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Invoice Documents - Path and Variables -File Location

Updated

EDITION: Standard / Enterprise

 

  • Admin Settings & Utilities Site Options Options

Upload Invoice PDFs to Cloud: This is option must be selected for the sync to upload the invoices to the Cloud and have them available within the collection software (for Hosted accounts only)

 

  • Admin Settings & Utilities Site Options Documents

Doc Type: Use the drop-down to select the document type:

 

  • Invoice - to populate the invoice document

  • Invoice Internal - to populate the document into the Invoice Internal folder

  • Invoice External - to populate the document into the Invoice External folder (customer facing)

  • Customer Internal - These are brought in on a customer level rather than the invoice

  • Customer External - These are brought in on a customer level rather than the invoice (Customer Facing)

Base Path: This is a configurable base document path used in conjunction with the Dynamic Path and the Dynamic Invoice Name for the location of documents such as invoices. The collection software DOES NOT CREATE these directories. They MUST already exist.

 

Note: If 2 documents of the same invoice are in a folder (Using the wildcard *) it will pull the document with the newest create date

 

Dynamic Path: This is a configurable sub path that is appended to the Base Path to allow for flexible directories.

 

Dynamic Invoice Name: Used to define your invoice document file names using the available variables. File type should always be included in the Dynamic Invoice name and is required with the exception of the following (example: @InvcERPKey.pdf)

 

  • RackSpace

  • FTP

  • SSH FTP

  • Altec Doc Link

  • SQL Doc Access

ReUpload on Update: Use this feature ONLY if you are recreating the invoices within SARA. This will recreate the invoice when the invoice has been updated from the ERP system.

 

Access Credentials: Used to define or setup your access credentials for document support using the following:

 

  • Rack Space

  • FTP

  • SSH FTP

  • Altec Doc Link

  • Manual Document upload

All of these can be seen in the client when editing a document support option by selecting the "Select Variables" drop down:

 

After update or insert of document setup - Test Setup button will provide example of PDF file name along with message indicating any potential duplicates based on setup and invoice data:

 

 

Available Variables and their Definitions:

When email in, if using hard code underscore, example INV_@TranNo_ this needs to be INV[_]@TranNo[_], the square bracket escapes the underscore forcing it to be a character, otherwise it is treated as a single character wild card. The percent sign can also be escaped in the same manner and represents a multi-character wildcard if not enclosed in brackets, i.e. INV[%]@TranNo[%] treats the % as part of the string in the file name.

 

***NEW***

@InvShortYear - 2 digit year of invoice transaction date

@ReqTranUDF01 - @ReqTranUDF10 - UDF required to make document file names unique

 

Note:

  • TranID = entire invoice column in SARA client

  • TranNo = only data up to first dash within invoice column in SARA client (some cases it may be the same)

Examples:

Example Data: @Comp= SOA;@CustID = Abbott;@TranID = “0000001235-IN”

 

Base Path: \\UNC_Path_Name

 

Dynamic Path: @Comp\@CustID

 

Dynamic Invoice Name: Invoice\@TranID.pdf

 

The location of invoice number 0000001235-IN needs to be located in the following path

 

Invoice: \\UNC_Path_Name\SOA\Abbott\Invoice\”0000001235-IN.pdf”

 

Another example using the TranUDF10 to store project numbers:

 

With the following folder structure:

 

\\... \ Company Folders \ Customer Folders \ Project Folders \AR Invoice\0000001040-IN.pdf

 

Example of actual folders:

 

\\...\SOA\ALGAR\GMP2\AR Invoice\0000001040-IN.pdf

 

Sage 100 paperless office example using module code in InvoiceUDF02:

 

@NoDashCust_@NoSlashTranUDF02_@TranNo@ERPTranType_@InvYear@InvMMPAD@InvDDPAD_000.pdf

 

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