MediusFlow XI Expense Invoice and ReadSoft Online: Training

This course is designed to familiarise Administrators, AP users and superusers with ReadSoft Online for data capture and the MediusFlow XI expense invoice application.

In this section exists a mixture of learning content (identified by a hat symbol) that describes your data capture solution, ReadSoft Online and a practical scenario to work through.

What is ReadSoft Online?

What is ReadSoft Online?

ReadSoft Online is an automated Data Capture system for digitized invoice processing: 

  • Frees the organization from manual data entry of invoices
  • Minimizes the handling of original invoices
  • Automates the process of digitizing invoices
  • Improves data quality 

ReadSoft Online utilizes OCR and other intelligent character interpretation processes to:

  • Read the invoice document to determine its structure and content
  • Identify the supplier 
  • Learn, read and validate the data required to process the invoice

Processing invoices with ReadSoft Online

Solution overview

  1. Invoices arrive into your data capture solution, ReadSoft Online, via scanning or email. 
  2. From there, they are verified by your AP staff. 
  3. Digitized invoices are sent into MediusFlow. After invoices are processed in MediusFlow, they are sent in to your finance system.

Sending invoices into ReadSoft Online

Watch the video above for an understanding of how you will send your invoices into ReadSoft Online. 

Once an invoice arrives in ReadSoft Online, important information is automatically captured from the invoice via optical character recognition (OCR). Captured information includes:

*Invoice number

*Supplier details - Name, ABN

*Debit/credit

*Amounts

etc.

Verifying invoices

Watch the video above for an understanding of how to verify that the information captured from your invoice is correct. 

The above video corresponds to ReadSoft Online 'classic view' available when opening the application from Internet Explorer. The following displays the 'new view' available when opening ReadSoft Online from Chrome:



After invoice data has been automatically extracted from an invoice, you verify that the interpreted information is correct:

  1. If the status of all the fields are Complete, simply check their values for correctness and click OK at the bottom of the screen.

  2. If there are incomplete fields, select the first field that is incomplete. A box is displayed that explains what is wrong with the field. For example, it can be the wrong format or the value is missing.

    • If the field you want to capture could not be found, hold the CTRL key while drawing a rectangle around the field you want to capture on the invoice image. The value is interpreted automatically. You can also double-click a field on the invoice image to draw the rectangle automatically.

    • If the correct field is interpreted, but the value was interpreted incorrectly due to poor image quality, type the correct value.

  3. When the value is correct, press Enter to complete the field.

  4. When all the fields are Complete, click OK.

Create or connect supplier

If an invoice that enters ReadSoft Online it has to be connected to an existing supplier imported from your ERP system. In the case that the supplier doesn't exist, a new supplier needs to be added to the supplier master in your ERP system, or it have not yet been transferred to ReadSoft Online from Mediusflow XI. The supplier master will be transferred to Mediusflow XI and the transferred to ReadSoft Online. The supplier master in ReadSoft Online will be update once a day for test/QA and every 3 hours for production environments. The image below contains an example where the invoice can't be connected to any supplier.

1. Supplier missing

In this step the supplier can't be found in the ReadSoft Online database and a new supplier needs to be created in your ERP or haven't yet been transferred to ReadSoft Online. The name Linde has been typed to perform a search if the supplier exists. 

2. Connected supplier

Once the supplier has been added and connected, the supplier field will be changed from yellow, to green as seen in the image to your right. The fields that follow can now be verified. The next time an invoice is processed from the same supplier an automatic connection between supplier and invoice should be performed.

Checkpoint: Process an invoice

Checkpoint: Process an invoice

Follow the steps listed below, to send an invoice, login to ReadSoft Online, and 'Verify' the invoice. The invoice will be sent to Mediusflow automatically after verification.


  • Send an email with a .PDF invoice attached into ReadSoft Online by forwarding it to your special ReadSoft Online email address. This address has been provided to you by a Medius consultant.
  • Go to ReadSoft Online and login using the link and credentials provided by a Medius consultant.
  • Once in ReadSoft Online, locate the invoice you have sent in by going to 'Verify', tick the box of the invoice and press the Start button to begin verifying the invoice.
  • Use ReadSoft Online to verify the invoice. Once the interpreted values on the right match up with the values shown on the invoice (to the left of the screen), press OK and the data will be sent into MediusFlow.
Using what you have seen in the videos, perform the following tests to become familiar with using ReadSoft Online. Mark the checkboxes when complete.

