Online Connect

ReadSoft Online Connect is a program you can install on a local computer and use to perform a number of tasks, such as uploading invoices to ReadSoft Online. It is an alternative to uploading invoices using the web interface in ReadSoft Online. Using ReadSoft Online Connect, you can upload invoices automatically, lessening the effort of uploading invoices one by one.

ReadSoft Online Connect runs as a service in the background, so it is not necessary to start a program each time you want to upload invoices. Instead, you simply move the files you want to upload to the folders you specify during the installation setup.

ReadSoft Online Connect can be beneficial if you want to:

  • Upload large numbers of invoices.
  • Automate the process of uploading invoices.
  • Download output data from Online Connect.
  • Automatically register supplier invoices in external systems.

Note that the user interface for ReadSoft Online Connect is currently only available in English.

Online Connect System requirements

ReadSoft Online Connect supports the following operating systems:

  • Windows 10
  • Windows 8.1
  • Windows Server 2019 Standard
  • Windows Server 2016
  • Windows Server 2012 and Windows Server 2012 R2

ReadSoft Online Connect requires the following:

  • Microsoft .NET Framework 4 (always required).
  • An HTTPS connection which uses port 443 (always required).

The integration for Dynamics AX requires WCF Activation components.

Creating a customer account

To use Online Connect, you must make sure that your account in ReadSoft Online is set up properly.

After you have created a new customer account, check the following:

  • In order to send invoices to your target system, make sure your target system is specified in the target system service (Services > Target system) for the account.
  • You can also add buyers if your organizations has more than one buyer.
    Note If you add a new buyer to the system after you configure ReadSoft Online Connect you must run the configuration wizard again and specify the new upload locations.

After you create a customer account with appropriate services and buyers, you are ready to install ReadSoft Online Connect.

Installation

Note If you use a proxy connection to connect to the Internet, make sure you specify the Windows proxy settings before you install ReadSoft Online Connect.

To install ReadSoft Online Connect:

  1. Download and run the setup file from the URL that corresponds to your location. Note that an HTTPS connection on port 443 is required to download the installation. After the installation, the connection is required to receive program updates.

    Welcome

  2. Specify the installation folder and click Next to continue:

    Destination Folder

  3. Click Install to confirm your settings and install ReadSoft Online Connect.

    Install

  4. After the installation, click Finish to launch ReadSoft Online Connect and run the setup wizard.

    Finish

Troubleshooting the installation

When running the installation, some computers display a message that states, "Installation directory must be on a local drive." If you receive this message, run this command as an administrator in Windows Command Prompt:

msiexec /i "C:\[path]\ReadSoft.Online.Connect.Setup.msi" WIXUI_DONTVALIDATEPATH="1"

Automatic updating

ReadSoft Online Connect routinely downloads and installs updates automatically. This is required in order to ensure that ReadSoft Online Connect works properly and stays synchronized with the latest functionality and features in ReadSoft Online.

In order for automatic updating to work properly, computers running ReadSoft Online Connect must have access to the local installation folder as well as the contents of the URL that corresponds to your location:

You can click the links above to test if you have access.

Online Connect Setup

Be sure to specify the target-system settings correctly before you begin.

The first time you run ReadSoft Online Connect, a setup wizard appears to help you configure the initial settings. If you see the ReadSoft Online Connect dialog instead of the wizard, click Configure to display the wizard.

The steps that appear in the wizard can vary, depending on the services that are enabled in ReadSoft Online.

1. Click Next to begin.


Welcome

2. Use the information provided in your account-information email to fill in the Login address, Authorization key, User name and Password.


Login information

Login address
Authorization key (API Key) You can obtain the key from your account-information email or from an administrator, who can find the key in the Target system view in Admin Center.
User name The user name you use to log in to ReadSoft Online.
Password The password for User name.

3. Configure optional dialogs that can appear, depending on the services that are enabled in ReadSoft Online:

4. After you complete the required procedures from step 3 above, click Save to save the settings and exit the wizard.


Configuration complete

Note Online ConnectOnline Connect, you must run the configuration wizard again and specify the new upload locations.

