› Using Office › User interface: AP Essentials Office › The Document list view › The Document view

The Document view

Use this view to verify or correct documents.

To access this view: Login to Tungsten AP Essentials Office, select one or more documents and click Start.

Use this view to verify, correct or approve documents. The settings that appear here vary depending on your privileges. If you opened a document in batch mode, batches appear in a thumbnail view with the current document selected.

Document list view. Returns to the document list view.
Skip document. Skips to the next document. If there are no more documents, you return to the document list view.
Manual document separation (Split). Sends the current batch back to the document list view for manual document separation.
All saved data in the entire batch is lost.

To enable this button, the Separation service must be enabled and the user must have the Manual document separation (Split) privilege enabled in the User view (Privileges tab).

Send to verification. Sends documents back to verification.

This button is visible for documents in these statuses:

  • Pending approval

  • Approval rejected

  • Pending correction

  • Correction in progress

This button does not appear for documents that are on hold. Likewise, this button does not appear if the Verification service is not enabled. You must have the Access MANAGE or Access APPROVE privilege to see this button. You cannot send a document back to verification if the document has already been sent to the target system.

Reroute. Displays a dialog that you can use to assign the current document to another user.

To enable this button, Workflow services must be enabled, and the user must have the Reroute approval documents privilege enabled in the User view (Privileges tab).

Save. Saves changes to the current document.
Hold. Puts the document on hold. When a document is on hold, you cannot process the document until you "unhold" it. You cannot perform actions such as verifying, approving or rejecting the document. However, you can save changes to field values, add comments and attachments or delete the document.
Unhold. Releases a held document. This button is only visible if a document is on hold.
Reject. Rejects the current document.
Displays a dialog which you can use to send the current document to a workflow. This button is only visible when correcting an document.
Delete. Deletes the current document.
Request information. Displays a dialog which you can use to attach a question to the document.
Print. Opens the current document in a new window so you can print it.
Restart workflow. Restarts the current approval workflow. This button only appears when viewing a rejected document when workflow services are enabled.
Displays a dialog that you can use to change the approval workflow. This button only appears when viewing a rejected document when workflow services are enabled.
Document. Displays the document fields and their interpreted values. This is where you do most of the work when verifying documents.

Clicking underlined field titles opens a search dialog that helps you find correct information. For example, if you click the supplier name or supplier number field titles, a search dialog is displayed. This feature is also available for the order number field, if you use the purchase order service to import PO data.

Information. Displays batch, document and origin information which can be useful when handling problem documents.

  • BATCH - Displays information about the current batch, such as the batch ID, track ID, file name, customer, date received and the batch status.

  • DOCUMENT - Displays information about the current document, such as the document ID, track ID, external ID, document type and status.

  • ORIGIN - Displays information about the origin of the current document. The information displayed varies depending on the origin of the document. For example, if the document was uploaded via AP Essentials Office, the name of the user who uploaded the document is displayed. If Tungsten AP Essentials receives a document via email input, the email address of the sender and recipient are displayed along with the email subject.

    Origin information is also saved to the document history.

    If you use Storage services, documents uploaded before April 2020 will not contain origin information.

Attachments. Displays any extra files that are attached to the document.

You must enable Storage services, and have the Access STORAGE privilege to view this tab and utilize its features.

You can click Add attachment to add files to the document.

For security reasons, you cannot upload files with these extensions:

.BAT .CMD .COM .CPL .CSH .EXE .INF .JS .LNK .MSI .MSP .PIF .REG .SCF .SCR .HTM .HTML .VBS

If you use Storage services, and have the Access STORAGE privilege, original emails containing documents appear here.

Comments. Lets you view and add comments to the document.
History. Displays a sequential list of document events.
Toggle field visibility. Toggles field visibility.
Document image view
Zoom out.
Zoom in
Fits the document image in the available space.
Fits the document image according to the available width.
Fits the document image according to the available height.
Displays the actual size of the document image.
Rotates the document image 90 degrees counterclockwise.
Rotates the document image 90 degrees clockwise.
Opens a detached document image view in a new window. This feature can improve the user experience if you have dual displays.
Closes the detached document image view.
Line item view
Line items Displays captured line-item values, if the document type supports line items.

Adds a new, blank row to the line-item table. You can add a row, for example, if a row on the document is missing from the table. The new row is inserted after the row that is in focus. If no row is in focus, the new row is inserted at the top of the table.
Displays a dialog that you can use to copy imported purchase order lines to the line-item view.

This button is only visible if Purchase order services are enabled.

Displays controls that you can use to draw line-item fields on the document.
Removes the selected row or column from the line-item table. You can delete a row or column, for example, if the table includes a row that does not contain line items from the document.
Displays a dialog that you can use to match the current line item with purchase-order information from the target system. This button is only visible when Purchase order services are enabled.

Accounting

Displays controls for coding the document.

Adds a new, blank row to the accounting table. The new row is inserted after the row that is in focus. If no row is in focus, the new row is inserted at the top of the table.
Inserts a copy of the selected row.
Removes the selected row or column from the accounting table. You can delete a row or column, for example, if the table includes a row that does not contain line items from the document.
Refreshes coding suggestions.

OK Completes the verification process.

Keyboard shortcut:  Ctrl + Enter.

If you have the Start workflow from Verification privilege, the OK button has a context menu that lets you assign the current document to a workflow.