In this section exists a mixture of learning content (videos and text) that describes MediusFlow XI along with several guides to assist you in setting up your business in the application. "Checkpoint:" content requires configuration in MediusFlow.

Welcome to MediusFlow XI - Invoice Application

Introduction

This section is a training course for MediusFlow XI that should first be completed by a designated Administrator that will be responsible for maintaining the system (setting up users, authorization groups etc.). Once your Administrator has completed this course then it should be completed by your AP users and other superusers.

The course contains a mixture of textual, graphic and video materials to guide you through the the basics of: 

  • Coding expense invoices
  • Authorizing expense invoices 
  • Distributing expense invoices
  • Configuring users
  • Assigning roles (What a user can see and/or do)
  • Creating and assigning authorization groups (What a user can code and/or authorize)
  • Using Advanced Search to follow up on documents
  • Using Gadgets to get useful KPI style information at-a-glance
  • Handling Errors

Following some pieces of content are checkpoints that indicates where setup is required in MediusFlow and provides guidance for doing so. An Administrator account will be provided to use for configuring MediusFlow. The Administrator account can also be used to create additional admin accounts, if required.

Below is a summary of the MediusFlow XI Home page or inbox. After logging in to MediusFlow, Home is the first page that you will see and where work is performed. 


The Inbox

After logging in to MediusFlow XI, you will be taken to your inbox. The inbox in MediusFlow holds a list of all the documents that are available for you to act on. Commonly, this is invoices that require you to distribute, code and/or authorize them.


Main Menu

At the top left of the screen is the main menu bar. This bar provides access to:

  • Home (the inbox) - Where you can view and take action on your documents
  • Administration - Where configuration changes in the application take place
  • Dashboard - Provides access to lists of gadgets that display useful statistics
  • Advanced search - Where documents can be followed up on and reports created


Search & Settings

At the top right of the screen you can find:

  • Quick search - Allows easy searching for documents, suppliers & users etc.
  • Help - Provides access to online documentation etc.
  • User settings - Allows you to change settings specific to your user (language, email etc.) or set up temporary delegation of your documents to another user 


Document List

The left side of the screen shows all the documents that are available for you to act on. The documents are grouped and listed according to their type. Types of documents can include:

  • Expense invoice
  • Order based invoice


Document Information

The right side of the screen shows detailed information about the document that is currently selected. The detailed information is organised in tabs. The tabs are:

  • Coding - Where it is possible to apply, view & edit cost coding for the document
  • Invoice image - Where you can view a copy of the original invoice image
  • Invoice details - Where you can view detailed information that has been captured from the invoice (supplier, dates & amounts etc.)
  • Comments - Where you can view/add comments to a document
  • File attachments - Where you can upload supporting attachments to a document
  • History - Where you can view an audit trail for the document
  • Links - Where you can view/add links from the selected document to other documents in MediusFlow XI

Invoice Application

Working in MediusFlow XI

The video below is a training video to familiarize you with working in MediusFlow XI. It covers:

  • General workflow - How documents move through MediusFlow.
  • Approval/authorization limits & escalation of expense invoices.
  • Coding - How to code expense invoices.
  • Manual routing - How to send a document to another user manually.

Checkpoint: Log in to MediusFlow XI and become familiar with the interface

User Login Options

The login to MediusFlow XI can be handled by local accounts and credentials unique for the MediusFlow XI application, or using external authentication such as Microsoft Active Directory. The same credentials used for login to your computer will be used to authenticate you in the MediusFlow XI in the case of external authentication.

The user may be asked how they want to log in to MediusFlow XI in the case that external authentication is configured. In this case we have the option to choose a local account login or our Windows account:

  • Local Account - Users and passwords and maintained directly in MediusFlow. Accounts will be created by your Administrator.
  • Windows Login / Active Directory - User and passwords are created and maintained in your organizations Active Directory. Windows passwords cannot be changed from MediusFlow. If your Windows password is changed it will be changed in MediusFlow as well.

Login screen

The standard MediusFlow XI login screen can be seen in the image below.

  • I have familiarized myself with the interface.
  • I have not familiarized myself with the interface.

