Appendix C

Backfilling Images for Existing Transactions

This feature is used to backfill images for existing transactions. It is only available for SC RFP imaging document types. Normally the files copied into the source directory can have any name, but if the name encodes the company/vendor/invoice number of an existing invoice voucher in the system and a control flag is set, the registration will automatically link that image to the pre-existing invoice rather than an empty flysheet.

The Enable Voucher Image Linking checkbox (IMGSO_LINK_DOC_TO_VOUCHER_FLAG) in the Imaging Control screen must be checked in order to enable this feature. Please see Imaging Control for further details.

For example, to link an image to a pre-existing voucher in the system, complete the following steps:

  1. Create the images as separate files (PDF, JPG, etc.). The image file names encode the invoice key information as “ccc-vvv-iii” where each of the fields are represented as follows:

    • “ccc” is the company code

    • “vvv” is the vendor code

    • “iii” is the invoice number

      NOTE: Fields must not contain embedded blanks, and “ccc” and “vvv” must not contain embedded hyphens.

  2. Copy these image files into the source directory corresponding to the source and document type used in the Image Manager setup.

  3. If a voucher matching the company code, vendor code, and invoice number exists:

    • The scanned image will be registered as already submitted in Imaging and linked to the voucher via the oraseq columns so the voucher contents will appear in the flysheet when the file name is selected in the Image Manager Treeview.

    • If the voucher has been posted, the image will also be marked as posted.

    • If the voucher found in step 3 is already linked to an image, the new image will not be linked to it, but will be registered in Imaging as rejected, effectively creating a log of rejected images.

    NOTE: Some voucher keys may include a fourth key component – vou_duplicate_id. This should normally be null unless the vouchers are converted data. If this component is not null, this feature can’t be used.