timberscan 2.3a features manual

TimberScan 2.3 Manual

TimberScan – 2.3 Additional Features

Table of Contents:

Page 3 – Supporting Documents – scans POs, Packing Slips, Receiving

Tickets, etc., and attaches them during the invoice data entry process.

Page 18 – Invoice Upload from AP – a simpler way to work with invoices

generated from the various Timberline PO systems: POIV, SM & RM. Also allows for A/P invoices to be entered into Timberline first.

Page 23 - Recurring Invoices – scans invoices that relate to Recurring AP

invoices set up in Timberline.

Page 27 – Auto Attach Checks – a better way to attach checks to their

corresponding invoices

Page 30 – Automatic Routing - once a job is setup correctly in Timberline it

will automatically be assigned to the correct approver in TimberScan.

Page 35 – Hold in A/P – allows the approval and posting of invoices to

Timberline but insures that a check cannot be issued to a vendor until it’s approved in Timberline.

Page 44 – Export New Job Code – allows new job codes created in

TimberScan to be imported into Timberline with no need to add them individually.

Page 50 – Invoice Data Entry Completed – specifies at which approval level data entry must be completed.


What Happened to TimberScan version 2.2?

The last major release of TimberScan was version 2.1. This upgrade is version 2.3.

Shortly after version 2.2, which incorporated Supporting Documents, was released to beta testers, the features slated for 2.3 were ready for beta testing. We felt that it would be less disruptive to do one general release incorporating all features rather than two general releases back to back.


TimberScan Supporting Documents Feature

The Supporting Documents Feature allows you to create various user-defined types of documents. These include Purchase Orders, Packing Slips, Receiving Tickets, Contracts, Lien Waivers, etc.

The idea behind Supporting Documents is to give the user the ability to scan and enter documents before invoices are entered. The documents can be attached during invoice entry. A receiving ticket may come in before the invoice, but with this feature you will be able to scan and code the receiving ticket. Then, during invoice data entry you will be able to review all supporting documents relating to the vendor and job or property and select documents to attach to the invoice. Once the invoice is entered the approver will be able to see the invoice with all the supporting documents.

Supporting Documents can also be added to an existing invoice. Usually, a Lien Waiver is received after the invoice is entered. The Supporting Document feature allows you to attach documents such as Lien Waivers to existing invoices. Even documents not associated with an invoice can be scanned such as a Vendor Insurance Certificates.

This manual will detail how to set up, process and report on Supporting Documents.


Step 1- Setup

From the Admin Menu, select Supporting Document Settings.

This feature can be renamed “Future Items”, “Additional Document Types”, etc. Two generic custom fields are provided which can be coded to any type of document.


After completing Supporting Document Settings, select Define Supporting Documents. This is where one can set up the various document types such as Purchase Orders, Receiving Tickets, etc.


Image Quality – we recommend using black and white image quality because images scanned with this setting require significantly less disk space. However, grayscale and color images are also supported.

Document Number – allows or requires document numbers to be provided.

Document Date – allows or requires document dates to be provided.

User Name – allows or requires identification of an Approver or Receiver.

Secondary Vendor – allows or requires a secondary vendor.

Attach to Invoice – attaches to an invoice if applicable.

The next four selections define the distribution grid: Job, Commitment, Equipment, and Company

The final two selections are user-defined fields.

Step 2- Scan Supporting Documents


Step 3 – Code Supporting Documents

The documents’ coding will determine which Supporting Documents are available during data entry, i.e. documents coded to a specific commitment will only be available to matching invoices. Recurring documents are also supported.


New Supporting Documents may be associated with invoices that already in the system. These documents are attached to the correct invoice by selecting the Attach Existing button.


The previous example shows a Lien Waiver. By choosing Attach Existing a list of all matching invoices will appear. This included both invoices posted to Timberline and invoices that are still in the approval process in TimberScan. Select the invoice that is associated with the Supporting Document.


Step 4 – Data Entry

Once the invoice is coded, selecting Supporting Docs will list all supporting docs that match the coding. This invoice is coded to a specific vendor and Job. Selecting Supporting Docs will list only documents for that vendor / job combination.


