Invoice Sync: Setup Local or Network Folders

Invoice Sync: Setup Local or Network Folders

Once you have Invoice Sync installed, use the following steps to complete setup.

AR/AP Folder/File Naming Requirements

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.

To configure the service, the various folders you want to be monitored will be configured and associated either with AP or AR and a particular DBID, which is related to the data folder/company/division the data comes from so that the associated item can be found in Anterra. Each folder supports a pattern that tells the service which files should be synced to the cloud, and what part of the file path should be used for Invoice,   Vendor, or Extra Information.

AR Invoices

Must have an invoice number that matches the one found in your ERP. If you have multiple data folders in Sage 300, these invoices must be in unique folders for each data folder.

AR Folder Example

Divisions / Companies / Data Folder shown in GREEN
Invoice ID is shown in BLUE
Vendor ID is shown in ORANGE (applies only to AP)
Extra Information shown in YELLOW (optional)
Good Structure for AR Invoices
I:\AR Invoices\COMPANY1\8976 .pdf
\\FileShare\ARInvoices\COMPANY1\8976 .pdf
File Names with optional Extra Information
I:\AR Invoices\COMPANY1\8976 Reissue.pdf

AP Invoices

Invoices must have a folder or file name which uniquely identifies the vendor and their invoice number. The vendor should match the Vendor ID from your ERP. If you have multiple data folders in Sage 300, these invoices must be in unique folders for each data folder.

AP Folder Example

I:\AP Invoices\COMPANY1\V1891\10091 .pdf
\\FileShare\APInvoices\COMPANY1\V1891 \10091 .pdf
File Names with optional Extra Information
I:\AP Invoices\COMPANY1\V1891\10091 Check.pdf

Configuring Local or Network Folders

Go to the installation folder from a command line and use the --config command-line argument to open the configuration UI which saves the configuration in the SignedUpload.config file.

In this window, you will provide the DBID, which is used to find the appropriate invoices coming from ADC to match to the invoice images extracted from your image folder. You also need to provide the Path which contains these images, this can be a local drive/directory or it can be a UNC path to a network location. Normally images are stored as TIF/PDF files, if you check the Path you will find the files named type. If your file type is not show in the Extensions box you will need to add it with the entry field below the help button and then clicking the Add button. Once both fields have valid values, click the Folder Type dropdown and select AR or AP depending on the folder Path being setup. You will then need to setup your Regular expression or RegEx to finish the folder setup. Below are examples to help in this process.

Regular Expression Components

Group Name
 Description
 Required
InvoiceID
 Invoice number matching the ERP. Unique within the DBID for AR, unique within the Vendor for AP,
 Yes
VendorID
 ID of the vendor matching the ERP.
 Yes
(only for AP)
ExtraInfo
(optional)		 Captures any additional information that is used to differentiate between different versions or documents associated with the same invoice.
 No
Ext
 Captures the file extension.
 Yes
DBID
(optional)		 Advanced feature that extracts the DBID from the file name dynamically, ignoring the configured DBID for the row.
 No

Sample Regular Expressions

Description
 Example Structure
 RegEx
AP Invoices from Timberscan which start with VendNo then the VendorID followed by InvNo and the InvoiceID
 I:\APInvoices\COMPANY1\VendNo V001 InvNo 100091.tif
 \\VendNo (?<VendorID>[\w\d]+) InvNo (?<InvoiceID>.*)\.(?<Ext>\w+)$
AP Invoices with alphanumeric VendorID parent folders and numeric InvoiceID
I:\APInvoices\COMPANY1\V001\100091.pdf
I:\APInvoices\COMPANY1\V001\100091 ExtraInfo.pdf
 \\(?<VendorID>\w+)\\(?<InvoiceID>\d+)[ ]{0,1}(?<ExtraInfo>.*)\.(?<Ext>\w+)$
AP Invoices with numeric VendorID parent folders and alphanumeric InvoiceID
I:\APInvoices\COMPANY1\001\ABC091.pdf
I:\APInvoices\COMPANY1\001\ABC091 ExtraInfo.pdf
 \\(?<VendorID>\d+)\\(?<InvoiceID>\w+)[ ]{0,1}(?<ExtraInfo>.*)\.(?<Ext>\w+)$
AR Invoices starting with numeric Invoice ID followed by a space and then extra info
I:\ARInvoices\COMPANY1\9801 INV - Check.pdf
I:\ARInvoices\COMPANY1\9801 INV-ExtraInfo.pdf
 (?<InvoiceID>\d+)[ ]{0,1}INV[ ]{0,1}-[ ]{0,1}(?<ExtraInfo>.*)\.(?<Ext>\w+)$
AR Invoices starting with characters that don't need to be captured followed by a numeric InvoiceID and optional extra info
I:\ARInvoices\COMPANY1\Unused 39458 ExtraInfo.pdf
I:\ARInvoices\COMPANY1\Unused 39458.pdf
 .*\\[\d\w]+ (?<InvoiceID>\d+)[ ]*(?<ExtraInfo>.*)\.(?<Ext>.*)$

You can validate regular expressions on RegEx101.com.

Once you have you regular expression working for your companies structure you will click the Save Config button. After any changes, be sure to restart the service for the updated configuration to take effect.
Once you click the Save Config button:
  1. The path to the files will be validated
  2. The presence of at least one file matching the pattern will be validated
  3. The new path and RegEx configuration will tested

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