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TotalAgility AP Automation
User Manual
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Kofax TotalAgility AP Automation User Manual

Kofax TotalAgility
AP Automation
1.0.0
Kofax TotalAgility AP
Automation Guide
2013-10-24

Contents

Contents
Legal Notice .......................................................................................................................................................................... 6
Preface .................................................................................................................................................................................... 8
Getting Help for Kofax Products ................................................................................................................................. 8
Overview ...........................................................................................................................................................................8
Kofax Products Used ......................................................................................................................................................9
Other Products Used ................................................................................................................................................. 9
Deployment .........................................................................................................................................................................10
Extract the Zip ............................................................................................................................................................... 10
Deploy the Custom Database ..................................................................................................................................... 10
Deploy KSMS .................................................................................................................................................................10
Set Up ODBC ............................................................................................................................................................ 10
Import the KSMS Settings .......................................................................................................................................11
Deploy the AX Web Service ........................................................................................................................................11
AX 2009 ...................................................................................................................................................................... 11
AX 2012 ...................................................................................................................................................................... 11
Deploy the TotalAgility Components ........................................................................................................................12
Resources ....................................................................................................................................................................12
Processes .....................................................................................................................................................................12
Forms .......................................................................................................................................................................... 12
Navigation ................................................................................................................................................................. 13
Images .........................................................................................................................................................................13
Site ...............................................................................................................................................................................13
Server Variables ........................................................................................................................................................13
Global Variables ........................................................................................................................................................14
System Settings: Email .............................................................................................................................................14
Capture Date Formatter .......................................................................................................................................... 14
Web Services ............................................................................................................................................................. 15
Kofax Web Scanning Control ................................................................................................................................. 15
Functional Demo Script .................................................................................................................................................... 16
VAT vs Sales Tax Demonstrations .............................................................................................................................16
Resources and Workspace Logon URL ..................................................................................................................... 17
AP Business Unit Configuration ................................................................................................................................ 18
Multi-Invoice Capture and Work Queue .................................................................................................................. 19
Touchless Invoice Processing and Invoice Search ................................................................................................... 20
Validation Review, Outstanding Actions, Invoice Cancellation ............................................................................21
Validation Review .................................................................................................................................................... 21
2
Contents
Internal / External Email ........................................................................................................................................22
View Invoice State History ..................................................................................................................................... 22
View Invoice Process History ................................................................................................................................ 23
Create A Supplier Maintenance Action ................................................................................................................23
Create A Route to Purchasing Action ...................................................................................................................23
Create A Comment Request Action ......................................................................................................................23
Complete Comment Request Action .....................................................................................................................24
Outstanding Action History and Override Actions ........................................................................................... 24
Non-PO Coding Review ..........................................................................................................................................24
Cancel Invoice ...........................................................................................................................................................25
Validation Review, Return to Supplier, Approval, Reviews ................................................................................. 25
Validation Review and PO Matching ................................................................................................................... 25
Create a Return to Supplier Action .......................................................................................................................26
Invoice Search/Summary ........................................................................................................................................27
Enter Supplier Response ......................................................................................................................................... 27
Invoice Approval ......................................................................................................................................................28
Additional Approval ................................................................................................................................................28
Post Approval Reviews and Rejection ..................................................................................................................28
Post Approval Rejection Review ........................................................................................................................... 28
Post Approval Reviews ...........................................................................................................................................29
Invoice Posted to ERP ............................................................................................................................................. 29
Invoice Paid in ERP .................................................................................................................................................29
Post Payment Review ..............................................................................................................................................30
Invoice Process Completes ......................................................................................................................................30
Configuration ......................................................................................................................................................................32
Resources ........................................................................................................................................................................ 32
Capture Using Other Kofax Products ....................................................................................................................... 32
Business Units and Subtypes ...................................................................................................................................... 32
US Invoices (Invoices_SalesTax) ................................................................................................................................. 32
VAT Invoices (Invoices_VAT) .....................................................................................................................................33
Configuring Fiscal Area and Localization ........................................................................................................... 33
Separation, Classification, Extraction, Formatting and Validation ....................................................................... 35
KSMS ............................................................................................................................................................................... 35
Accounts Payable Processes ........................................................................................................................................ 36
Configuring the Account Number ............................................................................................................................. 36
Configuring ERP Integration .......................................................................................................................................36
Direct Integration ..................................................................................................................................................... 36
Set Up Customer Specific Activity SLAs .................................................................................................................. 37
Handling Escalations (SLAs) ....................................................................................................................................... 37
Work Type Definition Fields .......................................................................................................................................37
3
Contents
Navigation / Theme / Header ...................................................................................................................................38
Handling Exceptions .....................................................................................................................................................38
Abbreviations ......................................................................................................................................................................40
Glossary ............................................................................................................................................................................... 42
4
Contents
5