All supporting docs that could relate to the invoice will display. Select that documents that actually relate to the invoice. The Keep Open option will attach the doc to the invoice and make it available for other invoices. An example of Keep Open would be a PO that is greater than the invoice because of a partial shipment.


Step 5 - Approval

When the approver selects supporting documents they will see the invoice and supporting document side by side. This makes line item matching easier. This same feature is available during data entry as well.


Step 6 - Reporting

Supporting Document Inquiry provides many filtering options.


One can view a document or edit the distribution. Filtering capabilities and sorting capabilities are available to help select the right documents.


The View Mode allows one to Print or Email the document.


The Edit Mode allows one to modify the distribution, Route the document to a different data folder, Email, Delete or Attach the document to an existing invoice.


Invoice Upload from AP

This feature expands clients’ options regarding AP invoice entry. It offers an alternative workflow. If clients wish they will now be able to do the following:

1. Enter some or all A/P Invoices directly into Timberline rather than TimberScan.

2. Post invoices from the PO module, Service Management PO Module and RM PO Module into AP.

TimberScan has a method of knowing which invoices need to be imported from Timberline. The workflow is to scan the invoices into TimberScan and uploading the new Timberline invoices into the TimberScan system. Since that order of invoice images and invoice data may not be the same, TimberScan provides a simple matching routine. Once the invoices are matched they will flow to the right approvers. There is no need to do data entry.

To differentiate between approved and unapproved invoices TimberScan utilizes Timberline’s approval feature. Invoices entered or posted from the various PO systems will be flagged as unapproved in Timberline. TimberScan will automatically mark invoices approved in Timberline after the final approval process when TimberScan posts to Timberline. This will insure that only approved invoices can get paid. TimberScan will also attach the image and all supporting documents during the posting process. This documentation will show you how to use this feature.

This feature also provides a new method of extracting data from the various Timberline PO modules. This method supports AP invoices posted directly to Timberline. The original method of processing POs still works. With the original method one needs to be very careful not to post the PO invoices to AP. An error can lead to duplicate invoices. The new method eliminates this problem. The only disadvantage with the new method is if invoice data is changed in TimberScan it will also require changing in Timberline. Invoices from the PO systems rarely require coding changes. If frequent changes to the coding are anticipated then the original PO method should be considered.

The new method is the only option available for clients using the RM PO module.


Step 1 – In Timberline – Use Approval System

Make sure that the “Use approval system” is checked. This will allow TimberScan to control the approval flag so that only invoices approved and posted from TimberScan will be marked as approved in Timberline.


Step 2- Scanning

Scan the invoices you just processed in Timberline of from the PO Modules.


Step 3 – Import Invoices from AP

Name the batch in Batch Description. TimberScan knows which invoices are new invoices. It will automatically keep track of previously imported invoices and include that date on the screen. Selecting batches by operator is also an option.


Step 4 – Matching

Using the same batch id for the scanning and importing makes matching easier

Highlight the data that matches the Image and click Match. The number of imported images and the number of invoices from Timberline or the PO system should be equal. If you missed scanning any invoices, you can scan additional images to the same batch number. The import batch from Timberline will only close when all of the records have either been matched or deleted.


Recurring Invoices – Procedure Manual

Step 1 – Scan the recurring invoice


Step 2 – Associate the image with the recurring invoice

Only vendors with recurring invoices will list. Once the image is associated with the invoice TimberScan will create the image attachment in Timberline.


Step 3 – In Timberline

Click on the Attachments to see the invoice image.


Auto Attach Checks Feature

Note: Do not use the Acquire Option for Auto Attach Checks. You will find that the Auto Attach Check feature is more automated than the old Attach Check Feature.

Click on Browse for Checks – Note you should print your checks in TIFF format since this will make uploading them much faster.


Locate where your check run is saved


Enter the Bank Account from the pull down menu and then enter the starting check number. With this information TimberScan will look inside of the Timberline database and attach a copy of the check to each invoice that the check paid off. This TimberScan feature supports checks that span multiple pages and check runs that span multiple back accounts.


Automatic Routing Setup

Once a job is setup correctly in Timberline that job will automatically be assigned to the correct Approval Group TimberScan. This feature eliminates the need to define new jobs in the TimberScan Admin Setup.