Use the link that you have been provided by a consultant to access MediusFlow. For example:

  • https://cloud.mediusflow.com/customerQA
    • For test
  • https://cloud.mediusflow.com/customer
    • For production (available after go-live)

If you are a user responsible for setting up other users and configuration in MediusFlow:

  • Choose to log in with Local Account (if asked).
  • Log in using the Administrator account information that has been provided to you.
  • Once the system is configured you should not continue to use the Administrator account, use your own account for processing invoices etc. Only log in with the Administrator account when performing configuration.

If you are an AP user:

  • Use Local Account (if asked) and enter the user name and password that your Administrator has given you
  • Log in by pressing the Windows Login (if available) and entering your Windows user name and password.

User administration

User Administration

When creating or configuring a user in MediusFlow XI it is done through an Administration page called "User".  

In the video below, you will be introduced to the User page and the configuration options that exist within it. The configurations are broken down into tabs, the main tabs are:

  • General - Where information about the user can be added or viewed.
  • Enterprise - 
    • Where a supervisor can be added for the user.
    • "Temporary delegation" of documents can be configured.
    • Authorization groups can be added to a user to give them permission to code and/or authorize on specific coding dimension and set authorization limits.
  • Authentication - Where a user can be assigned methods to log in.
  • Notifications - Where the frequency and types of email alerts for each user can be configured.
  • Role - Roles define what a user can see and do in MediusFlow XI, assign them to users here.
  • Password - Configure user login options and credentials
  • Advanced Search - Activate e-mail notifications based on search results


Watch this video for a tutorial on how to set up your users in MediusFlow XI.

Checkpoint: perform basic configuration of users

Overview

In this checkpoint we will create and configure a minimum of three users with three types of configuration based on their function and authorization rights. This will will not be the complete setup of users but a small amount of users for training purposes of each step in the expense workflow. The users should preferably be users that exist in your organization and thereby simulate the real scenarios as accurate as possible. The users are accounts payable users, expense authorizer, and expense authorizer supervisor.

Expense Accounts Payable

This corresponds to users that need accounts payable admin access and rights. These users would for instance be able to follow up on all expense invoices, distribute invoices, configure suppliers, tax groups, dimension values, etc. 

Expense Authorizer

This is a standard expense user function in the Mediusflow setup. This user can approve invoice up to a predefined amount, code their own invoices or receive pre-coded invoices for approval. Users with this function can follow up on their own invoices.

Expense Authorizer Supervisor

Same access as Expense authorizer but with the exception of higher authorization limit. This will be the person that invoices are escalated to when the standard authorization limit has been exceeded.



Checkpoint: Configure or create users

Follow the configuration guide for general and role setup below after you have selected three users or more that correspond to the previously mentioned types for training purposes. This is preferably users that correspond to the mentioned types in your organization. This configuration can be altered in the future if needed. Login using the administration accounts you have received to access the configuration settings.


General

  1. Go to Administration in the top menu bar.
  2. Click on 'User' to access the user administration page.
  3. Press the Add button to create a new user - If your users have been imported to MediusFlow or already has been added for other reasons please go directly to the Role section (below).
  4. Fill out the information fields for the user on the General tab (see image below). Follow the naming convention for your organization if such naming convention exists for the 'User name'. Common username conventions:
    • [First name].[Last name] -> penny.menendez
    • [First name].[First letter of last name] -> pennym
  5. The field 'External System ID' should have the same value as the 'User name' field. This would be 'penny' and 'penny' for each field respectively in the example.
  6. Go to section Role (below).


Role

  1. Select a user if not already selected
  2. Go to the Role tab.
  3. Enter 'Your Company Root' in the first box.
  4. In the second box enter 'Core standard application role'.
  5. Press Add.
  6. Enter 'Expense Invoice Application Access' in the second box.
  7. Press Add.
  8. In the top left, press Save.

Summary

At least three basic user accounts should now have been created in the system. These users might not yet have the ability to log in to MediusFlow or process invoices. 

  • I have added basic configuration to new or existing user
  • I have not added basic configuration to a new or existing user
Review the content above for a guide, then answer the question.

Roles

Roles define what a user can see and do in MediusFlow XI

In this section you will find descriptions of the common roles in MediusFlow XI. They should be assigned to users as shown in the video previously according to what job(s) the user does in your business today.

For example, the Accounts Payable (AP) staff in your business today will need the Expense AP role in MediusFlow. Your normal business users, who will only be using MediusFlow to approve their own invoices, should have instead the 'Expense Authorizer' role.