If you want to change the Output image format from TIF to PDF (Target system configuration settings), you must process all of the invoices in the system before you change this setting. Failure to do so will result in output errors.

Windows users that run ReadSoft Online Connect must have Read, Write and Modify permissions on all of the folders you specify in the setup.

Configure settings for uploading documents

Note Admin users must have the Process documents privilege to see this dialog and upload documents using ReadSoft Online Connect.

If the Image upload service is enabled, you can use ReadSoft Online Connect to upload invoices to ReadSoft Online. Customers can upload their own invoices for processing, and partner administrators can upload images on behalf of all of their customers.


Uploading documents

Ideally, you specify the Root folder, and then click   to automatically generate the subfolders. Subfolder are created for each buyer defined in ReadSoft Online. If no buyers are defined, the subfolder has the same name as the organization (customer). These subfolders determine which buyer the documents are connected to when they are uploaded to ReadSoft Online. Additional subfolders are created for each document type, if the buyer has more than one document type.


Folder examples

In this example, the Folder containing scanned images is named “Upload."
Note If you add new customers or buyers to the system after you configure Online Connect, you must run the configuration wizard again and specify the new upload locations.

Upload documents to ReadSoft Online

  • Upload documents to ReadSoft Online – Specifies whether you use ReadSoft Online Connect to upload invoices to ReadSoft Online.
  • – Auto-generates the folder structure inside the Root folder.
  • – Displays a dialog which you can use to add a folder location manually.
  •   – Displays a dialog which you can use to edit the selected folder location.
  •   – Removes the selected folder from the Upload locations list. Note that the folder is not deleted from the hard drive.
  • – Removes all of the folders from the Upload locations list. Note that the folders are not deleted from the hard drive.
  • Upload locations – Displays a list of locations where ReadSoft Online Connect looks for images to upload to ReadSoft Online.
  • Processed documents folder – Specifies the folder where you want to move the images after they have been uploaded.
  • Document sorting - Determines how many documents each file can contain. See Help for more information about page separation.
  • Upload documents automatically - When this setting is selected, files located in subfolders of the Folder list are automatically uploaded as soon as they are detected. If this setting is not selected, you must click the Upload documents button in the ReadSoft Online Connect interface to manually upload images.
  • Allow upload of XML files with matching image file - Normally, when you upload XML invoices, ReadSoft Online automatically creates an invoice image from the XML data, so users can visualize the data during verification. If your solution uses XML invoices and an invoice image file, select this setting, so you can upload both of these files, and ReadSoft Online will display the original invoice image during verification, instead of creating one from the XML data. This is helpful because it offers the superior data capture of XML, while displaying the original invoice image, which might contain additional information that is not available in the XML. Make sure that the corresponding file pairs have the same file name.

Configure settings for uploading master data

Master data is business information—such as supplier address information or other identifying information—that is used by multiple systems and applications. ReadSoft Online can utilize master data from an external system to provide information when processing invoices. For example, ReadSoft Online can use supplier master data to populate the Supplier list during verification.

If the Master data service is enabled, you can use ReadSoft Online Connect to automatically upload master data to ReadSoft Online.

Ideally, you set up your financial system to export master data (in the XML format outlined below) to a folder that you specify in the ReadSoft Online Connect settings. ReadSoft Online Connect then checks the folder every minute for new files to import.

Note Each time you import supplier data, all existing suppliers are removed, then the new data is imported. This ensures that your supplier master data only includes current suppliers.
Figure 1. The settings that appear in this dialog can vary, depending on other settings.
Uploading master data

  • Enable upload of master data – Specifies whether you use ReadSoft Online Connect to upload master data to ReadSoft Online.
    Note You must be an administrator to upload buyers.
  • Master data upload location – Specifies the location where ReadSoft Online Connect looks for master data to upload to ReadSoft Online.