Step 1 - Setup in Timberline - AP

Select Approval IDs

Enter your Approval ID and Name and click on accept line


Step 2 – Setup in Job Cost

Setup New Job

Select the AP and GL Tab – go to the Approval ID and click on List


Select the approver for this Job. Once this is set this job will be automatically associated with this approver in TimberScan.

Set 3- Setup in TimberScan

In Admin select Routing Settings


Select the Routing Rules that you require. Routing Rule #12 is the one to use for Automatic Routing


Select Approval Group Members

Select the Approval Group for automatic Job Routing, i.e. “John Jones Jobs”. Select Member Type “Job Authorization” for from the pull down menu. Now all new jobs assigned to John Jones in Timberline will automatically be assigned in TimberScan.


Highlight the users name and click on Select

Adding the approver’s Job Authorization code to the Approval Group Memebers is all that needs to be done. When a new job is created in Timberline and the approver is selected in Approval ID than the invoices for that Job will authomatically be routed to the selected approver.

Note: The jobs listed with this example where set up previously.


Hold in A/P Feature

Normally Invoices posted to Timberline from TimberScan are automatically Select Invoices for Payment in Timberline A/P. Invoices marked Hold in A/P are not on the payment list. To get them on the payment list requires an approval in Timberline. With is feature these invoices cannot be inadvertently paid.

Clients have asked us for these feature to free up invoices that may get stuck in TimberScan at the approver level. Hold in A/P can be used for invoices where management may be waiting for additional documents such as an insurance certificate or Lien Waiver. Once those documents are received the invoices will get approved in Timberline.

Step 1 – Setup in Timberline – To Use Approval System


Make sure that “Use approval system” is checked. This will allow TimberScan to control the approval flag so that invoices marked as Hold in A/P will require an additional approval in Timberline before they can get paid.

Step 2 – Setup in TimberScan Admin

Select User Maintenance


Check “Allow Hold in A/P” for every user that should have this ability


Step 3 – During Data Entry or Approval

When selecting Hold in AP TimberScan will require a comment


Once an invoice is selected for “Hold in AP” it will be highlighted in RED so everyone will know its status.

Anyone viewing the invoice will see who put it on hold and why


Step 4 – Releasing Hold in A/P invoices in Timberline

Chose your Selection List Order and click on Start


Select “Display”

Select “Unapproved Only”


Approve the Invoices you want to pay. Note that the paper clip attachment will show you the invoice and all supporting documents plus the notes.


Export New Cost Codes & Categories

During TimberScan data entry or approval cost codes or categories that are not yet set up in Timberline may be required. TimberScan has always allowed adding these new codes and put into a “To Do List”. Historically these codes required manual entry into Timberline before posting.

Now this feature automatically imports these new cost codes, categories and extras into Timberline. This feature does not work for new GL accounts. These still need to be manually entered into Timberline.

This is how it works:

Select “Yes” to add new Cost Code.


All the new cost codes and G/L accounts are recorded in the “To Do List”

Review the “To Do List” before exporting to Timberline

Delete codes that should not be posted to Timberline.


The “Add Job Codes” function will create a file that can be imported into Timberline.

Select “Yes”


Name the import file. TimberScan will open to the Timberline directory that you’re currently using.

NOTE: The file type is automatically set as an “Estimate Import File” (.jce)

Timberline allows you to import zero value estimates. ODBC does not allow adding cost codes. However the importing feature works very well.

Click on open and TimberScan will create the file.


In Timberline Job Cost / Tool select Import / Estimates

Select the import file that was created and click Open


Name the Rejected record file.

Note: Ignore the statement that “Estimates will be applied to” a specific job. The import will add the cost codes, extras and categories to all the jobs selected.


Invoice Data Entry Completed

With this feature you can specify at with stage of the entry / approval process you require all data entry fields to be completed. Some companies require that the accounting department complete all data entry fields before the invoice is sent for approval. Other companies require the approvers to complete all data entry fields. This feature allows for this flexibility. It also insures that all invoices are completely coded before they can be posted to Timberline.

Step 1 - In Admin set the approval level for each approval group.

Highlight where you want complete data entry. The default is at “Final Review”.