Legal Notice

Legal Notice
©
1997 - 2013 Kofax, 15211 Laguna Canyon Road, Irvine, California 92618, U.S.A. All rights
reserved. Use is subject to license terms.
Third-party software is copyrighted and licensed from Kofax’s suppliers.
This product is protected by U.S. Patent No. 6,370,277.
THIS SOFTWARE CONTAINS CONFIDENTIAL INFORMATION AND TRADE SECRETS OF KOFAX USE, DISCLOSURE OR REPRODUCTION IS PROHIBITED WITHOUT THE PRIOR EXPRESS WRITTEN PERMISSION OF KOFAX.
Kofax, the Kofax logo, Kofax Capture, the Kofax Capture Logo, Ascent Capture, the Ascent Capture logo, and Ascent are trademarks or registered trademarks of Kofax, in the U.S. and other countries. All other trademarks are the trademarks or registered trademarks of their respective owners.
U.S. Government Rights Commercial software. Government users are subject to the Kofax, standard license agreement and applicable provisions of the FAR and its supplements.
You agree that you do not intend to and will not, directly or indirectly, export or transmit the Software or related documentation and technical data to any country to which such export or transmission is restricted by any applicable U.S. regulation or statute, without the prior written consent, if required, of the Bureau of Export Administration of the U.S. Department of Commerce, or such other governmental entity as may have jurisdiction over such export or transmission. You represent and warrant that you are not located in, under the control of, or a national or resident of any such country.
DOCUMENTATION IS PROVIDED “AS IS” AND ALL EXPRESS OR IMPLIED CONDITIONS, REPRESENTATIONS AND WARRANTIES, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR NON-INFRINGEMENT, ARE DISCLAIMED, EXCEPT TO THE EXTENT THAT SUCH DISCLAIMERS ARE HELD TO BE LEGALLY INVALID.
6
Legal Notice
7

Preface

The aim of this document is to provide guidance for adapting the framework for a customer installation.
The document assumes that trained KC/KTM/KTA professionals will be configuring the framework to build solutions or demos for specific customers.

Getting Help for Kofax Products

Kofax regularly updates the Kofax Support site with the latest information about Kofax products.
To access some resources, you must have a valid Support Agreement with an authorized Kofax Reseller/Partner or with Kofax directly.
Preface
Use the tools that Kofax provides for researching and identifying issues. For example, use the Kofax Support site to search for answers about messages, keywords, and product issues. To access the Kofax Support page, go to www.kofax.com/support.
The Kofax Support page provides:
▪ Product information and release news
Click a product family, select a product, and select a version number.
▪ Downloadable product documentation
Click a product family, select a product, and click Documentation.
▪ Access to product knowledge bases
Click Knowledge Base.
▪ Access to the Kofax Customer Portal (for eligible customers)
Click Account Management and log in.
To optimize your use of the portal, go to the Kofax Customer Portal login page and click the link to open the Guide to the Kofax Support Portal. This guide describes how to access the support site, what to do before contacting the support team, how to open a new case or view an open case, and what information to collect before opening a case.
▪ Access to support tools
Click Tools and select the tool to use.
▪ Information about the support commitment for Kofax products
Click Support Details and select Kofax Support Commitment.

