Process Overview

For example purposes, the steps below reference Epicor Financials as the business application and the DocLink distribution stamp smart form which is a feature you may or may not be using.

  1. Vendor invoice is scanned and manually indexed as Invoice in Process document type.
  2. Document is pushed into workflow from search results, it is sent to the Route for Approval status in the AP workflow.
  3. AP user opens the Route for Approval status in the AP workflow and applies a distribution stamp to the document.
  4. AP user routes the document to the IT Manager for approval.
  5. The IT Manager gets an email notification that there are documents to be approved. He logs into his workflow, reviews the distributions listed on the stamp, applies an approved stamp to the document and sends it to the Approved status in the AP workflow.
  6. AP user logs into the Epicor Financials application and launches the AP voucher entry screen. The workflow window opens to display documents in the AP Approved status. The first document in the workflow status displays in the viewer, with focus on the distribution stamp tab.
  7. AP user clicks the Import button on the stamp.
  8. The values from the distribution stamp auto-populate corresponding fields in the voucher entry screen.
  9. AP user saves the new voucher in Epicor, the document selected in workflow gets indexed with a voucher number and batch ID and moves to the Entered status in the AP workflow, it’s document type changes from Invoice in Process to AP Vendor Invoice. The document remains in the Entered status in workflow until the voucher is posted in Epicor.
  10. AP user posts the voucher in Epicor, the document in the Entered status is automatically indexed with the posting date and removed from workflow. The document is still in DocLink and available for searches.
  11. The AP manager searches for the voucher in Epicor and selects the view documents button on the inquiry screen to display the document image in the DocLink Viewer.