Import Distribution Stamp Data

The import function works in specific ERP applications integrated with DocLink. It allows an AP user to import data contained on the distribution stamp into the ERP system creating an invoice, saving time by not requiring duplicate entry. If you have any questions regarding screens that can utilize this functionality or questions regarding the DocLink side-by-side integrations, contact your DocLink Administrator.

Typically the import occurs after the distribution stamp has been created and routed for approval, when a voucher is ready to be entered in your business application. Documents that are ready for entry are collected in a workflow status, so they can be imported and saved one after the other.

  1. Open the voucher entry screen in your business application.  Only required if your stamp import requires the screen to be open, some do not.
  2. Make sure the voucher entry screen is running our DocLink integration by checking to make sure the Integration Enabler is enabled and running in the system tray.
  3. The workflow window should be open to display documents in the workflow status containing documents to be entered.
  4. The viewer should display the first document to import, and focus should be placed on the Distribution Smart Form tab.
  5. Be sure to enter required information on the voucher entry screen, such as a batch ID or voucher number before importing the stamp.
  6. To start the import, place focus back on the viewer's Distribution Stamp tab, press either the Import Stamp button or press Ctrl+I on your keyboard.

    Note: Some ERP systems have the distribution stamp button imbedded in the voucher entry screen, and the import button in the viewer is disabled.

  7. You will see values fill in on the voucher entry screen. Once the entry is complete, you can finish the voucher by filling in any additional data and saving.

    Note: Some ERP systems do not populate the voucher entry screen. Some ERP systems do not even require you to have your accounting application open. When you click Import DocLink will create the voucher in your accounting application's database directly.

  8. When the voucher is saved, the DocLink integration will change the document type of the current document from Invoice in Process to Vendor Invoice, index any other mapped data from the voucher entry screen not displayed on the stamp (such as the voucher number and batch ID), and move it to the next workflow status.

    Note: When the voucher is created directly in the database, the doc type is not changed and the user is required to press Send in the Viewer to move the imported document to the next workflow status.

  9. The next document will load in the viewer for processing.