The default roles marked as mandatory below are required by all users of MediusFlow.

At the bottom of this section there is a list of roles that are required by the super users in your business. Super users being those that you decide are responsible for the administration of MediusFlow. This responsibility is commonly delegated to either AP or IT, depending on your business.


A note about Companies

MediusFlow uses a virtual company structure to aid in sharing data between companies in your organization. The main difference is that a virtual company cannot receive invoices. In a typical MediusFlow setup there will be 4 levels of virtual companies above your real companies. The company 'Your company' represents your real company in the image below.


Companies in the Mediusflow XI user interface

The list that follows describes the company structure and configuration as seen in MediusFlow.

  1. 'Root Company' - Default company in all MediusFlow XI installations. All companies should be under this Company.
  2. 'Your Company Root' - Turning on configuration that should impact the whole business is done here.
  3. 'Your Company' - This is your "Real company" and represents the legal entity of the company.
  4. Parent company - This is the parent of the Company if not Root. In the example the country specific Company 'MediusFlow AU' is the parent of 'Your company'
  5. Virtual Company - This settings show that this is a virtual company. Any configuration perform on this Company will be active in the virtual company as well as it's children. This Company can not receive invoices.
  6. Non virtual Company - This shows that the Company is a 'Real Company' and can be used to receive invoices. There can me one or more 'Real Companies' in an installation.

Generally, when you are creating an authorization group or assigning a role to a user, you should select a 'Real Company' (3. in the image below). This configuration will only be applied for the specific Company.

Default roles

Choose company: 'Your Company Root' when assigning these default roles.

Default Roles

Description

Core Standard Application Role (Mandatory)

This role gives users access to basic features in MediusFlow XI such as log in, permission to handle documents etc. All users working in MediusFlow XI must be connected to this role. 

If your users have been imported from an external source, this may be assigned by default.

Expense Invoice Application Access
(Mandatory Role)

This role gives users access to the expense invoice application. All users working in the MediusFlow XI Invoice must be connected to this role.

If your users have been imported from an external source, this may be assigned by default.

Expense roles

These expense roles will grant access to invoices and settings for the company you select when assigning the role to the user.

Do not assign these roles to 'Your Company Root'. Instead, choose a real company when assigning these roles. If the user should have access to documents and settings in multiple companies, assign the role once per company that the user should have access to.

Expense Roles

Description

Expense AP

  

AP role for MediusFlow XI Invoice application which enables the users to follow up on all expense invoices, gives permission to configure suppliers, tax groups and dimension values etc. This role OR Expense Authorizer must be connected to every user working with expense invoices.

Expense Authorizer

Authorizer role for expense invoice application which enables the users to follow up on and authorize their own invoices. This role OR Expense Authorizer must be connected to every user working with expense invoices.

Super user roles

Choose a real company when assigning these super user roles. If the user should have access to documents and settings in multiple companies, assign the role once per company that the user should have access to.

Super User Roles

Description

User Admin

This role gives users the possibility to manage the accounts (assign roles & authorization groups etc.) of other users from the administration pages. User admin can manage authorization groups and follow-up groups. Assign this role sparingly.

Admin

This role gives users access to system configuration via administration pages. This role should only be assigned to a designated person responsible for your MediusFlow XI configuration. Some businesses delegate this to IT department and others to AP, for example. Speak to a Medius consultant for further advice if necessary.

Integration queue handler

If an invoice becomes ‘stuck’ waiting to be posted from MediusFlow to your finance system, it will generate a ‘stuck integration message’. Users connected to this role will receive this reminder. Usually assigned to AP staff.

Integration Error Role

This role makes it possible to send users notification emails concerning master data errors that occur. This role is needed to be able to see and process import documents in state "Correct Raw erroneous EDI document" as this document is not assigned to any company.  Usually assigned to AP and/or IT staff.

ERROR role

This role allows to handle workflow errors in document processing. All documents with “Error occurred in workflow” state appear in that roles inbox. Usually assigned to AP staff.

 

Auditor role

This role gives users the possibility to follow up on all expense and order based invoices. The Auditor role has access to business reports.

Additional information about roles can be found in the online documentation - https://documentation.mediusflow.com/display/DOC/Role

Checkpoint: assign roles to a user

Overview 

For your users to begin working with MediusFlow XI they will need the permission to carry out their tasks. This is given by roles, as seen in previous sections. Role setups for various types of users are shown below as a template for setting up your system. In this section we will perform the configuration of the roles on our previously created users.


