AP/AR Invoice Image Upload Service

AP/AR Invoice Image Upload Service Install and Prerequisites

Overview

The Anterra Signed Upload Sync Service is a Windows Service that runs on a server in your environment with access to the locations on your internal network which contain PDF or TIF/TIFF images for AP and/or AR invoices. The service supports both local drives or UNC network paths. The service will scan configured folders for PDF or TIF/TIFF files that match a particular pattern and securely upload a copy to Anterra.  TIF files are automatically converted to PDFs in the cloud so they are natively visible through standard web browsers.  Finally, once images have been uploaded (and converted), they are matched to AR and AP invoices coming from your ERP and are available through AnterraBI in AR Aging, Customer Hub, or in various SSRS Reports.

Supported Systems / File Types

  1. Sage Paperless AP Invoices (AR Invoices is also supported if your company uses a properly configured custom document type)
  2. Timberscan AP Invoices
  3. Sage 300 CRE AP Invoices with anterraDataCenter (Bug, need to remove DBID and check code)
  4. AP / AR Invoices in TIF/TIFF or PDF format in a file system
    1. AP organized by Division / Vendor / Invoice
    2. AR organized by Division / Invoice

Prerequisites

  1. A service account (e.g. svcAnterra) that will be used by the service that has the following permissions:
    1. 'Run As a Service'  permission (group policy)
    2. Read access to any local or network locations which contain the files being synced
    3. Read/Write access to any databases which contain the files being synced
    4. Read/Write access to the installation folder to store log files and metadata which tracks which files have already been uploaded or have changed
  2. Administrator account is required for installation of the service, during the installation the administrator will be prompted for the service account credentials
  3. If local or network locations are being used to sync AR or AP invoice images:
    1. Folders which contain AR images must be separated by the different divisions/companies/data folders that are configured in your ERP
    2. Folders which contain AP images must be separated by the different divisions/companies/data folders that are configured in your ERP AND must either have the VendorID in the file name OR as a folder in the path.

Additional Requirements for Sage Paperless / Viewpoint Vista / Sage 300 CRE with ADC

  1. The SQL Server must be accessible from the machine the Invoice Sync service runs on
    1. SQL Server should have TCP / IP enabled
    2. SQL Server name must be accessible/resolvable or an IP address should be used
    3. If a specific instance of SQL Server is used, the instance name or port number must be known
  2. SQL Server access
    1. (Recommended) The service account used for Invoice Sync is granted dbo access to the database; OR
    2. SQL Server user name/password is created for the service to access the database
  3. Domain vs. Local Service Account - If the database and files all reside on the same machine as the service, the account can be a local account, otherwise it must be a domain account
For Sage Paperless or Sage 300 CRE with ADC: The file path stored in the database must be accessible to the service from the machine the service is installed on.

Additional Requirements for Invoices from File System

For Invoice Sync to work from files stored in a file server, network share, OneDrive, Dropbox, Box.com, etc. the program must be able to identify the necessary components from the folder or file name to properly associate the invoice in Anterra. See additional details here.

Installation

Download the latest installer by clicking here, it will be called  Anterra.SignedUpload.Service.Installer.exe , once you run the installer you will see the following screen:
  1. By default, the installer will be configured to install the appropriate files on the server, install the service, and open the configuration user interface to set up the folders that contain the invoices you want to sync. If you don't have all of the paths where the invoices you want to sync available, you can opt to do this later by unclicking the appropriate boxes. When you're ready to proceed to the next step, click  Next.

  2. On this screen, you simply choose where you want the service files installed, make a note of this location because this is also where any files created by tests during configuration will be created. When you're ready, click  Install to begin the installation:

Configuration

This is the configuration interface, each of the options in the interface is described below:

1. The Anterra Client Name  will be provided by Anterra and must exactly match your tenant in the Anterra environment.
2. The Max File Size is the limit in bytes of the largest file that will be synced to the cloud, it is set to 25MB by default which should be more than sufficient as most invoices are less than 1MB.
3. The Extensions box will contain 'pdf' by default and is the allowable file types that will be synced to the cloud. Anterra will add support for other file types in the future and will automatically convert those file types to PDF on our servers for maximum display and use compatibility.
4. The area at the bottom allows various local or network folders to be configured, each folder is for a specific DBID (a.k.a. data folder, usually divisions of a company). To add a new folder to be scanned and monitored for files click the  Add Row button which creates a new empty row in the grid. The Anterra technical team will assist with creating a regular expression (RegEx) which is a way to find the appropriate files using a pattern and for the application to properly extract which parts of the file name are the Invoice Number and Extra Information.
The Folder Type is the type of images that will be uploaded. Accounts Receivable (AR)or Accounts Payable (AP).

Click on any of the following systems to learn the steps to add a new configuration:
System AP Support AR Support
Timberscan
 ✅ ⚠️
Sage Paperless
 ✅ ⚠️
Viewpoint Vista
 ✅ ✅
Sage 300 CRE with ADC
 ✅ ❌
Local or Network Folders
 ⚠️ ⚠️

✅ Fully supported
⚠️ Supported if properly configured (click for details)
❌ Not supported because it is not a feature of system

Post-Install Service Management

Once you have all of your data folders from ADC added and set up. You will want to make sure it works by pressing the Generate CSV Output Button. Open the file created and then check that it has listed the images in the folder by invoice ID. If Images are present in the CSV click the Save Config button to save the correct config file up to AWS. Once completed it will be available to view on DynamoDB.

Starting / Stopping / Restarting the Service

You must be an administrator on the machine the service is installed on and run any of the commands below  as an administrator 
There are three ways to perform these functions:
  1. Go to the Windows Services MMC control panel and use the start/stop/restart functions
  2. If you included the start menu icons during install, you can use the icons in the start menu to Start, Stop, Restart, and Configure the service
  3. Go to the installation folder from an administrative command line and use the following command-line arguments:
    1. --start
    2. --stop
    3. --restart

Adding / Removing / Changing Configured Folders

Go to the installation folder from a command line and use the --config command-line argument to open the configuration UI or edit the SignedUpload.config file. After any changes, be sure to restart the service for the updated configuration to take effect.

Anterra Configuration

Your AnterraBI site must be provisioned to take advantage of this feature, talk to your account manager for details.
The customer's job must be modified to eliminate synchronization of InvoiceFileLinks from AP




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