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Sage Paperless Construction Help

APFlow™ Entry Fields

The settings on the Entry Fields page are company-wide and only apply to the current vault. Complete the following steps to configure the way fields function in invoice entry:

  1. From My Paperless, click APFlow™ Settings.

  2. In the APFlow™ Settings navigation bar, click Entry Fields.

    The Entry Fields main page displays.

    SageAPFlowSettingsEntryFieldsmainpage-mh.PNG

  3. Use the Line Type dropdown to select which line detail fields you need to configure.

    Note

    The options in the dropdown correspond to line detail fields and are based on the bridged accounting system.

    The bottom detail pane populates based on the line type you selected.

  4. (Optional) Click Reset Default to return all fields for the selected Line Type back to their original properties.

    Warning

    If a custom field for the current Line Type was used in invoice routing rules, and Reset Default was clicked, the Administrator must remove the custom field from the routing rules first and then return to the Entry Fields page to remove that custom field. As a precaution, if Reset Default is clicked and a custom field was used in invoice routing rules, a dialog displays advising that the custom field was used in invoice routing rules and that the custom field must be removed from invoice routing rules before being removed.

  5. Decide if the identified fields should be visible on the Invoice Entry page:

    • Select the Show Hidden Fields check box if field should be hidden.

    • Leave the Show Hidden Fields check box blank if the field should be visible.

APFlow™ Entry Field Properties

Important

Options in the Field Properties section vary based on the Line Type selected. Not every field listed below is valid for every line type.

image20.png

Field

Function

Display Text

Use to change the field name.

Is Tab Stop (Yes / No)

Use to determine if the cursor should stop at this field when tabbing through the Invoice Entry page fields.

  • Yes indicates the cursor stops at this field. This is the default.

  • No indicates this field is skipped when tabbing through.

Hide (Yes / No)

Use to determine if a custom field should be hidden.

  • Yes indicates this field is hidden on entry pages.

  • No indicates this field is visible.

Display Description (Yes / No)

Use to determine if field description should display. If it is visible, the italicized text displays below the field.

  • Yes indicates that a description for this field displays.

  • No indicates that the description for this field does not display.

Input Width

This field determines the length or size of the field, in pixels. Move the slider forward (to lengthen) or backward (to shorten) the field.

Note

If the field is a check box, the Input Width field does not display.

Format Text To

Use this field to identify how the text in the selected field should be formatted. The dropdown lists the formats you can choose from.

Note

None is the default.

SageAPFlowSettingsEntryFieldsAddFieldFormatTextTofielddropdown-mh.PNG

Allow Processor Edit (Yes / No)

Use to set if Processors should have write or read-only access.

  • Yes indicates that the field can be edited by Processors. This is the default.

  • No means this field is read-only.

Allow Reviewer Edit (Yes / No)

Use to set if Reviewers should have write or read-only access.

  • Yes indicates that the field can be edited by Reviewers on the Approve Invoices page. This grants Reviewers the ability to view and edit the full invoice the same as Processors would.

  • No means this field is read-only on the Approve Invoices page.

Important

A field may be set to allow modification; however, there may be instances when logic within the form does not allow for modification. For example: A tax code must be entered in the Tax Code field before the Tax Amount field is enabled, even if the Tax Amount field is set to Allow Reviewer Edit.

When To Require

Beginning with the Description field, the Administrator can determine which fields are not required, which fields are required and if required, when.

  • Not Required is the default for most fields.

  • Before Routing is the default for some of the date fields.

  • Before Approving is a status that can be selected for certain fields.

Any field that the Administrator has determined to be required displays in the Validations Results dialog if it is left blank.

Note

Vendor and Invoice # fields are not configurable because they are pre-defined.

Max Length

This field identifies the number characters you can have in the field. This field is read-only and for informational purposes.

APFlow™ Entry Field Options

Use the buttons shown below to configure and rearrange Invoice Entry fields.

Field

Function

Add Field

Click Add Field to generate a new field to the Invoice Entry page. All available configurable settings display in the Properties pane. Custom fields can be used in the construction of invoice routing rules. See Add an Entry Field for APFlow™ for more information.

Delete

Use the Delete button to remove a custom field.

Move Previous

Every field can be moved to change its position to facilitate order entry. With the field highlighted, click Move Previous to move the field backwards through the previous fields.

Move Next

Every field can be moved to change its position to facilitate order entry. With the field highlighted, click Move Next to move the field forwards through the subsequent fields.

Add an Entry Field for APFlow™

  1. Click Add Field.

    The Add Entry Field dialog displays:

    SageAPFlowSettingsEntryFieldsAddEntryFielddialog-mh.PNG

  2. Enter the name to display as the field label in the Display Name field.

  3. Select either Text Box or Check Box from the Input Type dropdown.

  4. Click Create.

    The newly added field displays in the top grid (in this case, Calculation) similar to the following:

    SageAPFlowSettingsEntryFieldspagewithnewfieldadded-mh.PNG

  5. Click the new field to access the Properties grid.

    SageAPFlowSettingsEntryFieldspagewithnewfieldandPropertiespopulated-mh.PNG

  6. Proceed through the grid, updating field settings as appropriate.

In this section: