MediusFlow XI Order Based Invoice and ReadSoft Online - Match: Training

This course is designed to familiarise Administrators, AP users and superusers with MediusFlow XI for processing order based invoices.

In this section describes how line items can be captured in your data capture solution, ReadSoft Online.

Capture line items in ReadSoft Online

Capturing line items in Readsoft Online

Watch the video above for understanding how to capture line items on invoices in ReadSoft Online.

The video describes how to define what table columns to capture for invoice line items such as:

*Item number

*Item description

*Quantity

*Amounts

etc.


The number of fields and the field names that will be captured depend on your needs and does not have to correspond to the fields and names seen in the video.

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

Welcome to MediusFlow XI - Match Application

Introduction

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

The MediusFlow Match Module is for processing your order based invoices by connecting them to your purchase orders by way of the goods receipt lines. After matching invoice lines to goods receipt lines either manually or automatically, the system will check for deviations and notify the user. The invoice can then be posted to your finance system.

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

  • Automatic connection of goods receipts to invoices
  • Manual connection of goods receipts to invoices
  • Connection levels - Head & Line
  • Analysis of deviations
  • Assigning Roles

 

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. With order based invoices, these are invoices that require you to correct information, connect them to goods receipts, approve/reject deviations or post them to your finance system.

Match Application

Working in MediusFlow XI - Match

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

  • How documents move through MediusFlow XI automatically
  • How to manually connect goods receipts to invoices
  • How to manually analyse deviations
  • How to configure exceptions for extra charges such as freight
  • How to handle minor deviations with tolerance limits

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 similarly to the configuration for expense invoices.

For example, the Accounts Payable (AP) staff in your business today will need the Order AP role in MediusFlow. Your normal business users, who will be using MediusFlow to follow up on their own order based invoices, should have instead the Order based Analyzer 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 list that follows describes the company structure and configuration as seen in MediusFlow.

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: Root company 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.

Orderbased Invoice Application Access (Mandatory Role)

This role gives users access to the match application. All users working with order based invoices must be connected to this role.

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

 

Order based roles

  • These order based 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 'Root company'. 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.

Order Based (Match) Roles

Description

Order AP

  

AP role for order based invoice application which enables the users to follow up on all order based invoices, gives permission to view and analyze deviations in the Post control step, to configure tolerances, matching rules, exception types etc. This role OR Order based Analyzer must be connected to all users working in the Invoice Match application.

Order based Analyzer

For order based invoice application which enables the users to follow up on their own invoices. This role OR Order AP must be connected to all users working in the Invoice Match application.

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

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.

Checkpoint: Configure roles for Order Based Accounts Payable

The basic roles shown below are for an AP user who should have the possibility to: 

  • Follow up on all order based invoices
  • Configure tolerances
  • Configure matching rules
  • Configure exception types 

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

Configure roles for an existing user

The image below shows an example setup of the basic roles required for a standard business user to approve and follow up on their own invoices, expense and order based. Pay attention the company names.

  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 Orderbased Invoice Application Access roles at 'Your Root company' level - if not assigned.
    2. Assign the role 'Orderbased 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 'Orderbased AP'.


Checkpoint: Configure Order Based Analyzer

The basic role setup for a user who should only have the possibility to login and follow up on order based invoices that they are responsible for looks like the image below.

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


Configure roles for an existing user

The image below shows an example setup of the basic roles required for a standard business user to approve and follow up on their own invoices, expense and order based. Pay attention the company names.

  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 Orderbased Invoice Application Access roles at Root company level - if not assigned.
    2. Assign the role 'Orderbased Analyzer' 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 'Orderbased Analyzer'.

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