Checkpoint: Configure Expense Accounts Payable user roles

For an Expense AP user, the basic roles required are shown below. Please configure your previously created users according to the roles as seen in the image below.

Tip: Remember to assign 'Core standard application role' and 'Expense Invoice Application Access' for 'Your Company Root' when choosing company. Assign 'Expense AP' to each real company that the user requires access.


Role

  1. Go to Administration in the top menu bar.
  2. Click on User to access the user administration page.
  3. Select a user.
  4. Go to the Role tab
    1. Assign 'Core Standard Application Access' and 'Expense Invoice Application Access' roles at 'Your Company Root' level - if not assigned.
    2. Assign the role 'Expense AP' as required in the appropriate 'real company' ('Your company' in the example).
  5. Press Save.
  6. Repeat for each user that will be using MediusFlow XI as "Expense Accounts Payable".

Checkpoint: Configure Expense Authorizer and Supervisor user roles

The basic role setup for a user who only should have the possibility to login and authorize invoices that they are responsible for. Please configure the Expense Authorizer user and Expense Authorizer supervisor user according to the image below.

Tip: Remember to assign 'Core standard application role' and 'Expense Invoice Application Access' for 'Your root company' when choosing company. Assign 'Expense Authorizer' in each real company that the user requires access.


Role

  1. Go to Administration in the top menu bar.
  2. Click on User to access the user administration page.
  3. Select a user.
  4. Go to the Role tab
    1. Assign 'Core Standard Application Access' and 'Expense Invoice Application Access' roles at 'Your Company Root' level - if not assigned.
    2. Assign the role 'Expense Authorizer' as required in the appropriate 'real company' ' ('Your company' in the example).
  5. Press Save.
  6. Repeat for each user that will be using MediusFlow XI as 'Expense Authorizer'.

Super user role configuration

The super user can the typical admin user or an AP user with extra functionality active. The admin user usually have these roles activated but they can be activated on other users if needed. The roles associated with the super user can be seen below. This does not need to be configured in this training session.

  • I have assigned roles to users in MediusFlow.
  • I have not assigned roles to users in MediusFlow.
Review the content below for a guide, then answer the question.

Authorization groups

Authorization Groups

These control:

  • The general amount each user is allowed to authorize - authorizing a higher amount than the users limit will cause the invoice to be escalated to their supervisor/manager.
    • It is possible to have more specific limits per account and/or supplier. Contact Medius if you require assistance configuring this.
  • Which dimensions and specific dimension values (e.g. G/L Accounts) a user can choose from when coding an invoice.
  • Which dimensions and specific dimension values a user is allowed to authorize costs on, without giving them the ability to do coding.

Set them up by going to Administration then Authorization group

Best Practices

  • A "Document type" must be selected when creating an authorization group. This allows you to have separate permissions for expense invoices and other document types, should you choose. If you do not need to specify separate limits for different documents, simply set the document type as 'Document' (recommended).
  • Keep 2 sets of authorization groups
    • 1 set for assigning $ limits
    • 1 set for assigning coding/authorization permissions
  • Name the groups intelligently
    • Name the $ limit groups after their authorization limit e.g. a group created to give a limit of $1000 should be named $1000 for ease of use.
    • Use a smart convention for groups that assign coding/authorization permissions

Checkpoint: create authorization groups

Checkpoint: Create authorization Groups

The escalation and authorization of your users will be controlled using authorization groups. In this step of the training, three or more authorization groups should be created. These groups will later on control what dimension values your users will be able to perform coding on and what authorization limits the users will have. Please configure these group based on limits in your organization for standard authorizer and supervisor limits if applicable. This corresponds to $100 and $10000 in the example that follows, for standard and supervisor limits respectively.


Create a standard group

  1. Go to Administration in the top menu bar.
  2. From Administration, click on Authorization group.
  3. Press 'Add' to create a new group.
  4. On the general tab:
    • Give the group a descriptive name. For example '$100' as mentioned in previous step.
    • In the Company box, select the company that the authorization group should belong to.
  5. On the Document types tab select the document type that the authorization group can apply to from the list and press 'Add'.
    • If you would like the authorization group to be available for all document types just choose 'Document' as the type.
  6. Press Save.
  7. Go to the General limit tab (shown) and specify the maximum amount that this group should give permission to authorize.
  8. Press Save again.
  9. Later you will assign authorizations groups to users.


