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Table of Contents

TimberScan Setup and Workflow and Other Systems
TimberScan Setup and Workflow
TimberScan Introduction and Overview
Invoices Entered Directly into TimberScan
Invoices Entered into Sage 300 CRE First
Preparing Information for Routing Rules
TimberScan Buttons, Symbols and Shortcut Keys
Set Up
Maintenance Options
User Roles
Roles Permissions
Invoices Permissions Group
AIM Permissions Group
Import Permissions Group
Other Permissions Group
User Maintenance Permissions Group
User Permissions Update Group
Approval Group Permissions Group
Invoice Type Permissions Group
Supporting Documents Settings Group
AIM Maintenance Permissions Group
Import AP Invoices/Import GL Accounts Permissions
Report Maintenance Permissions Group
Invoice Maintenance Permissions Group
Approval Page Maintenance Permissions Group
Invoice Routing Permissions Group
Supporting Documents Permissions Group
Compliance Warnings Permissions Group
Overage Warnings Permissions Group
Inactive Equipment Warning Permissions Group
Recommended Role Permissions:
Suggested User Settings – Data Entry Operator
Suggested User Settings – Approver
Suggested User Settings – Accounting Supervisor
Suggested User Settings – Controller or Owner/Partner
User Maintenance
User Groups
User Group Maintenance
User Group Members
User Permissions Update
Approval Group Maintenance
Approval Workflow
Setup the Default Approval Group First
Defining Approval Group ID's
Special Handling Invoices
Approval Criteria
New Jobs in Sage 300 CRE can be automatically set up in TimberScan by setting up an Approval Group with Job Authorization as the Member Type.
Example of Setup for Overhead Invoices
Invoice Type Maintenance
Supporting Documents
Supporting Documents Settings
Define Supporting Documents
Vendor-Job Setup
Import
Import A/P Invoices
Import G/L Accounts
Report Maintenance
Repair Invoices
Approval Page Maintenance
Settings
System Settings
Accrual Settings
Job Cost Accrual Settings
Job Cost Invoice Accruals
Regular Invoice Accruals (Non Job)
Tax Accruals
Important Note on Sage 300 CRE Settings
Email Setting
Routing Rules
Passwords
Apply Accounting Update
Auto Approve
Auto Approve G/L Accounts
Auto Approve Vendors
File Maintenance
Workflow
Acquire Images
Scanning invoices to a file using a network scanner or multi-function copier/scanner/printer: Topic name>
Main Acquire Image Screen
Image Type
Data Entry Groups
Invoice Type
Scan Type
Selecting Images
Scanning invoices using a scanner attached to a user’s workstation
Drag and drop files from the Windows file system or email attachment
Working with Scanned Images
Explanation of Page Layout & Icons
Taskbar symbols
Page Edits
Top Menu
Process Images
Invoices
Invoice Entry
Invoice Entry Selection Options
Invoice Entry – Explanation of Page Layout & Icons
Thumb Nail Images and Controls
Taskbar Controls
Page Edits – are at the far right of the screen
Sticky Notes
Invoice Entry – Regular Invoices
Dual Monitor users
Example of Split screen
Top of Screen Buttons and Controls
Bottom of Screen Buttons & Controls
Subcontractor Compliance
Importing Invoices Into TimberScan Setup
Import Invoices Into TimberScan Workflow
Working with Commitments
Held Invoices
Update Existing Invoices
Update Existing Invoices Main Data Entry Screen
Supporting Documents
Supporting Document Coding
Checks/EFT
Attach Checks
Auto Attach Checks
Process EFT
Final Review
Selecting Invoices for Final Review
Final Review Main Screen
If there was a problem with the post
Approval Process
Selecting Invoices for Approval
Approving Invoices
Review Paid Invoices
Reports and Inquiries
Reports and Inquiries Admin Setup
Reports
Import Invoices to Print
Print Imported Report
Invoice Status Reports with Drill Down
Invoice Status Reports by Job
AP Processing Trends Reports
Commitment Report
Export Analysis Report
Invoice Notes Reports
Invoice Turnaround Analysis
Unaccruable Distributions Report
User List
Pending AIM Workflow
Inquiries
Invoice Status Inquiry:
Job Cost Inquiry
Group by Area