Overview

8
Use these tools to find answers to questions that you have, to learn about new functionality, and to research possible solutions to current issues.
The Accounts Payable Solution, built on Kofax TotalAgility seeks to provide best practice processes in accounts payable that can be built upon by Professional Services and Partners
Preface
alike. The overall goal is to automate the accounts payable process to allow for efficient and accurate processing of invoices by having the right resources handle the right data at the right time.
Invoice Processing
The invoice image is Captured, Classified, Extracted and Validated before the invoice data is exported to the Accounts Payable Invoice business processes.
Approval
The Approval segment of the Invoice life cycle ensures that the most appropriate resources approve the invoice at the necessary points in the invoice process. Invoices may require additional approvals and reviews dependent on their value and business unit. Where there are exceptions these are managed to resolution.
Post Approval Review
Post approval review enables the application of business specific reviews to take place. Determining what reviews and the individuals or groups required to undertake the review is dynamically decided. Close integration at this point with the ERP system allows for invoice 'Holds' or exceptions to be closely monitored and acted upon ensuring that the invoice is processed through to payment.
Post Payment Review
Post payment sampling of the invoice safeguards adherence to best practice compliance and confirms the validity of the transaction.
This project is a Level 3 Smart Process Application (SPA) incorporating a set of predefined TotalAgility components. This Smart Process Application can be used for demonstration purposes but must be configured before use as part of a Professional Services customer engagement.

Kofax Products Used

▪ Kofax TotalAgility 7.0
▪ Kofax Search and Matching Server

Other Products Used

▪ SQL Server 2008 R2
9

Deployment

Extract the Zip

Extract the KofaxTotalAgilityAccountsPayable zip to a folder on the destination machine's root drive. This location will be referred to as <Extract Location> throughout this document.

Deploy the Custom Database

Manually create a database called AP_Solution with default settings or run <Extract
1
Location>\KTA\Database\Create_Database.sql.
Create the DB objects by running <Extract Location>\Database\RunSQL.bat.
2
Ensure .bat server is the SQL instance required (currently localhost).
a
Deployment
b
If using Azure, do the following:
3
a
b
If using AX Extract to database:
4
a
b
c
d

Deploy KSMS

Set Up ODBC

The ODBC login is created on AP_Solution when deploying the custom database.
1
Run as Administrator. This will run all the scripts in folders in alphabetical order.
Create the database as needed.
Configure the connection to the database. See Deploy the TotalAgility Components > Server Variables for further details.
From Start > SQL Server Configuration Manager.
Select Protocols for MSSQLSERVER.
Enable TCP/IP. DB Login and User will be installed using the bat.
Within the properties of the user, check the “db_owner” for both Schemas owned by this user and Database Role membership.
10
Create the ODBC System DSN:
2
Name: AccountsPayable.
a
Server: SQL Server localhost.
b
Select SQL Server authentication.
c
▪ Login = ODBCKSMSLogin
▪ Password = password
Change the Default Database to AP_Solution.
d
Finish.
e

Import the KSMS Settings

From Kofax Search and Matching Server > Administration.
1
Connect as localhost.
2
Import the KSMS Settings.
3
Select Activate databases after import.
4
<Extract Location>\TotalAgility\TD Project\KSMS
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\KSMSExportDatabases(Suppliers).zip. <Extract Location>\TotalAgility\TD Project\KSMS
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\KSMSExportDatabases(Internal Suppliers).zip.

Deploy the AX Web Service

Deployment

AX 2009

AX 2012

For AX 2012 please also follow the additional steps below.
Create a web application in IIS on the Dynamics AX Server. This website will host the
1
services.
Right click on Default Web Site and select “Add Application”.
a
Give the application a name and select a .NET 4.0 App Pool.
b
Note App Pool has to have the Business Connector .Net credentials
In the physical path, browse to C:\inetpub\wwwroot and create a folder to hold the
c
application files, then select this folder and Click OK. Your web application should now appear under the default web site.
Browse to the AX files at <Extract Location>\AX Integration.
2
Copy the Bin folder, Services folder and the web.config to the folder created to hold the
3
application files.
Browse to the AX files at <Extract Location>\AX Integration\2012 Files.
1
Copy the Microsoft.Dynamics.BusinessConnectorNet.dll.
2
Navigate to the bin folder of the web application created above.
3
Paste the Microsoft.Dynamics.BusinessConnectorNet.dll.
4
When prompted, click to copy and replace the existing item.
5
Edit the client endpoint of the web.config file to point to the Service group created in AX
6
2012.
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Deployment
To get the endpoint click Inbound Ports in the administration area in AX 2012.
a
Select the KofaxAPServiceGroup from the list on the left.
b
Copy and paste it to the <Endpoint Address> in web.config.
c
Copy the machine name and paste it to the value of servicePrincipalName, <Machine
d
Name>.
<!--For AX 2012 only, please enter the endpoint address ip and service principal name--> <client> <endpoint address="<Endpoint Address>" binding="netTcpBinding" bindingConfiguration="NetTcpBinding_KofaxAPService" contract="KofaxAPService.KofaxAPService" name="NetTcpBinding_KofaxAPService"> <identity> <servicePrincipalName value="host/<Machine Name>" /> </identity> </endpoint> </client>

Deploy the TotalAgility Components

Import the functional demo - a solution template - into an existing Kofax TotalAgility solution, for example, the Kofax TotalAgility Workspace.

Resources

1
2
3

Processes

1
2
3

Forms

1
In TotalAgility, on the Home page, click Process Designer > Import Processes. Browse to the Resource folder, <Extract Location>\TotalAgility\Resources. Import APResources.ZIP selecting the following:
▪ Categories
▪ Resources
▪ Group Resource Members
In TotalAgility, on the Home page, click Process Designer > Import Processes. Browse to the Processes folder, <Extract Location>\TotalAgility\Processes. Import APProcesses.ZIP selecting the Categories check box.
In TotalAgility, on the Home page, click Form Designer > Import Forms.
12
Browse to the Forms folder, <Extract Location>\TotalAgility\Forms.
2
Import APForms.ZIP selecting the following check boxes:
3
▪ Navigation
▪ Global Variables
▪ Header

Navigation

1
2
3
4
5
Deployment
In TotalAgility, on the Home page, click Form Designer.
From the Explorer panel, select Navigation.
Open the Workspace menu.
Add a menu item called Accounts Payable.
Add sub-menu items that link to the following forms:
▪ AP Logon – AP Logon Form.form
▪ Workqueue – Accounts Payable WorkqueueworkQueueForm.form
▪ Scan Invoice VAT – Accounts Payable Folder Process VAT_Scan.form
▪ Scan Invoice Sales Tax - Account Payable Folder Process SalesTax_Scan.form
▪ Invoice Search – AP Invoice Search.form
▪ Business Unit Configuration – BusinessUnitConfiguration.form
▪ Sub Type Configuration - Sub Type Configuration.form
▪ External Internal Email - External Internal Email ProcessBuildCNJForm.form
▪ Simulate Invoice Paid - AP Raise Paid Event.form
▪ Extract Data from ERP - Extract Data from ERP.form

Images

Site

Set up Security to AP Search to Purchasing and AP groups.
6
Copy all images from the folder, <Extract Location>\TotalAgility \Images to the
1
folder, C:\Program Files\Kofax\TotalAgility\Agility.Server.Web\Forms\Images.
If using Azure, do the following:
2
Upload images to the available http location.
a
Update image paths to point to the http location.
b
In TotalAgility, on the Home page, click Form Designer > Site.
1
Configure the following site details:
2
▪ Category: Accounts Payable
▪ Name: Accounts Payable
▪ Header Form: Workspace Header
▪ Horizontal Navigation: Workspace Menu
▪ Vertical Navigation: leave blank
▪ Default Form: leave blank
▪ Theme: TotalAgility Workspace
Click Save.
3

Server Variables

In TotalAgility, on the Home page, click Data > Server Variables.
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