If you are a partner, subfolders are automatically created for each customer. If a customer has buyers defined, subfolders are created for each buyer too. Master-data files that are put in the correct corresponding folders are automatically uploaded by ReadSoft Online Connect. After ReadSoft Online Connect uploads the master data, files that are successfully imported are moved to the Imported folder. Files that cannot be imported are copied to the Error folder.


  • Upload locations

In this example, the Folder containing master data to upload is named “Master data.”

  • Master data type – Specifies the type of master data you want to import. This is also the internal name that you reference, for example, when adding custom fields to a document type.
  • File name – Specifies the name of the XML file that contains the master data that you want to import.
  • Delete local file after upload – If selected, the XML file is deleted after it is imported successfully instead of being moved to the Imported folder.
  • Upload automatically – If selected, ReadSoft Online Connect checks for new files to import every minute. If you do not select this setting, you can import XML files manually.
  • Incremental upload – When selected, Online Connect compares the latest XML file with the previous XML file that was uploaded, and uploads only the new changes. This saves time and decreases network traffic significantly.

Example

If you upload an XML file that contains 100 suppliers, and then you upload a new file with two new suppliers (102 in total), Online Connect compares the files and uploads only the two new suppliers. Conversely, if the second upload contains only 50 suppliers, ReadSoft Online deletes the missing suppliers from the master data, keeping only the 50 suppliers that are specified in the new XML file.

Tip Online Connect uses incremental upload for files that exceed 30 MB in size, even if you do not select this setting.

Master data formats

ReadSoft Online can consume several types of master data. Use the file names specified below when creating the master-data files that you save in the Folder containing master data to upload. You can click the file names to see the XML schema that is used to validate the master data.

Type File name (schema)
Suppliers suppliers.xml
Cost centers costcenters.xml
Supplier cost centers suppliercostcenters.xml
Supplier banks supplierbankaccounts.xml
Currencies currencies.xml
Projects projects.xml
General-ledger accounts glaccounts.xml
Field values * fieldvalues.xml

* Although field values are not  technically master data, you can upload them using Online Connect. Field-value data lets you specify valid field values for interpreted fields. If a field does not validate according to the specification in fieldvalues.xml, it receives a validation error in Online Verify.

Sample

The XML data that you submit for one supplier can look like this for example:

</Suppliers>

Folder naming conventions for master data

By default, ReadSoft Online Connect does not allow special characters, such as dots and slashes, in folder names that you use for uploading and downloading master data. When ReadSoft Online Connect encounters a special character, it is automatically replaced with an underscore when creating folders. However, you can override the default behavior by adjusting the ReadSoft Online Connect configuration file, ReadSoft.Connect.Host.exe.config (default location: C:\ProgramData\ReadSoft Software Services AB\ReadSoftOnlineConnect). This is helpful, for example, if you have an organization that contains special characters in its name, and you require folder names other than the default naming convention.

To override the default behavior, you use XML to specify the incoming name (object name) and the outgoing name (folder name). For example, assume you have a customer named “example.com”. When ReadSoft Online Connect makes folders for example.com, it changes the name to “example_com”. By inserting the following XML in ReadSoft.Connect.Host.exe.config, you can preserve the original name:

example.com
example.com

</FolderNameSubstitutions>

In the next example, the dot is changed to a dash instead of the default (underscrore).

</FolderNameSubstitutions>

Configure settings for uploading purchase-order data

If the Purchase order service is enabled in Online Connect, you can use ReadSoft Online Connect to upload purchase-order data to ReadSoft Online.

Note Currently, this feature is only available in preview mode, and it might not be available to your system.
Tip For the Dynamics AX 2012 integration, purchase-order data is synchronized automatically, so you do not need Online Connect to upload purchase-order data.

The availability of this dialog varies, depending on your role and setup.


Uploading purchase-order data

  • Enable upload of purchase-order data – Specifies whether you use ReadSoft Online Connect to upload purchase-order data to ReadSoft Online.
  • Purchase order upload location – Specifies the location where ReadSoft Online Connect looks for purchase-order data to upload to ReadSoft Online.

