Maintaining the AP Dashboard

Maintaining Invoice Capture Batch Lists

Objective

After completing this lesson, you will be able to locate and manage uploaded invoices through the Capture tool in Concur Invoice Professional

Invoice Capture Batch Lists Overview

Capture Processing enables administrators to manage the preparation, processing, and verification of supplier‑emailed or locally uploaded invoices before submitting them as invoices.

Administrators review invoices for grouping, sequence, image quality, and presentation prior to processing and invoice creation. After processing is complete, administrators verify the extracted data and then submit the invoice to the Concur Invoice workflow.

The image displays the Invoice Capture page showing the Batch List for All Batches. It includes search filters for from address, status, batch ID, task state, received date range, subject, and to address, plus a checkbox to show deleted batches. It shows buttons for Search, Upload Batches, and Download Separator Sheet, and a results table with columns such as batch ID, from address, received date, status, task state, status time, subject, and message.

Available Tabs and Functions

The following tabs and options are available, depending on the administrative role:

Batch List
Acts as a landing page and displays all supplier emails and locally uploaded batches in a list format. Each entry includes processing status and related details.
Document Separation
Displays a single batch (emailed or uploaded), including all documents and associated pages. This view allows users to organize and manage the batch by separating attachments into individual invoices in preparation for OCR extraction and final verification.
Verification
Shows the results of OCR processing and the data captured for each supported field. Users can modify captured data as needed and manually enter values for fields not supported by OCR. This step prepares invoices for final submission to Concur Invoice.

Required Roles

You must have one of the following roles to access and manage Invoice Capture:

Invoice AP User
Provides read-only access to supplier emails on the Batch List tab.
Client Managed Capture Verifier
Allows users to perform document separation and verification, select vendors, and reject or submit invoices using the Document Separation and Verification tabs.

Supported File Types

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

  • TIFF (TIF, TIFF)
  • JPEG (JPG, JPEG)
  • PNG
  • PDF (including XFA and embedded fonts)
  • Microsoft Word (DOC, DOCX)
  • Microsoft Excel (XLS, XLSX; XLTS not supported)
  • EML (saved from Microsoft Outlook)
  • CSV

Locate Uploaded Invoices in Invoice Capture

Review the following steps to learn how to locate uploaded invoices.

Steps

  1. From the AP Dashboard, select Invoice Capture.

    The image displays the Invoice Manager dashboard with the Invoice Capture tab highlighted. It shows Active Invoices cards for unverified capture (12), unassigned invoices (13), all unsubmitted invoices (344), and all unapproved invoices (328). It shows My Tasks sections for Invoices and Back Office, plus an Edit Company Dashboard button.

  2. Enter data requirements, such as date range, task state, or status, and then select Search.

    The image displays the Invoice Capture page with the All Batches search panel highlighted. It shows fields for from address, status, batch ID, task state, received date range, subject, and to address. It shows a checkbox to show deleted batches and a Search button. It shows a results table below with columns such as batch ID, from address, received date and time, status, and subject.

Upload Invoices Manually​

Review the following steps to learn how to upload a batch.

Steps

  1. From the AP Dashboard, select Invoice Capture and then select Upload Batches.​

    The image displays the Invoice Capture page showing the All Batches batch list. It shows search fields for from address, status, batch ID, task state, received date range, subject, and to address. It shows a Search button, a checkbox to show deleted batches, and an Upload Batches button. It shows a table below with columns such as batch ID, from address, received date and time, status, task state, and subject.

  2. Select Browse to locate the documents​.

    The image displays an Upload Batch dialog for uploading invoices. It lists supported file types and upload limits. It highlights a Browse button to select files and shows fields for batch prefix and batch size. It shows default value fields for received date, policy, language, currency, email alias, and invoice owner, plus Clear All, Upload, and Close buttons.

  3. 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.​

    The image displays an Upload Batch window for uploading invoice files. It shows selected files in a list under Batch 1. It shows controls to browse for files, set a batch prefix, and set a batch size. It shows default value fields for received date, policy, language, currency, email alias, and invoice owner. It highlights the Upload button and shows a Close button.

Summary

  • Use Batch List to view all Capture batches and processing states.​
  • Search batches by date range, task state, or status to find uploaded invoices.
  • Upload batches manually, then separate documents into individual invoices.​
  • Proceed to verification after the system evaluates and prepares the upload.

Reference

TopicLink
Using Capture ProcessingSAP Help Portal
Learning

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