In the Comments for invoices section, you can see the comments or questions to the invoices left by operators during the invoices processing.
Comments from operators may contain important information about the scanned invoice quality. Therefore, it is highly recommended to review comments, before accepting an invoice.
The Comments for invoices title is displayed above the Current Invoices section. If there are any comments left by operators, instead the Comments for invoices title, you will see the phrase with the number of current comments.
To review the comments left by operators, above the Current Invoices section, click the red phrase with the number of questions.
Result: The Operators Questions and Troubles Report opens.
You can perform the following operations with the Operators Questions and Troubles Report:
Viewing the General Comments Data
The Operators Questions and Troubles Report consists from the following two sections:
- New Comments: In this section, you can view comments and questions from the operators that have not been yet read. You can view the following data about each new comment:
- Document ID
- Document Date
- Quality
- Read Comments: In this section, you can view all reviewed comments and questions from operators. When the comment is opened from the New Comments section and reviewed, it is automatically considered as "Read" and goes to the Read Comments section. You can view the following data about each read comment:
- Document ID
- Document Date
- Quality
If there are no comments in the New Comments or Read Comment section, you will see the corresponding message about it.
Reviewing Comments for the Custom Period
To review comments for the custom period, in the Operators Questions and Troubles Report:
- At the top of the report, set the report period you need. The following period types can be set:
- Custom Date
- Yesterday
- Current Month
- Current Quarter
- Current Year
- Last Month
- Last Quarter
- Last Year
- Last 12 Months
- Click the Refresh button.
Result: The report is generated for the selected period.
Replying to a New Comment
To reply to a new comment in the Operators Questions and Troubles Report:
When invoices are scanned in, they are initially marked as pending for operators to process. Operators enter all items, quantities, and costs from the invoice. If all information is correct, the invoice is marked as processed. If there are issues such as blurry images or questions, the invoice is marked as bad and a comment is left. To respond to an operator's comment, double click the invoice to view the comment, type your response, click OK, and save. After responding, the invoice status will turn green to indicate resolution.
Invoice status colors indicate priority: pending is the lowest priority, invalid invoices show yellow, bad invoices show red, and combinations of pending with bad or invalid also show red or yellow accordingly. Use these color indicators to help prioritize invoice review and acceptance efficiently.
- In the New Comments section, click the comment you need.
Result: The Document form with the document details opens in a separate window. - In the Document form:
- Review the comment.
- If you need to reply, enter your text and click the Reply button.
Result: You reply is added to the document and can be read by the operator in the Docs Scanner list. For more information about processing comments to the invoices by operators, see Viewing and Editing a Specific Invoice or Shift Report.
