Defining document status codes
Sometimes, documents can’t be completed immediately due to pending actions such as goods receipt or credit memos. Typically, there’s a limited number of reasons why you’re unable to complete the documents – including pending goods receipt, waiting for credit memo, and processed by someone else.
In such cases, you can use document status codes to indicate why the documents haven’t been finished and registered in Continia Document Capture.
When setting up document status codes, use codes that are descriptive and easy to remember. Each code must be unique, and you can define as many as needed.
To set up document status codes
- Search () for and select Document Status Codes.
- On the action bar, click New.
- Fill out the fields as necessary.
- Repeat steps 2 and 3 for every status code you want to use.
The entered codes are now available and ready to be assigned to documents in the document journal.
To automatically assign document status codes
Document Capture can automatically assign document status codes based on predefined comments. This way, an invoice without its purchase order or with a duplicate vendor invoice number, for example, receives a document status code without the need for manual input.
To automatically assign document status codes:
- Search () for and select Message Center Setup.
- Under the Document Status Code column, assign a document status code to the desired comment.
Note
Status codes are only assigned to documents that don’t already have status codes. If multiple comments apply, the status code from the first matching comment is used.