Create a supervisor limit group

  1. Go to Administration in the top menu bar.
  2. From Administration, click on Authorization group.
  3. Press 'Add' to create a new group.
  4. On the general tab:
    • Give the group a descriptive name. For example '$10000' as mentioned in previous step.
    • In the Company box, select the company that the authorization group should belong to.
  5. On the Document types tab select the document type that the authorization group can apply to from the list and press 'Add'.
    • If you would like the authorization group to be available for all document types just choose 'Document' as the type.
  6. Press Save.
  7. Go to the General limit tab (shown) and specify the maximum amount that this group should give permission to authorize.
  8. Press Save again.
  9. Later you will assign authorizations groups to users.


Create a Rights Group with access to all dimension values

To allow a user to code to particular accounts or authorize costs that have been coded to particular accounts, they must be connected to an authorization group that provides this permission. In this example we configure a group with access to all dimension values.

  1. Go to Administration in the top menu bar.
  2. From Administration, click on Authorization group.
  3. Press 'Add' to create a new group.
  4. On the general tab:
    • Give the group a descriptive name. For example 'All dimension values' to describe that this group will give access to all dimension values.
    • In the Company box, select the company that the authorization group should belong to.
  5. On the Document types tab select the document type, in this case 'General Expense', that the authorization group can apply to from the list and press 'Add'.
    • If you would like the authorization group to be available for all document types just choose 'Document' as the type.
  6. Press Save.
  7. Go to the Dimension limits tab (shown).
  8. Press Add to create a new row in the table.
  9. Select the dimension that you would like to create a permission for e.g. DIMENSION 2.
  10. In the Value box enter the account you would like to create permission for e.g. 0001. if only one value is valid. In this case an asterisk (*) should be used as a wildcard to give access to all values.
  11. In the Description box enter an asterisk (*).
  12. In the 'Coding right' and 'Authorization right' boxes, place a tick in either or both, depending on whether you want to allow users connected to this group to be able code to and/or authorize on the account specified. Tick both the code and authorize checkbox for all dimensions in this training example.
  13. Repeat steps 9-13 as many times as needed.
  14. Press Save.


Best Practices

  • Use of asterisk/wildcard (*) - When creating an authorization group it is possible to use an asterisk in the Value and Description fields instead of actual account values or descriptions. If an asterisk is used in both value and description, the permission will apply to all accounts in the dimension selected.
  • The * can also be used for ranges - Putting 000* in the value field and * in the description would apply to all accounts beginning with 000 in that dimension. For example 0001, 0002, 0003 and so on.
  • Use the 'Exceptions' button to exclude specific accounts from a range.
  • Use the Limit field to add a specific authorization limit for the accounts specified, this will take precedence over the users general limit.

  • I have created a general limit and supervisor limit authorization group
  • I have created an authorization group to give coding/authorization rights
Review the content above for a guide, then answer then tick both boxes when complete.

Checkpoint: assign authorization groups to a user

Checkpoint: Connect user to authorization group

This section will walk through the user to authorization group connection in MediusFlow. The connection should be performed for the previously configured users to give the users approval limits and giving them access to dimension values coding and approval.

If the same naming convention as in previous page has been used the following configuration should be made:

  • Expense Accounts Payable user - add the authorization Group 'All dimension values' and the general limit group '$100' for your 'real company'
  • Expense Authorizer user - add the authorization Group 'All dimension values' and the general limit group '$100' for your 'real company'
  • Expense Authorizer Supervisor - add authorization Group 'All dimension values' and the supervisor limit Group '$10000' for your 'real company'


Assign authorization groups to your existing users

  1. Go to Administration in the top menu bar.
  2. Click on User to access the user administration page.
  3. Select a user.
  4. Click on the Enterprise tab (shown).
  5. Enter the company that the authorization group should apply for in the 'Choose company' field.
  6. Click the 'Authorization groups' sub-tab (shown).
  7. Begin to enter the name of the authorization group that the user should belong to.
  8. Press Add.
  9. Repeat 7-8 as often as required.
  10. Press Save.

  • I have assigned authorization groups to my users
  • I have assigned not authorization groups to the users
Review the content above for a guide, then answer the question.

