Sage Paperless Construction Help

Additional APFlow™ Processor user permission where the AP Processor has permission to enter and approve the invoice themselves without having to route it to anyone else.  An example might be the monthly electric bill.

Additional APFlow™ user permission that allows AP Processors or AP Reviewers to flag an invoice entry as having a very important note that someone must read before the invoice is allowed to be exported. 

Additional APFlow™ Reviewer user permission that allows the AP Reviewer to change the accounting line type (such as Job or GL Expense) on an invoice during the approval process without rejecting it.

Additional APFlow™ Processor user permission where the user can use the Credit Card Importer tool to complete the import process of the credit card transaction file which creates the invoice entry and line details.

Additional APFlow™ Processor user permission where the AP Processor can delete invoices out of the APFlow™ process. For example, if an invoice was sent to your company in error, you may want to delete it invoice completely out of APFlow™.

Additional APFlow™ Processor user permission where the AP Processor can complete the invoice export step. When enabled, the user can click the Export button to initiate the process of sending fully coded and approved invoices into the bridged accounting system.

Additional APFlow™ Reviewer user permission that allows the AP Reviewer to place an invoice on hold within the approval workflow.

Additional APFlow™ Processor user permission with the ability to disable an invoice's existing routing rules rules, including who the reviewers are and the sequence order. If the Allow Override Route Group option is enabled, users can click the Change button found on the Routing page to disable the routing rules and manually select a different route/reviewer.

Additional APFlow™ Processor user permission where the AP Processor is granted permission to make edits to an invoice after it has been exported. Typically, once an invoice is exported, the invoice entry is locked down (read only) so no further edits can be made and it stays true to what it looked like the day it was exported to the bridged accounting system.

Additional APFlow™ Reviewer user permission that allows the AP Reviewer to reroute an invoice to a different Reviewer during the approval process.

Additional APFlow™ Reviewer user permission that allows the AP Reviewer to divide a single invoice line into multiple lines for separate coding or allocation.

Additional APFlow™ user permission that displays the invoice entry, coding and image if processed in Sage Paperless Construction. Similar to the Vendor Invoice Register report.

Users with this role are granted permission to use the Payment Manager module (formerly known as Check Reviewer). The Payment Manager user must also be assigned to a Bank Account (found on APFlow™ Settings > General tab) and the Job Poll Job “Payment Retrieval” must be active to retrieve payment information from bridged accounting system. 

Accounts Payable Clerk or Accounts Payable data entry role in APFlow™ that is responsible for entering the header portion of the invoice and sometimes line details, then routing them to others for review/approval.

Invoices are routed to users with this APFlow™ role for their review and approval. These users (such as Project Managers) are responsible for reviewing and sometimes editing the coding portion of the invoice entry.

Users with this role are usually the manager over the APFlow™ department and administer APFlow™ settings within the system. Typically one person and occasionally a backup is assigned to this role.

Archiving a document moves it to the Archived state when it is no longer in active use. Archived documents remain fully accessible and can still be viewed or searched for. The archive process can be configured to run automatically (nightly) or be initiated manually by an administrator.

The connection between Sage Paperless Construction and an organization's accounting or ERP system.

A document locking feature that prevents other users from accessing or modifying a file while it is checked out by you.

A compliance management module within Sage Paperless Construction that allows you to track common compliance items such as:  Insurance, Lien Waivers, Certified Payroll, Licenses and signed Commitments. You can also use the Custom Compliance option to create any additional compliance items that need to be tracked. ClearToPay can stand alone or work along side the APFlow™ process and prompt compliance warnings within APFlow if configured to do so.

A module within Sage Paperless Construction that allows you to distribute document images for review and/or approval outside of (or in addition to) an APFlow™ process.

A classification in Sage Paperless Construction that acts like a pre-printed file folder label to define where specific types of documents are stored and how they are indexed for organized retrieval.

A mobile application that allows users to capture and upload document images directly into the system Sage Paperless Construction.

Electronic forms that can be built and completed electronically from a mobile device with an internet connection and submitted back into the Sage Paperless Construction system.

An automated process that retrieves email attachments from a designated inbox and imports them into Sage Paperless Construction.

An automated notification triggered by specific user actions in DocRoute™ or APFlow™. Event notifications are sent to specified recipient(s) and are triggered by a reviewers' action on a document/invoice in the route.

User selected “favorites” that can be added to the My Paperless Dashboard Hot Document section for easy retrieval.

An index is an electronic "tag" that is applied to a document type during the filing process. Index values function like searchable "fill-in-the-blanks" to ensure all records are organized for fast and easy retrieval.

Sets the default approval sequence number assigned to a Reviewer when added to a route.

Predetermined Reviewers and sequence order based on a set of criteria.  When an invoice meets the criteria of a rule or set of rules, the Reviewers are assigned to the invoice.

Technology that extracts data from document images and uses it to input index values. OCR is commonly used for invoice processing to capture vendor details, invoice numbers, dates, totals and purchase orders. Line-level OCR can extract individual line items, including quantities and pricing, to automatically populate coding lines.

Grants one user permission to act on behalf of another (reviewer to reviewer or processor to processor) within the system.

The final step in the document's lifecycle, purging is comparable to placing paper files in the shredder. Once a document is purged, the document image and all its associated database record are deleted. It is no longer accessible in Sage Paperless Construction.

A temporary space for unprocessed documents.

Reusable notes that are written in advance and can be inserted into workflows to save time and ensure consistency.

Additional APFlow™ Reviewer setting that sets the user's invoice approval authorization at a certain dollar amount and anything over that amount must be approved by their supervisor.

Reusable routing configurations in DocRoute™ or APFlow™ that predefine recipients, sequences, tasks and events without conditional criteria.

A vault-level classification that acts like a "key to a filing cabinet" by defining which users can access specific document types and reports and determining the actions they can perform on those records.

Granular access control that restricts a group of users to viewing or accessing only documents that contain specific index values.

Additional required "homework" items assigned to a recipient to complete in addition to reviewing or approving the item.

Rules that generate warnings or errors to enforce data accuracy and process controls that are configured in addition to the out-of-the-box system validations.

The highest level of document and user organization, you can think of it as a file room to securely store and manage digitized documents.