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After invoices are submitted to the program, they are automatically recognized and then checked against a set of validation rules. Each invoice is then assigned a status. Invoice statuses are assigned automatically based on the rules that have been created. For more information, see Available rules. Documents that have the Valid status may be exported without being verified. Invoices with other statuses must first be reviewed by the Operator, who examines each document and corrects any errors or warnings issued by the rules. Once these are corrected, the invoice’s status changes to Valid. The Operator may also agree with an automatically assigned status or assign one manually, providing their reasons in the comment field. If the program consistently fails to detect certain fields on invoice images, the Operator can train it by indicating the correct field positions on the current image. Documents with different statuses can be exported to different destinations for processing by your financial software. Any comments the Operator provides when changing a status are also visible there.

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Disable invoice statuses

When invoice statuses are disabled, the following changes occur:
  • The Status and Reason fields disappear from the data form and become uneditable in the Document Definition editor.
  • The Invoice Status column remains empty after recognition.
These changes do not interfere with the predefined rules that affect document statuses.
When invoice statuses are disabled, status-based export does not work (be sure to clear the Field condition option in the export profile settings). Any status-triggered rules do not work either.
To disable the calculation of invoice statuses:
1

Open the Document Definition properties

On the main menu of the Document Definition editor, click Document Definition → Document Definition Properties….
2

Open the Document Definition settings

In the invoice properties dialog box, click the Document Definition Settings tab.
3

Edit the additional fields and features

Click the Edit… button in the Additional Fields and Features group.
4

Clear the Invoice status option

In the Document Definition Features dialog box, clear the Invoice status option.

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Operator comments and predefined reasons for status changes

The Operator may ignore errors and warnings issued by the rules and assign a status to an invoice manually. In that case, they must provide a comment or select a reason from a list of predefined reasons.
1

Open the Document Definitions dialog box

From the Project menu, select Document Definitions….
2

Edit the Document Definition

In the dialog box that opens, click Edit….
3

Open the Document Definition properties

From the Document Definition menu, select Document Definition Properties….
4

Open the Document Definition settings

In the dialog box that opens, click the Document Definition Settings tab.
5

Open the reasons for change of status

Click Edit… next to the Handling Invoice Output Status group. The Reasons for Change of Status dialog box opens.

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Edit the list of predefined reasons

By selecting an item in the Status list, you can view the list of predefined reasons for changing the status of an invoice. To add a new custom reason, click Add…. In the Reason for Change of Status dialog box, add a new reason and its code. To load a reason from a text file, click the Load… button.

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Allow Operators to provide their own reasons

Select the Operator may enter custom reasons option to let Operators provide their own ad-hoc reasons for the status change.

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Set up status-dependent export

Setting up export for FlexiCapture for Invoices is largely the same as in FlexiCapture. For more information about setting up status-dependent export, see Data export settings.

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Rules that affect the status of an invoice

To view the rules:
1

Open the Document Definition properties

From the Document Definition menu, select Document Definition Properties….
2

Open the Rules tab

In the dialog box that opens, click the Rules tab.
To make a rule affect the status of invoices, add the prefix (Rejected) or (Exception) to its name. Errors issued by a rule with such a prefix cause the corresponding status to be assigned to a failed invoice. You can add a status-changing prefix to a rule either when creating a new rule or when editing an existing one.