This function imports documents that justify postings. It is particularly suitable if small quantities of scanned paper documents are to be processed repeatedly.
Add document import
You can add a new document import run via Organisation > OpenScope > Document import.
You can give the batch a name and then specify which document type you are importing. Each import run assigns this voucher type to all uploaded vouchers.
Incoming invoices are processed further in the invoice receipt book and the voucher worklist.
Outgoing invoices are only visible in the voucher worklist (BAL); this also applies to other vouchers.
Finally, you can add a note to the import. This note is displayed in the voucher worklist when posting.
Make sure that the document type is correctly categorised, otherwise documents that are not incoming invoices will end up in the invoice receipt book unintentionally.
Correction invoices ("credit notes") from a supplier are incoming invoices.
Credit notes from a customer for your services (e.g. commission credit notes) are outgoing invoices.
Drag the invoices from their storage location to the Upload documents area (drag & drop) (1) or click in the area to retrieve documents from a local directory. You can assign several documents to the document import. You can also use the Teamwork button to access documents stored in the DMS.
Wait briefly until all documents are visible under (2) and use the active Upload button (3).
You must not move or delete the documents in the original storage location before uploading!
Uploaded documents are now listed in the lower area as "unprocessed documents" (4).
A single file must not exceed the size limit of 20 MB. It is advisable to leave the total number of documents at 20 to 30 (depending on size).
Select Save and start job (5) to process the documents. This process is independent of your client, so you can close the form and work elsewhere or close Scopevisio completely.
You will then find the vouchers in the invoice receipt book and in the voucher worklist, depending on the settings and voucher type.
Import vouchers via the invoice receipt book
You can use this to upload individual incoming invoices. This procedure is not suitable for a mass import. For more information, see Importing vouchers into the invoice ledger.
Upload receipts via folder synchronisation
Scan or save your receipts in a folder that you synchronise with Scopevisio.
Set up an upload folder
Create a new folder on your desktop or elsewhere on C:\ and give it a meaningful name, e.g. "Incoming invoices".
The link is linked to the original user and computer.
The documents are only uploaded if the user is logged into Scopevisio on this computer.
To ensure permanent, user-independent synchronisation, a technical user (subject to licence) can be used if necessary.
Link Teamwork with a local folder
Follow the path System menu (S icon top left) > System administration > DMS Teamwork: Edit settings and scroll down to Link Teamwork to local folder. Here you can select up to ten folders on your computer whose content you would like to upload to Teamwork.
You can choose the name of the link yourself.
Use the Change directory link to select the folder to be synchronised from your system. If the folder has subfolders, corresponding sub-collections are automatically created in Teamwork.
Use the Select collection link to determine which collection the contents of this folder should be uploaded to.
Set the document type, in this case accounting documents. The document PDFs are loaded directly into the document worklist.
In the Exclude list data field, you can enter file names or extensions that are in the upload folder but should not be uploaded to Teamwork. Enter the full file name to exclude a file (e.g. thumbs.db) and/or the file extensions to be excluded with *. in front of them (e.g. *.ini, *.csv). Separate the entries with commas.
You can activate or deactivate the link.
Click on [Folder 1] to synchronise additional folders with other Teamwork collections.
Upload receipts by email
You can import receipts by email using a personal email address.
To do this, send an email to your personal email address as described in the link above. In the subject line, write [AR] for outgoing invoice, [ER] for incoming invoice or [Beleg] for other voucher and attach the vouchers. These will then appear under the appropriate categories in your document worklist.
If necessary, use the scan-to-mail function of your scanner. In this way, you can have the scanner automatically send your incoming documents to Scopevisio and assign the document types correctly.