For partner accounts, Online Connect automatically creates subfolders for each customer. If a customer has buyers, Online Connect creates subfolders for each buyer. After ReadSoft Online Connect uploads the XML files, files that are successfully imported are moved to the Imported folder. Files that cannot be imported are copied to the Error folder.

  • Purchase-order file name – Specifies the name of the XML file that contains the purchase-order data that you want to import.
  • Delete local file after upload – If selected, the XML file is deleted after it is imported successfully instead of being moved to the Imported folder.
  • Upload automatically – If selected, ReadSoft Online Connect checks for new files to import every minute. If you do not select this setting, you can import XML files manually.
  • Incremental upload – When selected, Online Connect compares the latest XML file with the previous XML file that was uploaded, and uploads only the new changes. For example, if you upload a PO file that contains 100,000 purchase orders, and then you upload a new file with two additional purchase orders (100,002 in total), Online Connect compares the files and uploads only the two new purchase orders. This saves time and decreases network traffic significantly.
    Tip Online Connect uses incremental upload for files that exceed 30 MB in size, even if you do not select this setting.

Configure settings for downloading output data

Note Admin users must have the Process documents privilege to see this dialog and download output data using ReadSoft Online Connect.

If the Output to target system service is enabled in ReadSoft Online, and the target system is XML locally, you can use ReadSoft Online Connect to download processed invoice data and images from ReadSoft Online to a local server.

The availability of this dialog varies, depending on your role and setup.


Downloading output data

  • Save output from ReadSoft Online locally – Specifies whether you use Downloading output data to download processed invoice data to a local folder.
  • Directory to store XML output in – Specifies the folder where you want the output files to be saved. If you are a partner admin or partner user, subfolders are automatically created for each customer.

Folder examples

In this example, the Directory for storing XML output is named Download.

Using Online Connect

After following the procedures above to setup Online Connect, you are ready to use it in production.

Uploading documents using Online Connect

You can upload documents to ReadSoft Online in these supported file formats using Online Connect:

  • JPEG, JPG
  • PDF version 1.3 to 1.7
  • PNG
  • TIFF, TIF
  • XML

Note Admin users must have the Process documents privilege to upload documents using ReadSoft Online Connect.

Automatic uploading

If you selected Upload documents automatically when configuring ReadSoft Online Connect for uploading documents, no interaction is required. When files are moved to the subfolder(s) of the location you specified in the configuration, they are automatically uploaded.

ReadSoft Online Connect runs continuously in the background as a Windows service and periodically checks (every 15 minutes by default) for new files to upload. When new files are found, they are uploaded automatically. Even if you restart the computer, ReadSoft Online Connect runs automatically in the background with no need for interaction. If a problem occurs during the upload, the upload operation will timeout after 10 minutes.

Most users use automatic uploading, and set up their scanners to save files directly in the appropriate subfolders that are created during the configuration.

Note If you have more than one document type, but you place files in the parent folder of the document type folders, the files are uploaded and processed using the Default document type specified in the Extraction service settings.

Manual uploading

If you did not select Upload documents automatically when configuring ReadSoft Online Connect, you can upload files manually at your convenience:

  1. Start ReadSoft Online Connect from the Windows Start menu.

    ReadSoft Online Connect

  2. Move or scan invoice image files to an appropriate subfolder of the location you specified in the configuration, and click Refresh so you can see the files in the list. You can also click the Event log tab to check for errors.
    Note If you do not see files in the list, make sure you place the files in a subfolder that corresponds to an organization or buyer in ReadSoft Online.

    ReadSoft Online Connect Upload

  3. Click Upload documents. You can click Refresh to see that the images have uploaded or use the Event log to monitor the progress of your uploads.

    ReadSoft Online Connect Event Log

Uploading master data using Online Connect


Uploading master data

Note Each time you import supplier data, all existing suppliers are removed, then the new data is imported. This ensures that your supplier master data only includes current suppliers.

