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Document parking

Sometimes Kofax AP Essentials cannot post an invoice properly in Dynamics AX. This can happen, for example, if you receive invoice type that Kofax AP Essentials does not support, or if some other error occurs during posting. To overcome these situations, you can use the document-parking feature in Kofax AP Essentials. When you park an invoice while coding in Kofax AP Essentials, an approval journal is created in Dynamics AX, but it is not posted. This way, you can work with the invoice in Dynamics AX.

Example scenarios

This topic describes two scenarios in which it can be useful to park documents in Dynamics AX:

Unsupported invoices

In this scenario, an unsupported invoice type is handled by parking the document:

  1. An invoice is verified in Kofax AP Essentials and registered in Dynamics AX. The registration journal is created and posted.
  2. The invoice enters an approval workflow in Kofax AP Essentials, and the approval user sees that the invoice requires a type of coding that is not supported in Online, so the user selects Park document.
  3. The invoice continues through the rest of the approval workflow in Kofax AP Essentials.

    In this scenario, you might need to send the invoice to a special workflow that focuses on validation, price and quantity check etc., instead of invoice coding. Likewise, personnel that are in charge of coding need to know that the invoice is parked and must be adjusted in Dynamics AX.

  4. Since the invoice is parked, Kofax AP Essentials creates an approval journal and saves it in Dynamics AX without posting it. From the Kofax AP Essentials’s point of view, the invoice is now complete.
  5. The user can now continue to work with the invoice (approval journal) in Dynamics AX.

Invoices that cannot be posted

In this scenario, an invoice that fails to post in Dynamics AX is handled by parking the document:

  1. An invoice is verified in Kofax AP Essentials and registered in Dynamics AX. The registration journal is created and posted.
  2. The invoice is coded and approved in a workflow in Kofax AP Essentials.
  3. Kofax AP Essentials tries to create and post the invoice (approval journal), but it fails for some reason that needs to fixed in Dynamics AX
  4. The user sees that the invoice reappears in the document list view in Kofax AP Essentials, with the status, Pending correction.
  5. The user approves the invoice again, but this time, selects Park document in Kofax AP Essentials.
  6. Since the invoice is parked, Kofax AP Essentials creates an approval journal and saves it in Dynamics AX without posting it. From the Kofax AP Essentials’s point of view, the invoice is now complete.
  7. The user can now continue to work with the invoice (approval journal) in Dynamics AX.

Manually attaching images

Normally, document images are attached when you commit a registration or an approval journal in Dynamics AX. Since this step is skipped when you park a document, the document image is missing from views like the audit-trail view. To overcome this issue, you can create a custom button in the approval journal form, which you can use to attach the image.

  1. In Dynamics AX, press CTRL+D to open the Application Object Tree (AOT).
    Application Object Tree (AOT)
  2. Expand the Forms node and navigate to LedgerJournalTransApprove.
    LedgerJournalTransApprove
  3. Expand the LedgerJournalTransApprove node.
    LedgerJournalTransApprove
  4. Right-click [ButtonGroup:ButtonGroup] and select New Control > Button.
    Select New Control > Button
  5. Right-click Button:Button and select Properties.
    Select Properties
  6. Specify Name, HelpText and Text for the new button.
    • Name: AttachImage
    • HelpText: Attach voucher image to posted transactions
    • Text: Attach Image
      Button Properties
  7. Expand the Button:AttachImage node, and select Method > Override Method > Clicked.
    Override Method
  8. Update the Clicked method code with this script: 
    }
    Clicked method code
  9. Click Save and close the window.
  10. The approval journal lines form now has an Attach Image button that you can use to attach images after a journal is posted.
    Attach Image button