Checkpoint: finalize a users configuration

Overview

To this point you have:

  • Filled out the general details for a user
  • Attached roles to the user
  • Attached the user to authorization groups

In this part of the training we will walk through the final configuration needed to be able to login using your new users as well as the setup of a supervisor.

Checkpoint: Configure supervisor

This section will walk through how a supervisor can be configured to escalate invoices that exceeds a users authorization limit. The users that have been configured as 'Expense Authorizer' in previous steps should be configured with the user 'Expense Authorizer Supervisor' as their 'Supervisor' using the following steps.


Set supervisor

To complete the configuration of a user review the previous User Administration video then follow this guide.

  1. Go to Administration from the top menu, then User.
  2. Select a user to be configured.
  3. Go to Enterprise tab
  4. Enter the company that 'Supervisor' setting should apply for in the 'Choose company' field.
  5. Add a Supervisor for the user - this is who an invoice will be escalated to if the user exceeds their authorization limit.
  6. Press Save.

Checkpoint: Configure user login

This step will make sure that all users have an 'Identity Provider' configured to allow the user to login into MediuFlow. If the users have been imported instead of being created manually, this step can be skipped if the users already have an identity provider configured as seen in the image below. If not, proceed and 'Add' an 'Identity Provider' and set a password for each of your previously configured users.


Complete the configuration of a user (Continued)

To give a user the ability to log in to MediusFlow XI, they must have an 'Identity Provider'.

  1. Go to the Authentication Tab
  2. If the table shown above is empty go to 3. Otherwise, skip these steps.
  3. In the Identity Provider Name box, start to type "MediusFlow Local identity store" and select it from the drop-down box.
  4. In the Login box, enter a username for the user.
  5. Press Add.
  6. Press Save.


Set password

  1. Go to the Password tab (shown below).
  2. Enter a password in the Password box for the user.
  3. Tick the 'Force password change...' box.
  4. Press 'Set password'.
  5. Press Save.


Summary

The user you have configured now has all the setup required to log in and start working in MediusFlow. Review the previous User Administration video for guidance in setting up Notifications which will allow the user to receive email alerts for certain scenarios such as receiving a new invoice.

  • I have finalized the configuration of my users
  • I have not finalized the configuration of my users

Advanced Search

Reports in MediusFlow XI

Reports are constructed using the Advanced Search tool. This tool can be used to show all documents, users, roles etc. meeting the conditions that you specify. The results can then be filtered & sorted in the application or exported to Excel.

Gadgets

Dashboards and Gadgets

Can be configured in MediusFlow XI to display  useful metrics at-a-glance. Watch the video below to learn about the types of gadgets and how to configure them.

Error handling

Error Handling

Occasionally, a validation or error could prevent an invoice from starting the workflow in MediusFlow or being posted to your finance system from MediusFlow. It is important to understand the common reasons and how to correct them.

Briefly, if an invoice is prevented from entering MediusFlow, it will go into a staging folder called 'Document Import'. If an invoice is prevented from leaving MediusFlow into your finance system it will have a Task of 'Final integration error'.

Common reasons for a document to stop in document import include:

  • The supplier listed on the invoice does not exist in MediusFlow yet (the supplier will be imported into MediusFlow after it is set up in your finance system).
  • There is an invoice in MediusFlow with the same invoice number from the same supplier, this is not allowed.

Common reasons for a document to have a final integration error include:

  • Posting an invoice with invalid coding according to the rules in your finance system.
  • Posting an invoice into a closed period.


Document Import

Before an invoice goes through MediusFlow, some checks are performed on key information, such as:

  • Invoice number
  • Supplier information

If any of these checks do not pass, the document will go to a special folder called Document Import, accessible from the home screen in MediusFlow. 

If a document stops here: 

  • Check the Errors tab, as shown below, for information about why the document has stopped.
  • Compare the image of the invoice (on the image tab) with the information on the Document information tab.
  • Correct any information on the Document information tab and press Create to send the corrected document into MediusFlow. Alternatively, press the Delete button to delete the document.


Final Integration

If MediusFlow is not able to send a document into your finance system, it will display a 'Final integration error' and return the error message given by your finance system.

  • Check the 'Errors' tab for the document to see the error message.
  • Once the error has been corrected in your finance system, press the 'Post again' button to re-send the document into your finance system.
  • If there is a problem with the document, press the 'Return to post control' button. This will allow you to send the document back into the workflow where it can be corrected by AP before trying again.