Automatic uploading

If you selected Upload automatically when configuring ReadSoft Online Connect for master data, no interaction is required. When master-data files are moved to the folder (or subfolder if you are a partner) of the location you specified in the configuration, they are automatically uploaded.

ReadSoft Online Connect runs continuously in the background as a Windows service and checks every 12 hours for new master-data files. When new master-data files are found, they are uploaded automatically. Even if you restart the computer, ReadSoft Online Connect runs automatically in the background with no need for interaction. Depending on the amount of master data uploaded, it can take a moment before the data is available for use.

Manual uploading

If you did not select Upload automatically when configuring ReadSoft Online Connect for master data, you can upload master-data files manually at your convenience:

  1. Start ReadSoft Online Connectfrom the Windows Start menu.
  2. Move master-data files to an appropriate folder (or subfolder if you are a partner) of the location you specified in the configuration.
  3. Click Synchronize to upload the master-data files.

    Manual uploading

    Note Master-data files cannot exceed 200 MB in size.

    When master data is uploaded or synchronized, it is noted in the Audit trail view along with a description of whether or not the operation succeeded.

Downloading output data using Online Connect

If you selected Save output from ReadSoft Online locally in the Online Connect configuration, processed invoice data from ReadSoft Online is automatically downloaded to the folder you specified in the configuration. If you are a partner, a subfolder is created for each customer. Subfolders are also created for each buyer, if any exist, and for each document type.

Downloading begins immediately after you complete the setup. ReadSoft Online Connect checks for new data continuously every two minutes and downloads up to 5,000 invoices at a time. After Online Connect downloads the invoices, it continues checking every two minutes for more invoices. Each downloaded invoice consists of one XML file (UTF-8) containing the processed data and one multi-TIFF image or PDF of the invoice. The files are named using a unique ID (GUID).

Note Admin users must have the Process documents privilege to download output data using ReadSoft Online Connect.

Using ReadSoft Online Connect with a proxy server

In order to use ReadSoft Online Connect with a proxy server, you must adjust the Local Area Network settings for the computer that runs the ReadSoft Online Connect service. To configure the Windows settings:

  1. Navigate to the Windows Internet Options.
  2. Click the Connections tab in the dialog that appears, and click LAN Settings.

    LAN Settings

  3. In the dialog that appears, select Automatically detect settings and Use a proxy server for your LAN.
  4. Use the Proxy server settings to specify the details of you proxy server.

Proxy server authentication

If your proxy server requires authentication, you can edit two files to instruct ReadSoft Online Connect to use the credentials of the current Windows user for authentication.

  1. Open the following files in a text editor:

    • C:\Program Files (x86)\ReadSoft Software Services AB\ReadSoft Online Connect\ReadSoft.Connect.Host.exe.config
    • C:\ProgramData\ReadSoft Software Services AB\ReadSoftOnlineConnect\Bin\App.config

  2. In each file, locate the <system.net> element and add the following line:

    <defaultProxy useDefaultCredentials="true" />

    If there is no <system.net> element, add the following to the <configuration> element.

    <system.net>
       <defaultProxy useDefaultCredentials="true" />
    </system.net>

Troubleshooting

Check these issues if you have problems running ReadSoft Online Connect

Generic issues

If you have problems running ReadSoft Online Connect:

You can click the links above to test if you have access. Click the links using the same computer that runs ReadSoft Online Connect. If you receive a 404 error, you do not have access.

  • Make sure you can download the files that are listed in the page that is displayed when you click one of the links above. To do this, replace "Deployment.manifest" in the URL with one of the file names in the list.
  • Log in to ReadSoft Online using the same computer that runs ReadSoft Online Connect to make sure you can connect to ReadSoft Online.
  • If you use a proxy connection, make sure the settings are applied to the same user/account that runs ReadSoft Online Connect. By default, this is a local System account. To test this, access ReadSoft Online using a location above, then change the ReadSoft Online Connect user to the same Windows user you tested with.