Report Filtering
Report Options
Regular Invoice Inquiry
Vendor Inquiry
Supporting Documents Inquiry
Deleted Invoice Inquiry
Accrue Invoice Reports
Supporting Documents
Supporting Documents
Admin Setup for Supporting Documents
Scanning
Categorize/Document Types
Attaching to a document already in the TimberScan or the approval process
Invoice Data Entry - Supporting Documents
Approval Process
Reporting
VIEW MODE
Edit Mode
Other Procedures
Exporting New Cost Codes & Categories
Adding Extras/Cost Code/Categories to Timberscan Invoice in Data Entry
To Do List
The Add Job Codes function
Importing new Job Codes into Sage 300 CRE
Sage 300 CRE Purchase Orders Workflows
POs & Invoices Processed Entirely in Sage 300 CRE
Step 1 – In Sage 300 CRE – Use Approval System
Step 2 In TimberScan Admin – Routing Settings
Step 2- Scanning
Step 3 – Import Invoices from AP
Step 4 – Matching
POs Entered into PO System but Not Posted to A/P
Settings in Sage 300 CRE PO module
Procedure in TimberScan
Recurring Invoices
Step 1: Scan Invoice
Step 2: Associate Scanned Image with Recurring Invoice
Verify Attachment from Sage 300 CRE
Step 3: Importing Recurring Invoices for Approval
Invoice Type Special Routing and Auto-Approve Invoices
Auto Approve Invoices
Auto Approve – Invoice Type - Admin Setup
Auto Approving - Invoice Entry
Auto Approve for Invoices Imported from Sage 300 CRE
Using Invoice Type to Create Manual Routing
Admin Setup
Data Entry
Manual Routing Feature
Accrual Feature
Accrual Settings
Accrual Process
Accruals and Sage Invoice Date
Closing Accounting Periods
Changing Accounting Dates
Automatic Job Setup
Setup in Sage 300 CRE – AP
Setup in Job Cost
Admin Setup in TimberScan
Hold Accounts Payable Invoices
Hold Invoices in Sage 300 CRE Accounts Payable
Setup in Sage 300 CRE – To Use Approval System
Setup in TimberScan - To Use Sage 300 CRE Approval System
Set Timberline Approval Flag
User Setting: Allow Hold in AP
Workflow Procedure for Approvers and Data Entry using AP Hold
Releasing Held Invoices in Sage 300 CRE A/P
Hold ONLY in TimberScan
File Import Feature
File Import Setup
Processing Import Files
Acquire Imported Invoice
Import Data
Match Images to Data
Import Invoices into TimberScan
IMPORT INVOICES ORIGINALLY ENTERED AND POSTED IN SAGE 300 CRE ACCOUNTS PAYABLE:
IMPORT INVOICES IMPORTED INTO SAGE 300 CRE ACCOUNTS PAYABLE:
IMPORT INVOICES FROM A FILE:
IMPORT RECURRING INVOICES INTO TIMBERSCAN:
Verify Export Batches
Clear Export Lock
Dashboard
Introduction to Dashboard
Dashboard Menu Items
Show Dashboard
Data Entry toolbar
Show Data Entry
Dashboard Widgets
Customizing Widgets
Card or Grid View
Grid View
Card View
Show Data Entry View
Email Monitoring
Acquire Automation
TimberViewer
What is TimberViewer
Installing TimberViewer
Using TimberViewer
TimberSync
Disable TimberSync
Use TimberSync
AIM
AIM Discovery
AIM Structure
AIM Document Categories
AIM Document Types
AIM Security
View All
User is part of a Rule
Document Category/Document Type
Field Security
Rules Based Routing
AIM PaperClip
AIM PaperClip Viewer
PaperClip Setup
Aim Security
AIM Setup
Getting Ready to set up AIM
AIM Role Permissions
AIM Viewer Setup (Paperclip)
AIM Maintenance
Document Categories
Assign Users to Document Categories
Document Types
Assign Users to Document Types
Custom Fields
AIM Data Entry Groups
Workflows
Workflow Hierarchy
Switch Workflow User
Aim Users
Routing Fields
Routing Values Groups
Routing Rules
Routing Rules Priority
Reindex AIM
AIM Workflow
AIM Acquire
AIM Index/Data Entry/Code
AIM Workflow Tasks
AIM Search
Paperclip
Capture
Introduction
Overview
Definition of Terms
Capture Setup
Capture Admin Setup
Capture Templates
Capture Template Screen
Anchors
Identifiers
Invoice Number
Invoice Date
Balance Due
Job
Commitment
Review
Invoice Coding
Copy Templates
Capture Licensing File
Capture Workflow
Acquire Capture Invoices
Data Entry for Capture Invoices
Unrecognized Capture Documents
Troubleshooting Tips for Capture
Best Practices and Additional Tips
TimberScan Productivity Tools
eForms for TimberScan