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    Validating a document in CloudScan AP

    340 0 Created on 2017-08-10 16:00:20; Last updated on 2022-07-01 13:00:48

    Once a document has been converted, it is ready for validation (Status = Ready).  There are several ways to start validating documents:
    1. Selecting the Start validating documents button in top right banner will select and open, one after each other, the first three CloudScan documents. The CloudScan documents’ status will automatically change to Locked. 
    2. You can choose which documents to validate by clicking on the checkbox next to each and then clicking on the Start validating documents button. 
    3. You can select a specific document to validate by clicking on the document itself



    Clicking the Start validating documents button will open the document view, which displays the original invoice image to be compared against the OCR results. Navigation options include zooming in/out, scrolling through multiple pages and rotating the document.


    Key features are:


    • Validating header level details
    • Validating line level details
    • Validating charges and discounts
    • Validating taxes
    • Saving and proceeding
    • Rejecting a document
    • Putting a document on “hold”
    • Options menu


    Validating at Header Level


    The following fields must be validated:


    • Recipient (receiving branch)
    • Sender (supplier)
    • Document Type (Invoice or Credit Note)
    • Issue Date (YYYY-MM-DD)
    • Invoice Number
    • PO Number (if applicable)
    • Person Reference (name of the buyer)
    • Currency 



    Validating the Sender


    1. Validate that the tool has correctly identified the sender
    2. If the Sender is listed as unknown, or if the Sender needs to be corrected, click on the Sender button
    3. Start typing to get a list of values, or clear the search box to get the full list of available suppliers
    4. Suppliers that already have an active account in Tradeshift will not be available for processing through CloudScan AP
    5. If the correct supplier does not show up on the list, this supplier needs to be included in a Supplier Master Data uploading or file or created manually outside of CloudScan AP



    Validating Line Level Details 


    1. Click on Line Item to start validating line level details
    2. Click on each line at a time to start validating
    3. The following fields are required for each line: 
      • Description (no special characters allowed on this field)
      • Quantity
      • Unit
      • Unit Price/Cost
      • Tax
    4. If it’s a PO invoice and the PO number has been included in the header level validation (previous slide), the PO line item reference (PO line number) is required
    5. Click Done to validate the next line and to return to header level details once all lines have been validated.



    Validating Charges/Discounts 


    Back in the header-level section, you can add Charges applied by the Supplier.


    1. Click on Charges/discounts
    2. Select Charge 
    3. Enter Description or Reason
    4. Enter Amount charged 
    5. Enter the matching Tax




    Validating Taxes 

    1. Back in the header-level section, click on Taxes. 
    2. Note that all Taxes Fields are locked and must be unlocked for editing. The process for unlocking fields is described in the following section.
    3. You can select from the available list, or add a new tax. 


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