The find mode will allow users to search by supplier. It will automatically default to the column on which the sort is applied (identifiable by the icon).

The Department mode will allow the user to select a relevant department for the invoice, if it has not been automatically allocated to a department. You can see how departments can be automatically allocated at the supplier level in the Supplier Details section or how it is allocated by PO GL coding in the Departments GL Prefix section. 

For more information on the correct mode and its own modes/fields, please see the Validating Invoices - Correct Screen section of this wiki. This screen will allow the AP user to review the invoice visually and update any of the critical information that has been stored against the invoice.

The accept button allows a user to formally signal to the system that an invoice has been accepted and the details have been satisfactorily verified. There are some conditions around accepting an invoice.

An invoice can only be accepted once;

• The supplier is valid
• The invoice number has been populated
• The invoice number has a valid date
• The financials of the invoice balance Net + Tax = Gross.

An invoice will be automatically accepted when the invoice is scanned, has a PO and the PO and the invoice match 100%.

Upon accepting an invoice, it will appear in “Green” like the below;

A pink invoice signifies that the invoice is ready to be accepted, but may have some warnings against it prior to the user completing the acceptance.

The reject mode will delete the invoice from Air. This is particularly useful for duplicated invoices.

A warning will appear. Once rejected the invoice can not be recovered. 

This allows the user to download a version of the PDF directly from the Pronto server. It is not as efficient as downloading through document register, as it uses a binary download, so large invoices could take a considerable amount of time to download.

The map button maps the suppliers PDF format into the critical fields within Pronto. A vendor must have mapping set up for the invoices to automatically be scanned using OCR and return the data within the system. A more detailed article is posted on this topic under the Validate Invoices - Mapping an Invoice article.

When a user selects the Map mode, it will show the mapping of the invoice, or allow the user to map the invoice into the Pronto required fields. To understand how this works, see the prementioned article on Mapping an Invoice for detailed instructions.

Post All will post all invoices in the validate screen into PSA Air. The only way to remove entries from this screen is to Reject the invoice, or to Post it.

Post all will do a bulk posting for all invoice that have been ACCEPTED on this screen. ACCEPTED invoices will be GREEN like the below, and the VALIDATION field in the MAPPING INFO (shown in the bottom right of this screen) should read Ready to Post. All invoices accepted like this will be posted into PSA Air and removed from the validate invoices screen. 

The journal entry will be 

Dr. PSA Air on Hold (CRHOLD)

Cr. Accounts Payable

Post One will post the selected invoice in the validate screen into PSA Air. The only way to remove entries from this screen is to Reject the invoice, or to Post it.

Post one will do a single posting an invoices assuming it has been ACCEPTED on this screen. ACCEPTED invoices will be GREEN like the below, and the VALIDATION field in the MAPPING INFO (shown in the bottom right of this screen) should read Ready to Post. The invoice if accepted accepted like this will be posted into PSA Air and removed from the validate invoices screen and moved to invoice finance screen. 

The journal entry will be 

Dr. PSA Air on Hold (CRHOLD)

Cr. Accounts Payable

Re-Scan one will put the selected invoice through the SCANNING PROCESS again by using the latest mapping to extract the critical data from the PDF invoice and put it into the data tables in Pronto. The green check marks indicate the successful mapping of the fields.

If there are no invoices in the Validate invoice screen, then this process runs automatically when the screen is opened from the main menu. This process will look at all the unscanned invoices and scan their data into PSA Air.

If no invoices exist, a blank screen like the below will show;

The screen will show a summary of the invoices ignored, which should reconcile to the invoices in the validate invoices data-grid as it wont rescan invoices already loaded into the system.

If invoices are detected, each invoice scanned will produce a log in real time of the success/failure of the scanning process for each field. It will check the status of the conversion from PDF to TEXT and to JPG, as well as the location of a vendor on the invoice in the first section. 

Once a vendor has been found, it will use that vendor to see if mapping exists, and then try to map the critical fields. 

The number of invoices imported, and the elapsed time will will display as a summary. 

The notes on an invoice can be stored against an invoice from the validate screen all the way through to the invoice being finally posted to the suppliers ledger.

If an invoice has no notes against it, the screen will automatically go into Entry mode. 

For more details, go to the Validate Invoice Notes section of this wiki.

This field is only available if the MFF for this mode is set to Y. IVAL_DCRG = “Y”.

The doc reg button opens up a new tab which takes the user to the document register website. This is the folder where the files are hosted.

This will be covered in more detail in the Validate Invoices - Credit Notes section of this wiki.

The drill down button opens up the following menu:

These are shortcuts to the different Pronto modules.

The admin button gives access to the following functions: