Maintaining Invoice Capture Batch Lists

Objective

After completing this lesson, you will be able to locate and manage uploaded invoices through the Capture tool.

Invoice Capture Batch Lists Overview

Capture Processing lets you self-manage the preparation, processing, and verification of supplier-emailed or locally uploaded invoices prior to submission as an invoice. The administrator reviews invoices for grouping, sequence, image quality and presentation prior to processing and invoice creation. Once processing is completed, the administrator confirms the output by verifying the data, and then submits the invoice to Concur Invoice workflow. The following tabs and options are available by administrative role:

Batch List: This view acts as a ‘landing page’ and shows all supplier emails, and all batches uploaded locally, all displayed in a list format alongside their processing states, and related information.

Document Separation: This view shows a single batch (emailed or uploaded) with all documents and associated pages displayed in the user interface to allow the user to quickly organize and manage the batch with the goal of separating the attachments into individual invoices in preparation for submission to OCR extraction and final verification.

Verification: This view shows the results of the OCR processing and the data that was captured into each supported field. Change the data as required, and manually fill out any additional field data for fields not supported for capture, in preparation for final submission to Concur Invoice.

You need the following roles to manage and view Invoice Capture:

Invoice AP User: To access, with read-only privileges, the supplier emails on the Batch List tab
Client Managed Capture Verifier: To access and work with document separation and verification, vendor selection, and final rejection or submission using options in the Document Separation and Verification tabs.

The following file and image types are supported when uploading or emailing invoices:

TIF
TIFF
JPEG
JPG
PNG
PDF (with XFA; with embedded fonts)
Word file (DOC; DOCX)
Excel file (XLS; XLSX – not supported: XLTS)
EML (File saved using Microsoft Outlook) CSV

SAP Concur Invoice Capture screen showing the All Batches page, with search filters for batch details at the top and an empty table for batch results below. Blue buttons for uploading batches and downloading a separator sheet are on the right.

Locate Uploaded Invoices in Invoice Capture

To located uploaded invoices:

Steps

From the AP Dashboard, select Invoice Capture.
Enter data requirements, such as date range, task state, or status, and then select Search.

Upload Invoices Manually

To upload a batch:

Steps

From the AP Dashboard, select Invoice Capture and then select Upload Batches.
Select Browse to locate the documents
Select Upload. The system will automatically evaluate and update the documents. Once uploaded, you can separate the files. Once you see the verification link, you can verify the captured information.

Next lesson