connection to company code and country look-ups will also set the currency field to invalid.

User input in Verifier is excluded from the checks above, and will be assumed to be correct in so far as a valid currency is entered.

The extended validation is only carried out for invoice classified to the generic node.

DefaultCurrency Freetext If populated, this will be set as the invoice currency if no other value is extracted from the document.

CCO Section


DefaultCompanyCode Freetext If populated, this will be set as the company code if no other value is extracted from the document.

INF Section


DisableMIRAPopup YES/NO If set to ‘YES’, this will disable the pop-up box in Verifier informing the user that line items are not required as there is a 1-1 match on value between the invoice and the purchase order.



EXP Section


DBHCDeliveryDate Freetext Name of the header export database column which holds the invoice delivery date

DBHCDueDate Freetext Name of the header export database column which holds the invoice due date

XMLEncodingHeader Freetext XML file coding header that will form the first line in the XML file.

For example, setting the value as ‘<xml version="1.0" encoding="UTF-16"?>’ would produce an XML file that will support non-Western characters such as letter from the Russian, Greek and Chinese alphabets.

XMLHCxxx Freetext The following new fields have been added:

XMLHCDeliveryDate – delivery date XMLHCDueDate – due date

LPR Section


DescriptionThreshold Number This value expressed as a percentage (i.e. 30 = 30%) denotes how confident the system needs to be to pair a line item based on the fuzzy match on description.

A setting of ‘100’ requires an exact match between the invoice line and purchase order line descriptions.

For example, if the PO line item description was ‘BROWN HATS’, then a 100% match would be achieved if the invoice line item description was ‘BROWN HATS’, ‘brown hats’, ‘BROWN’ or ‘HAT’. For information purposes, ‘BROWN HAT’ would be a 99.99% match and ‘HATS BROWN’ would be an 85% match.

A setting of zero would mean that the closest match to the invoice line would be taken as long as there is some degree of similarity.

The default value if nothing or an invalid entry is present is 0.

Brainware recommends setting this value to 30.

The invoice line item description must be at least 5 characters in length for the system to consider it when selecting a purchase order line item.

DescriptionDistance Number This value expressed as a percentage (i.e. 10 = 10%) denotes the m.inimum confidence distance between the best and second best possibility for the fuzzy match on the description.

e.g. if this value is set to 10%, and the system is 51% sure that line 1 is the right result, but




45% sure that line 2 is the right result, then the line will not pair as the distance between them (6%) is less than the minimum confidence distance.

The default value is 0%.

Brainware recommends setting this value to 10.

FindSESWithInvoiceNumber YES/NO If this flag is set to ‘YES’, the system will attempt to select a SAP service entry sheet(s) based upon a comparison between the invoice number and the acceptance reference number on the entry sheet..

OnlyUseInvoiceNumberToFindSES

YES/NO If this flag is set to ‘YES’, the system will only attempt to select a SAP service entry sheet(s) during line pairing based on a comparison between the invoice number and the acceptance reference number on the entry sheet.

ParkIfSESValueLessThanInvoiceValue

YES/NO If this setting is set to ‘YES’, and the data export involves creating documents in SAP, this will force the document to park rather than post if the value of the invoice goes over the value of any SAP service entry sheets being booked against.

ColumnNN Freetext The following column type code has been added:

ERS = PO line item ERS flag

DBERS Freetext Name of the column in the purchase order line database table which holds a flag which indicates whether this purchase order is intended for the ERS process (Evaluated Receipt Settlement).

CSV Section


NN_FormatLineN Freetext The following symbols have been added:

‘ <%DLD>= Delivery date ‘ <%DUE>= Due date